Overnight Group Travel Timeline (CIE)

Obtain Group Travel Program Pre-Approval: 

• Complete the Purchasing Team Request Form to request Travel Pre-Approval
• Gain approval from your VP or Provost to hold the trip.  If requested, complete the Application for Overnight Group Travel form

Reserve Spaces (flights, hotels, etc.) for Program Purchases

• Complete a Concur Travel Solutions Group Travel Request Form  to request a group travel cost estimate.  A Concur agent will provide you with flight options, hotel bookings, transportation options, etc.

If the Program Charges a Student Fee, Arrange for Billing

• Submit this Faculty-Led Student Program Fee form to the Student Accounting Office.  They will apply the student fees to student accounts.

Make Program Purchases

• Finalize and pay for reservations with Albion’s Concur Travel Solutions, Travelosophy, Inc, and/or other providers.
• Submit Contracts Form (if contracting with any third party)
• Request a Cash Advance (if applicable)

Final Details:

• Send electronic risk and safety travel forms to students by completing the Off-Campus Group Travel Pre-departure Checklist.

Double-Check Trip Details

• Confirm fees have been assessed by the Student Accounting Office
• Confirm all students have completed their electronic risk and safety travel forms
• Conduct a pre-departure orientation
• Remind students on international programs about Albion’s free UnitedHealthCare Global Network Insurance. Coverage is free and automatic.

Faculty 

• Email Campus Safety (csafety@albion.edu) to confirm the group has arrived safely
• Contact Campus Safety at 517-629-1234 and your sponsoring department with any emergencies or itinerary changes
• Use the Concur Solutions App to take photos of any receipts for reimbursement