Group Travel

Group Travel 

Group travel is defined as a travel arrangement that MUST include one or more students or guests along with a university employee as part of the traveling party. The inclusion of student or guest representation is what distinguishes group travel from other types of travel arrangements. 

• •  A group of employees going to the same function DOES NOT constitute group travel. 

• Group travel involving UAF students and their expenses must be authorized before they can be incurred. (Please see Student Travel Information for detailed instructions pertaining to student or group travel.) A roster of attendees and their university (UARK) email address and/ or id is required. 

• • Some examples of group travel functions: 

• • • Study Abroad 

• • • Intramural Sports 

• • • Archaeological digs 

• • • Athletic team events 

• How to Create a Group Travel Spend Authorization 

• How to Create a Group Travel Expense Report  

 

Group Travel Advances

• Group trips may receive up to 100% cash advance. 

• A Cash Advance Agreement for Travelers form is required for each Spend Authorization involving a cash advance.  

• • Exceptions to the Travel Advance Policy will only be granted with written approval by the Travel and/or Treasurer’s Office. 

• If money is disbursed to students and other members of the group (federal per-diem limits are enforced for all recipients) the following information is required:  

• • Signature sheet legibly (preferably typed) listing of all students and staff who received funds 

• • Amount received broken out by Breakfast/Lunch/Dinner 

• • Student ID, Employee ID or UARK email address 

• • Signature of the recipient of the funds

 

Should this be processed as Financial Aid instead of Travel?

Does the purpose of the trip meet requirements of the student's academic program? If yes, then it should be processed as financial aid. 

If no, then we must ask another question. Do the travel funds cover semester expenses that are already built into the students cost of attendance such as housing, personal expenses, food, and transportation. For example, rent for an apartment, fuel for transportation, and car rental for the semester are all items already built into a student’s cost of attendance.  If yes, then it should be processed as financial aid.