Important: There are many links to necessary travel forms below. You must save the form to a thumb drive or your local computer prior completing the form. If you do not, changes may not save.
PRIOR TO TRAVEL
Brainstorm Costs
Think about the various costs: transportation (air, rental car, charter bus, etc.), lodging, per diem, registration fees, parking fees, gas expenses, miscellaneous costs (cabs, subways, ferries, shuttles, etc). It will be helpful to have all of this information organized before filling out the travel authorization form.
For the most current WA state per diem chart, please go to the College's travel page.
Note about Winter Travel: If you are concerned about inclement weather, ASCBC does have a winter checklist for you to review. Canceling or rescheduling your trip may be recommended by the ASCBC office or the College, depending upon the conditions.
Complete Travel Authorization Form
This form can be found at CBC's eforms webpage. It can only be filled out by a CBC staff or faculty member. Please see below for further instructions. The first three items listed should be electronically attached to your travel authorization prior to submitting for approval.
- Attach the ASCBC travel check spreadsheet. ASCBC does have a travel policy. The travel check ensures that students meet the criteria for overnight travel funding and that they are registered students. For instructions on how to complete this travel check, click here. This spreadsheet must be submitted for ALL student trips (including day trips).
- Attach conference, meeting, or trip agenda.
- Attach club meeting minutes showing club members’ approval for travel (clubs only). Meeting minutes must be signed by the club advisor and a club member.
- Complete the advanced funds section for per diem, gas, and parking. Feel free to attach a document clarifying expenses if needed. (Reminder: If the meeting or conference includes a meal, you cannot request per diem for that meal.)
- Transportation:
- If airline tickets are to be secured, they will be purchased through the CBC travel office.
- Rental vehicles should be secured through Enterprise by the advisor or director. Please use the Enterprise location at the Pasco airport. Include your Enterprise confirmation number on your travel authorization form.
- Occasionally, use of a student driver may be approved by Kyle Vierck (clubs) or Alice Schlegel (organizations). This will require an email request from the advisor, copies of the student driver’s insurance, and driver’s license on file.
- Complete requisitions for lodging, conference, admission tickets, and any other trip-related special activities or purchases. Clubs will need to fill out purchasing forms and submit them to Kyle Vierck in the ASCBC office. Kyle will submit the requisitions for you (clubs only). One form per vendor please.
Please submit Travel Authorization to Kyle Vierck (clubs) or Alice Schlegel (organizations).
Advisors or Directors need to:
- Arrange travel training with Kyle Vierck at least one week prior to traveling with students (clubs only). Each club advisor must go through this training prior to their first student trip of the academic year.
- Pick up the advance check at the Business Office (Recommendation: Cash the check in the dollar bill increments you need for each person/each day and divide the money by person/by day using envelopes.)
- Complete, collect, and duplicate the Assumption of Risk, Medical Consent, and ASCBC Trip/Travel Agreement. Copies must be carried with the advisor on the trip and be on file in the ASCBC Office (for organizations – the department office). See bottom of page for more information on these forms.
DURING TRAVEL
Advisors or Directors need to:
- Disburse and document travel money using ASCBC Per Diem Disbursement Form. This will serve as your per diem receipt. (Recommendation: Hand out per diem on a daily basis, instead of for the whole trip. Students tend to spend money quickly. It is difficult to recollect money if something unforeseen takes place.)
- Collect and keep all original receipts with the intent of submitting them post-travel. Without receipts, money will be owed to the college and the advisor ultimately will be responsible for the cost. Remember, to claim breakfast, travel must begin prior to 5:30 a.m. To claim dinner, travel must end after 8:00 p.m.
POST TRAVEL
Advisors or Directors need to:
- Return cleaned vehicle(s) with full tank(s) of gas immediately upon return. DO NOT pre-pay for fuel at the rental car desk.
- Complete Travel Expense Voucher:
- Currently, this form is produced in triplicate and must be filled out in hard copy. You can pick one up from your department office or the ASCBC office. This form must be completed immediately upon return.
- Attach all original receipts and the per diem disbursement form.
- Reconcile advance and deposit excess funds at the cashier’s office. Attach a copy of the deposit slip to the voucher. Please make sure your budget code is on the deposit slip.
- Attach ASCBC Per Diem Disbursement Form with travelers’ signatures.
- Submit to ASCBC Office.
ASSUMPTION OF RISK & MEDICAL CONSENT FORMS
Once your travel authorization is submitted, the ASCBC office will email you three (3) forms (clubs only): Assumption of Risk, Medical Consent, and the Trip/Travel Agreement. Each club member traveling will be required to fill out each form. If a student is under the age of 18, their parents must sign these forms.
These will not be emailed to organizations. The organization director or coach will fill them out as needed per trip. Please click to obtain blank assumption of risk and medical consent forms. The ASCBC travel and trip agreement can be downloaded by clicking here.