Student Government Travel Request Form
for Individual Students
Policies and Procedures
802.1 All uses of the Activity & Service Fee Budget shall be subject to and governed by the laws of the United States of America, the State of Florida, the rules and regulations of the University of North Florida, the UNF Board of Trustees, the Constitution and Statutes of the Student Government of the University of North Florida, all applicable SG Policies and Procedures, and the Provisionary Language stated in the current fiscal year budget.
802.2 The Activity & Service Fee Budget shall be expended by Student Government for lawful purposes to benefit the student body, in general. It may support activities that reflect genuine student interest and enhance the educational, social, cultural, and recreational interests of the University of North Florida students.
802.5 Prohibited Expenditures/Use – Includes but are not limited to the following:
1. Activities that solely benefit non-UNF students; such as materials, supplies, or resources benefitting philanthropic organizations.
2. Construction, permanent structural improvements or remodeling unless approved by the Student Senate or previously allocated for such purposes in the A&S Fee Budget.
3. Enrollment in courses, academic requirements, academic related projects, academic related trips, required academic activities, except for test forms and testing booklets.
4. Alcoholic beverages.
5. Travel reimbursements, and event/program reimbursements above the amount actually expended.
6. Indirect travel expenses such as: excess baggage charge, valet service, and trailer hitches.
7. SG Scholarships (Funded with interest of the A&S fee only).
8. Entertainment that is not open to the student body, in general.
9. Automobile rental other than through approved travel reimbursement.
10. To purchase items that will be resold.
11. Activities for which an admission fee is charged for students except for Student Government Sponsored concerts.
12. Monetary Prizes, Gift Certificates, or Raffles.
13. Prizes in excess of $25 dollars.
14. Personal Items
15. Travel reimbursements for mileage for trips where it would have been more economical to rent a car and for travel under 50 miles round trip
840.2 A properly completed Travel Request shall be submitted to the B&A Chair a minimum of five (5) weeks prior to the event or travel date.
840.4 A properly completed Request Form shall consist of;
1. Request Form including applicable standard questions, signed by the appropriate advisor, the club president, the club treasurer, or Budget Director.
2. Total cost spreadsheet,
3. Official conference schedule/agenda/program, and
4. Official business price quotes for accommodations, transportation, and expenses.
5. List of students, N#’s, UNF email address, phone number and mailing address.
6. Statement of Travel Guidelines.
840.5 The SG B&A Chair shall review and sign the submitted request upon receiving written confirmation that the club is in good standing with Club Alliance. During this time, the Chair must also obtain signatures from the SG Treasurer or his/her designee, Senate Sponsor, and the SG Business Manager or his/her designee. Once all necessary signatures have been collected, the B&A Chair shall time-stamp the request a second time. This time stamp must occur no later than four (4) weeks prior to the travel date for a travel request, and three (3) days prior to the next B&A meeting for a special request. Once all appropriate signatures have been attained, no portion of the request can, or shall be altered unless required by the B&A committee after being heard.
840.6 After the appropriate signatures have been obtained, the B&A Chair shall supply the request representative with a copy of the completed request. In order to be heard, the request representative must submit at least fifteen (15) copies of the request by the beginning of the scheduled B&A committee hearing.
840.7 In order for the B&A Committee to hear a request, the requesting entity or individual must be sponsored by a member of the Senate. That sponsor shall give a brief introduction of the presenter’s request and shall then be seated in his/her assigned seat for both the B&A Committee and Senate Hearings.
840.8 In order for the B&A Committee and Senate to hear a request for funding, both the Senate Sponsor, and at least one representative from the entity submitting the request must attend the B&A Committee Meeting and Senate Meeting at which the request is presented. The senate sponsor cannot, under any circumstances, be the entity’s representative.
840.9 If the Senate votes to allocate funding in the form of either a Travel Request (through the B&A Committee) or a Special Request (through the normal legislative process), the requesting entity shall meet with the SG Accountant(s) within three (3) business days after legislation is approved. The meeting shall consist of an explanation of the internal procedures and funding arrangements. Failure to do so shall result in loss of funding. Notification of failure to meet with the SG Accountant(s) will be given to the B&A Chair by the SG Business and Accounting Office. This funding will then be eligible for reallocation by the B&A Committee.
840.10 If a request is heard by the B&A Committee and fails to pass, eight (8) Senators may sponsor the failed request and forward the request to the Senate in the form of a bill on 2nd read. This bill is then subject to the normal legislative process.
841.1 RSOs and currently enrolled A&S Fee-paying students may request funding for travel from the Student Conference Travel Index.
841.2 Travel Requests fall under the jurisdiction of the B&A Committee and are not subject to full Senate approval unless vetoed by the president or brought to the Senate floor as outlined in Title VIII Chapter 840.10.
841.3 Travel funds may be requested by RSOs and currently enrolled A&S Fee-paying students up to five (5) times per Fiscal Year as follows:
A. Individuals requesting travel funding are limited to a total of $500 per Fiscal Year and the Student Government Senate may fund no more than two (2) individual students traveling to the same conference.
B. RSOs requesting travel funding are limited to a total of $2,500 per Fiscal Year, with a cap of $500 per student per trip.
C. No more than one (1) RSO may receive travel funding for the same conference per fiscal year.
D. Accommodations up to 100%. RSOs shall stay four to a room if possible.
E. If no motion is made on a request during a B&A Committee hearing, that failed presentation will count as one of the presenters’ five (5) allowed requests for that fiscal year.
841.4 The legislative process for approving Travel requests shall be as follows:
A. After being properly submitted and added to the B&A Meeting agenda, the request must receive a two-thirds (2/3) approval vote of the committee to pass.
B. After passage, the request form shall be signed by the Senate President as a confirmation of legislative action.
C. The Senate President shall then forward the request to the President for executive action as prescribed by law.
a. If the president vetoes the request, eight (8) Senators may sponsor the failed request and forward it to the Senate. The Senate may then act on the request in the same manner as it would a bill in accordance with Article II Section 8E.
841.5 Food associated with travel may not be requested.
841.6 All travel arrangements shall be made through the SG Business and Accounting Office, except for reservations for accommodations.
841.7 All travel sponsored by A&S Fees must adhere to the University Travel Manual published by the University’s Travel Office.
813.11 Receipts related to travels for reimbursements must be received in the SG Business and Accounting Office no later than two (2) business day after travel according to university guidelines.
Student Government Travel Request Flow Chart
Procedures:
Approximate Time Schedule
1. Form Submission - 1 wk.
2. Budget and Allocations - 1 wk.
3. President - 1 wk.
4. Accountant - 1 – 2 wks.
Should allow at least 4-5 weeks.
If Vetoed
1. Procedures 1-3 - 3 wks.
2. Senate - 1 wk.
3. President - 1 wk.
4. Accountant - 1-2 wks.
Should allow at least 6-7 weeks.
Student Name: Phone: Email:
Faculty/Staff Name: Phone: Email:
Purpose of Travel Request: Conference Meeting
Workshop Seminar Competition
Requested Event:
Event Location:
Departure Date & Time:
Return Date & Time:
Total Amount Requested:
All Travel Requests must be submitted and have received all signatures a minimum of five (5) weeks prior to the event date in order for the request to be heard by the Budget & Allocations Committee.
Complete and attach the following:
Attach line-item spreadsheet documenting total amount of the trip and total amount of the request.
Attach official conference schedule/agenda/program and other supporting documentation.
Attach official business price quotes for accommodations, transportation, and other expenditures.
Attach completed standard questionnaire with fundraising information.
Attach list with the names of all UNF students traveling, including UNF ID numbers, addresses, phone
numbers, and email addresses. Final list due to the SG Accountant at the time of Senate approval.
Failure to complete and attach the requested forms will negate the request.
Once reviewed by the SG Officials, the requesting organization will receive a copy of the properly completed request. The requesting organization will be required to submit fifteen (15) copies of this form and all required attachments to the Budget & Allocations Committee Chair prior the next scheduled Budget and Allocations Meeting.
To be completed by the Budget & Allocations Committee Chair (consider the following to be your official notification of dates and times, which are subject to change):
Date and time of Budget & Allocations Committee hearing:
Date and time of Senate hearing (if approved by the Budget & Allocations Committee):
You will be notified by the Budget and Allocations Chairman if dates and/or times change.
By submitting this form, requestor assumes responsibility for this trip and affirms that all funding allocated by the Student Senate will be used in compliance with the Student Government Finance Code (Title VIII of SG Statutes).
Standard Questions for Travel Requests
1) Will the student requesting funding be enrolled in classes during the time of the event?
2) Will the student be receiving a grade or academic credit for attending this event?
3) How many students have attended this event before?
4) How will attending this event benefit the individual student attending the event?
5) How will attending this event benefit the UNF student body as a whole (what benefit will be brought back to the UNF campus)?
6) Have you received any other sources of funding for this trip? If yes, what other sources has this trip received funding from and how much was obtained?
7) Have there been any fundraising activities held? If yes, what fundraising activities have been held and how much was raised?
8) Has SG funded travel to this event before? If yes, how much did SG provide in funding?
9) What will happen if SG only partially funds this request?
10) What will happen if SG does not fund this request at all?
Travel Request Cost Break-Down SpreadsheetUNF Student Government
Total Amount of the Trip / Total Amount of the Request
Registration: / Registration:
$ per student / $ per student
# of students / # of students
Total(R) / $0.00 / Total(R) / $0.00
Lodging: / Lodging:
# of students / # of students
# of rooms / # of rooms
# of nights / # of nights
$ per room per night / $ per room per night
Total(L) / $0.00 / Total(L) / $0.00
Transportation: / Transportation:
Vehicle Rental: / Vehicle Rental:
# of vehicles / # of vehicles
$ per vehicle / $ per vehicle
Subtotal for rental / $0.00 / Subtotal for rental / $0.00
Fuel: / Fuel:
# of vehicles / # of vehicles
# of miles per vehicle / 15 mpg / # of miles per vehicle / 15 mpg
$ per gallon / $ per gallon
Subtotal for fuel / $0.00 / Subtotal for fuel / $0.00
Airfare: / Airfare:
$ per ticket / $ per ticket
# of students / # of students
Subtotal for airfare / $0.00 / Subtotal for airfare / $0.00
Total(T) / $0.00 / Total(T) / $0.00
Total Cost of the Trip / $0.00 / Total Cost of the Request / $0.00
Fuel Calculation: (# of miles / 15 mpg) * $ per gallon = cost per vehicle