Student Travel

Secure travel funding. Travel funding will come from one or more sources.

• Departmental funding approved by the program Director or Dean.
• Services and Activities funding, approved by the Office of Student Life through an application process. This process is based on forms accepted from Student Organizations. To apply for funding, complete this funding request form. This process may take up to two weeks. All funding requests are evaluated in the order recieved by a student majority committee.
• Self-Funding. This means the traveler will pay for some or all of the travel expenses.

Continue planning travel logistics. After approval is received to take the trip, complete all necessary paperwork to travel.

• Overnight Travel:
  • A Travel Authority (TA) form (ctcLink) is required for all over night travel. This form explains to the college that travelers are in travel status. This form is completed by the attending advisor or the advisor on record for the trip.
    • If you have not traveled for LWTech business, please confirm that a travelers profile has been created. If you are not sure if you have a travelers profile, please email LWTech Travel and Expenses.
    • To learn more about how to create a TA, please review this YouTube training video. 
    • More travel information can be found in the LWTech Canvas Course.
  • All approved expenses will be paid for by the college via check or credit card.
  • After the trip, the advisor is responsible for completing the expense request form using ctcLink.
• One Day Travel:
  • If the trip is one day, mileage and meal reimbursement for costs may be possible.
  • A travel authority form (ctcLink) is not needed.

• When you have received permission to travel and,
• Have received funding to travel and,
• Have made all travel logistics,
• All students and employees traveling will complete the travel waiver. This form is a liability waiver that describes the date, time, location, emergency contact information, and dangers associated with the travel. This form is completed so LWTech can mitigate any associated travel risks before they occur. 

If a minor is completing the form, another form will automatically be sent to the student's parent or guardian for signature.

• Before a student travels on behalf of a college assignment or activity, the appropriate college department or faculty sponsor must support the travel.
• Travel is connected to the student learning process.
• A travel approval form must be completed and submitted at least 30 days before domestic travel and 60 days before international travel by the college employee supporting the student travel.
• The travel request form will include the name of a trip leader.

• If the student/employee/student organization is interested in applying for funds from the Associated Student Government (ASG), they must submit a funding request form.
• The college will follow all travel processes outlined in the office of financial management travel policy of the state administrative accounting manual chapter 10 and all travel costs will follow state per diem rules for hotel stays, mileage reimbursement, and meal reimbursement. This means there will be limits on hotel and food costs, as outlined by state rules.
• Reimbursement policies for expenses such as meals, lodging, and transportation must follow college travel guidelines. Not all expenses are reimbursable. If a student purchases a personal item other than food or gas, that expense will not be reimbursed. 
• Students must confirm funding sources for travel, including personal contributions, institutional funding, or external sponsorships prior to departure. This information can be added to the funding request form.
• Students may be responsible for any expenses associated with travel if college funding covers partial travel costs.

• Students who wish to request accommodations are responsible for contacting the Disability Support Services Office and making requests as early as possible, usually at least three (3) weeks in advance of the scheduled trip. Please contact Disability Support Services at (425) 739-8300, email dssinfo@lwtech.edu.

• Travel status is a time between when travel starts and when it stops. The college uses the following information to determine travel status and reimbursement eligibility:
  • Unless an agreement is reached that travelers are meeting at the college to travel together, travel status begins upon departure from a person's residence.
  • The traveler must determine which location is closest to the travel destination, their residence or the college; travel reimbursement for milage (if needed) is based on that closest location.
  • When in travel status, students may not be under the influence of alcohol or illicit drugs. Also, the student code of conduct is in effect during all travel. 

• In order to travel, a student must be in good academic standing (not on academic notice level 2, 3, or 4) and good disciplinary standing (no pending student conduct sanctions and not on probation).
• Participants must be officially enrolled in the relevant course, program, have related student employment, or be part of the student organization sponsoring the travel.
• A faculty or staff member must accompany students unless an exception is granted.
  • Exception requests are routed to the VP of Student Services or the VP of Instruction (whoever is the employee requestor’s cabinet representative) at least 30 days prior to travel.
  • The exception request must outline the rationale for the exception, the travel itinerary, and risk mitigation plan.
  • The request will be reviewed based on safety, risk, and the nature of the travel. Exceptions may be permitted if:
    • Travel is within the United States.
    • Travel is less than 5 nights.
    • All traveling students are over the age of 18.
    • A college employee is identified as an emergency contact who can be reached by phone/text for the duration of the event.
    • The submitted rationale, travel itinerary, and risk plan support the conclusion that travel will be a low risk to the traveler(s) and the college.

The college must consider risk in all situations, including student travel. The following considerations are used when addressing and mitigating risk. 

• All students must complete a trip waiver form before departure. If a student is under the age of 18 at the time of travel permission, the student's parent or guardian will receive a permission slip.
• Students traveling internationally must review and acknowledge any relevant State Department advisories. Please check with the college's international programs office for questions. 
• A pre-departure orientation may be required for trips involving international travel or high-risk activities.
• Students must follow the college's student code of conduct while traveling.
• Students may not be under the influence of alcohol or illicit drugs while in travel status.

A student might use various forms of travel to attend an activity. The college does not own college vans so all transportation is arranged by either the program department chair, advisor on record, or the Office of Student Life. 

• Airfare must be purchased through approved vendors when using college funds.
• When traveling in a personal vehicle or a vehicle rented by the college, it must be operated by a person with a valid driver's license and insurance.
• Students using personal vehicles must have valid insurance and assume liability for damages occurred during travel.
• Only a college employee may transport minors during college travel.

• Lodging must be in safe and reputable establishments.
• Room-sharing is only permitted if all participants agree in advance in writing on the trip waiver form.
• The college employee traveling with students must stay in the same facility as the students and provide their contact information so students can reach the advisor at all times during the event, and no employee or agent of the college may room with a student.

• In the event of an emergency, students must immediately contact the designated trip leader and follow their directives.

• Students may be required to submit a trip summary report or presentation upon return. 
• College staff must provide Clery reportable information on an incident report form to the Campus Public Safety Office.
  • To provide information please report the following behavior in these categories:
    • Criminal Offenses
      • Criminal homicide: murder and non-negligent manslaughter, manslaughter by negligence
      • Sexual assault: rape, fondling, incest, statutory rape
      • Robbery
      • Aggravated assault
      • Burglary
      • Motor vehicle theft
      • Arson
    • Hate Crimes (any of the above mentioned offenses, and any incidents of)
      • Larceny-theft
      • Simple assault
      • Intimidation
      • Destruction/damage/vandalism of property
    • Hazing
    • Violence Against Women Act (VAWA) Offenses
      • Domestic violence
      • Dating violence
      • Stalking
    • Arrests and Referrals for Disciplinary Action
      • Weapons law violations
      • Drug abuse violations
      • Liquor law violations
• Expense reports and reimbursement requests must be submitted within the designated time frame per college policies using ctcLink.

• Provision If the traveler decides to engage in additional travel at the beginning or after the end of approved travel times or dates, reimbursement for additional travel costs will be the responsibility of the traveler and not the college.

• Failure to adhere to the college’s travel procedures may result in disciplinary actions. 
• The college reserves the right to modify or cancel travel plans due to safety concerns or policy changes. 
• For any questions regarding student travel procedures, please contact the Office of Student Life or the designated trip leader.