| Note Regarding Vicinity Travel: ALL business-related travel should be reported to the department for Risk Management purposes. In some instances involving vehicles that utilize WEX fuel cards, No Cost TAs may be submitted for vicinity travel, but this should be documented in the notes section to notify your account manager of any travel encumbrances. | |||
| Status During Travel | Personal Vehicle Use? | Student Overnight Stay? | Forms needed |
| Employee | NO | NO | Travel Authorization |
| NO | YES | Travel Authorization + Discuss Clery Form Entry w/ Department Travel Coordinator | |
| YES | NO | Travel Authorization + Personal Vehicle Memo | |
| YES | YES | Travel Authorization + Personal Vehicle Memo + Discuss Clery Form Entry w/ Department Travel Coordinator | |
| Current Student or enrolled at least part-time in the coming fall (for summer travel) (NON-EMPLOYEE) | NO | NO | Student Field Trip Form + Note Added in Advisor’s TA |
| NO | YES | Student Field Trip Form + Note Added in Advisor’s TA + Discuss Clery Form Entry w/ Department Travel Coordinator | |
| YES | NO | Student Field Trip Form + Note Added in Advisor’s TA + Personal Vehicle Memo | |
| YES | YES | Student Field Trip Form + Note Added in Advisor’s TA + Personal Vehicle Memo + Discuss Clery Form Entry w/ Department Travel Coordinator | |
| Non-employee & non-student w/ active participation who will need reimbursement | NO | NO | Affiliate Set Up (by supervisor/advisor) + Note in Advisor’s TA |
| YES | NO | Affiliate Set Up (by supervisor/advisor) + Personal Vehicle Memo + Note in Advisor’s TA | |
| Non-employee & non-student w/ active participation who will NOT need reimbursement | NO | NO | Authorized Volunteer Services Agreement + Note in Advisor’s TA |
| Non-employee & non-student w/o active participation (simple ride along) |
NO | NO | Field Research Waiver + Note in Advisor’s TA |
| YES | NO | Affiliate Set Up (by supervisor/advisor) + Personal Vehicle Memo + Note in Advisor’s TA | |
| REMINDER for University or Rental Vehicles: All drivers (employees, students, and affiliates) must have completed a Motor Vehicle Check through Boise State prior to driving. If you aren’t sure if one has been completed for a driver, please notify your travel coordinator so they can start this process. | |||