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Student & Employee Travel

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Student Travel

Senior Patrol Officer Chris Bowman of the Campus Safety Department will host two campus Student Travel Process trainings during fall term 2017:
  • Wednesday, October 18th  2pm – 3:30pm in Mt. McLoughlin
  • Monday, October 23rd  10am – 11:30am in Mt. McLoughlin

Student Travel paperwork is required for trips OVER 25 MILES. For insurance purposes, Oregon Tech requires student travel paperwork to be completed 10 DAYS PRIOR to travel. Each trip requires only one Travel Approval Form and one Travel Itinerary/Emergency Contact Waiver Form regardless of how the students are traveling. Each driver must complete a Driver's Certification Form. This form is to be completed annually and is valid September 1 - August 31.

For student travel related to an academic program (conference, academic club competition) assistance is available from an academic support staff person for making travel arrangements and payment. For student travel not related to academics (campus club, ASOIT) assistance is available in the Campus Life Office for making travel arrangements and payment.

Hotel, Rental Car, Flight and Registration Fee must be arranged and paid for prior to travel. Receipts for parking, taxi, shuttle and/or fuel must be turned in for travel reimbursement. Student meals are not reimbursable. If a faculty advisor attends the trip, they may check out a travel card and meals may be purchased. Please keep in mind that students may only drive up to a 7-passenger vehicle and only 300 miles per driver per day.

If student travel is international in nature, please contact Risk Management for more information and instruction.

Complete these Forms:

  1. Student Travel Approval Form – send to Student Affairs Office
  2. Student Travel Itinerary/Emergency Contact Waiver Form – send to Campus Safety
  3. Student Driver Certification Form – send to Campus Safety



Class Field Trip Travel

Student Travel paperwork is required for trips OVER 25 MILES. For insurance purposes, Oregon Tech requires student travel paperwork to be completed 10 DAYS PRIOR to travel. The Class Field Trip Itinerary-Emergency Contact Waiver Form was created so faculty could fill out one form for the entire term as opposed to multiple forms for each individual trip for the class. A class roster printed from Web for Faculty must be attached to the submitted form. Without notification to Chris Bowman it will be assumed that all students listed on the class roster will be attending each trip. Each Driver must complete a Driver's Certification Form. This form is to be completed annually and is valid September 1 - August 31.

If student travel is international in nature, please contact Risk Management for more information and instruction.

Complete these Forms:

  1. Complete Student Travel paperwork above
  2. Class Field Trip Travel Itinerary-Emergency Contact Waiver Form – send to Campus Safety



Employee Travel

Oregon Tech employees traveling on behalf of the university must submit the Driver Certification form. This form is to be completed annually and is valid September 1 - August 31.

Upon completion of travel, employees are also required to complete a Travel Reimbursement Request Form and submit it to the Business Office. When traveling with students, employees must also complete Student Travel paperwork.

Complete these Forms:

  1. Driver Certification Form – send to Campus Safety
  2. Travel Reimbursement Request Form – send to Business Affairs Office
  3. When traveling with students, complete Student Travel paperwork above

Travel Training

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Questions? Contact:

Chris Bowman, Senior Patrol Officer

OfficeCornett Hall, Room 231

Rachel Winters, Executive Assistant to VP for Student Affairs & Dean of Students

OfficeCollege Union, Room 217
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