Field Trips

1. Definition

Required trips are defined as those student trips that are considered (and so certified by the appropriate department head and dean) as an integral part of a particular course or curriculum.

All participants will be currently enrolled in the specific course or curriculum for which the trip is a requirement.

2. Approval

Approval of required trips will be according to specific University school or department policies. Transporation costs will be charged to the appropriate accounts.

3. Types of Trips

(a) Within Scheduled Laboratory or Class Hours, Less than 20 miles from Campus

Forms needed: Transportation Form No. 10 (Request for Use of Bus) or Transportation Form No. 1 (Request for Use of Car).

(b) Within Scheduled Laboratory or Class Hours, Greater than 20 miles from Campus

Forms needed: Transportation Form No. 10 or Transportation Form No. 1; Instructors's Trip Request (President's Office Form No. 17); and Student Absence Form (approved by the Dean of Men and/or Dean of Women).

(c) Away from Campus and Beyond Scheduled Laboratory or Class Hours, Regardless of Distance

Forms needed: Transportation Form No. 10 or Transportation Form No. 1; Instructor's Trip Request; and Student Absence Form (approved b the Dean of Men and/or Dean of Women).

4. Costs

(a) Transportation

Transportation costs for the students and staff members will be paid by the University. Staff members will be reimbursed in accordance with University travel regulations.

(b) Lodging and Meals

Costs for lodging and meals will be paid by the individual student. If the responsible staff member desires to collect the costs for meals and lodging and handle arrangements on a group basis, procedures outlined in paragraph B.3. should be followed.

5. Listing in Catalog

All required trip activities will be listed in the Purdue University Catalog. If students must incur lodging and meal expenses, this will be stated. It is acceptable to have a general statement covering the requirements of a particular department.

B. Non-Required Trips

1. Definition

Non-required trips are defined as those student trips which are considered to be observational in nature and are not an integral and required part of the specific course or curriculum, involve time away from the campus and may cut across laboratory and lecture time of other courses. They are not listed as a requirement but are intended to supplement the course content.

Forms needed: Transportation Form No. 10 or Transportation Form No. 1; Instructor's Trip Request; Student Absence form (approved by the Dean of Men and/or the Dean of Women); and Approval to Collect Transportation Costs and Lodging and Meal Expenses, if Applicable.

2. Approval

Non-required trips will be handled in the same manner as required trips with one additional requirement: approval of the cognizant Business Administrator for permission to collect funds from trip participants shall be obtained at least two weeks prior to the trip. A request will be processed through normal academic channels to the Business Administrator to include the following: (All requests for a semester may be submitted at one time with one collection.)

1. The destination of the trip(s).
2. The estimated total cost of each trip and the cost per student, including lodging, travel, etc.
3. The method(s) of transportation to be used.
4. A list of names of participants for use by the Business Representative/Business Administrator. In all cases the Business Representative/Business Administrator will serve as the collection point for funds and will in turn deposit these funds to the appropriate account.

The approved request will be distributed as follows:

1. Original - Business Administrator.
2. Academic Dean or Director.
3. Business Representative of Department (if applicable).
4. Professor in charge of trip.
5. Dean of Men and/or Dean of Women.

3. Costs

Students who elect to participate in non-required trips will be required to pay their pro-rata share of transportation costs and other expenses, including meals and lodgingg for such trips. Staff members accompanying the students may their pro-rata share of the cost to the Business Representative/Business Administrator and use the receipt when requesting reimbursement in accordance with University travel regulations. All cash payments will be appropriately receipted and deposited to the appropriate University account on a daily basis using Bursar Office Form 1 (Cash Receipts Voucher).

C. Final Financial Adjustment

For required and non-required trips involving group collection for meals and lodging, the Business Administrator or Business Representative of the academic area involved will make th final financial adjustments after actual costs of the trip are known. In an case where the adjustment is less than $1.00, either for additional costs or for refunds to the students, normally no additional charge or refund will be made. Refunds will be processed by use of Business Office Form 56 (Invoice Voucher).

D. Student Activities

Certain student travel involves student participation primarily in intercollegiate activities where the importance of the student participation is sufficient cause for the University to pay the expenses. For such activities, approval should be obtained from the Comptroller. If such approval is received, the particular trips will be handled in the same manner as required trips. If the activity is not approved for support from University funds, such travel will be handled in the same manner as non-required trips.

 

F.R. Ford
Business Manager and Assistant Treasurer