Travel Information

Student Organizations at Colorado State University may utilize their on-campus accounts for club travel. Strict guidelines apply and must be fully met in order to qualify.

The travel planning process involves many details. All requests for travel must be accompanied by a completed Financial Document Request Form 3 weeks prior to traveling. Before the travel takes place, a completed Vehicle Authorization Form, listing all travelers' emergency contact information, must be turned in to the Student Organizations office.

The Student Organizations office does not process airline tickets for visiting speakers or performers. Honorarium payments should include any travel costs that the speakers may incur.

Please access the travel links for information on how to process travel documents.

Please read the entire Travel Policy to ensure that you fully understand the requirements.

Note: The Student Organizations office processes travel documents for student groups and their members. We do not process airline tickets for visiting speakers or performers. Honorarium payments should include any travel costs that the speakers may incur.

When planning travel for a Student Organization, fill out a Pre-Trip Travel Form. All parts of the form must be completed. Estimate all expenses on this form. This form should then be e-mailed to both laura.fagan@colostate.edu and stuorg@exchange.colostate.edu or brought into the Student Organizations office for processing. Student organizations must also turn in a completed Request for Financial Document form when submitting the Pre-Trip Travel Form.

Airfare must be purchased through either Frosch or New Horizons Travel when using your SOFA. These are the only state-approved travel agencies that can be used. Ticket arrangements must be made three weeks prior to travel and Laura Fagan must be informed of these arrangements. The travel agency needs to e-mail the travel itinerary to laura.fagan@colostate.edu and stuorg@exchange.colostate.edu. The travel document will be input after the Student Organizations office receives the e-mail. The Student Organizations office will then call the travel agency with a voucher number which authorizes the travel. The ticket purchase is not finalized until this voucher number is given to the travel agency. Please note that airfare cannot be reimbursed if purchased through any other means.

Within 7 days after the trip is completed, complete a Post-Trip Travel Form. Be sure to include all details as well as any additional expenses incurred. This form should be brought to the Student Organizations office with all original travel receipts and a completed financial document request form, to obtain a reimbursement.

If a traveler has expenses related only to mileage, the Mileage Travel Form must be completed. Submit the completed Mileage Travel Form to the Student Organizations office for processing, along with a completed Request for Financial Document form.

In accordance with the Travel Office policy, all expenses must be completely routed through the Travel Office within 30 days of the trip date or the expenses will not be paid. It can take up to 30 days to receive a check for travel-related expenses.

Student organizations can rent vehicles from Enterprise Rent-a-Car, Budget, Avis, and Advantage. Enterprise is the preferred rental car agency. Enterprise and Budget require drivers to be 21 years of age to rent a vehicle. Avis and Advantage's age requirement is 18 years. Access the State website to find rates and details.

Student organizations need to obtain an estimate from one of the four companies listed above to begin the rental process. A completed Request for Financial Document form must be brought in to the Student Organizations office with the rental estimate. Student Organizations will process this paperwork. Be sure to allow a four-day turnaround time for approval, then the Authorization for Expenditure (AFE) form can be picked up in the Student Organizations office. Please bring an invoice back to the Student Organizations office after the vehicle has been rented, so the business can be paid.

Before the travel takes place, a completed Vehicle Authorization Form, listing all travelers' emergency contact information, must be turned in to the Student Organizations office.

Student organizations may utilize Transportation Services (Motorpool) to rent vehicles and busses for trips on behalf of their student organization. Contact Motorpool to obtain an estimate of daily rental charges and mileage. The group should then complete a Request for Financial Document form, requesting an IMO (Intramural Order) and bring it to the Student Organizations office. Please allow four days turnaround time for the request to be approved. The Student Organizations office will then contact Motorpool with the IMO number to complete the reservation.

Before the travel takes place, a completed Vehicle Authorization Form, listing all travelers' emergency contact information, must be turned in to the Student Organizations office.