Student Organization Travel
Traveling as part of a student organization is a great way to represent the College of Engineering, attend conferences, compete and build professional experience. This guide walks you through how to plan, get approval and complete your travel successfully.
Start early—at least 6 weeks before your trip. Early planning helps reduce costs, improves the chances of funding support and ensures enough time for approvals and arrangements.
Step 1: Get Started
Begin by completing the Student Organization Travel form.
After submitting the form, schedule a meeting with Brenda Nipper to review your trip details and walk through the process.
You’ll discuss:
- Trip purpose, destination and dates
- Estimated costs and logistics
- Required next steps and timeline
You may also begin filling out the required travel planning spreadsheet before your meeting (it does not need to be completed beforehand).
Step 2: Plan Your Funding
Next, identify potential funding sources for your trip. This may include:
- Academic departments or department chairs
- The Dean’s Office (when available)
- Student organization funds or fundraising efforts
Funding is not guaranteed, so early coordination is strongly encouraged.
Step 3: Submit Travel Authorization
Before any travel arrangements are made, Travel Authorization must be approved for every traveler.
- Brenda will submit Travel Authorization forms on your behalf once your trip details and funding are confirmed
- This step is required even if your organization is fully funding the trip
- No bookings can be made until authorization is approved
Step 4: Book Travel
Once Travel Authorization is approved:
- Flights, hotels and registration fees can be booked
- The College may book and pay for eligible expenses directly when possible
- In some cases, students may pay upfront and be reimbursed later
Eligible for advance payment (when approved):
- Airfare
- Hotel/overnight lodging
- Conference or registration fees
Step 5: While You Travel
During your trip:
- Keep all receipts for any expenses you plan to be reimbursed for
- Ensure receipts include date, amount, payment method and card details (if applicable)
- Contact Brenda if you are unsure whether an expense is eligible
Step 6: After You Return
After your trip:
- Schedule a follow-up meeting with Brenda for reimbursement processing
- Submit all receipts (email or deliver to Duke 310)
- A Travel Reimbursement and Expense Report (TRER) will be submitted for your group
- Reimbursements are processed after review by the Travel Office
What You Need to Know About Expenses
Expenses that may be covered in advance:
- Flights and airfare fees
- Hotels and lodging
- Registration fees
Expenses typically reimbursed after travel:
- Ground transportation (rideshares, taxis, buses)
- Meals (based on standard reimbursement rates)
- Unexpected or incidental travel costs
Important Reminders
• Do not book anything before Travel Authorization is approved
• Save every receipt you may need for reimbursement
• Always ask if you are unsure about eligibility or process steps
• Following the process correctly prevents delays in reimbursement
Important Restrictions (Do Not Do These)
• Do not book or pay for travel before approval is received
• Do not pay for another student’s expenses
• Do not book Airbnb or VRBO lodging without prior approval and required authorization
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