Travel as an Organization

If you give enough notice, your organization can really go somewhere. If you and your student organization are traveling over 100 miles from campus or staying overnight anywhere, then you will need to complete a few steps.

Timelines

• Six weeks before your first purchases for domestic travel.
• Eight weeks before your first purchases for international travel.
• Note: If there is a contract involved for lodging, chartering transportation or any other activities you will need to submit your event request and purchase request 8+ weeks in advance of your first purchase.

Travel Steps

• Log in to Engage.
• Create an event in your organization’s portal and select “Travel” as the category.
• Fill out as much information as you know about your travel (date, time, location).
• Finish and submit.
• You’ll hear back from us within 2 business days of your request to schedule a meeting with a Student Involvement staff member to discuss details and make any needed travel arrangements.

Travel Policies and Procedures

Field Trip Consent and Travel Expectations Agreement

Field Trip Consent and Travel Expectations Agreement – Each participant will need to complete this form at least two (2) weeks prior to the departure date. This form can be found by logging into Engage and clicking on the “Forms” tab at the top of the page.

Travel Roster

Travel Roster Template – In order to submit your travel request, you will need an accurate roster of everyone participating in the travel. We have created a template with the required information for you to use. The completed roster must be sent to Student Involvement no later than two (2) weeks before your departure. Any changes to the roster prior to departure should be sent immediately to getinvolved@boisestate.edu.

Travel Policies and Procedures

Personal Vehicle

If you choose to drive a personal vehicle for your travel, each driver will need to complete the  Driver Information Form. This form can be found by logging into Engage and clicking on the “Forms” tab at the top of the page.

Rental Vehicle

If you choose to rent a vehicle for your travel, the Student Involvement and Leadership Center will make the reservation for you and can get you a special rate. Each driver will need to complete Driver Information Form the prior to departure.

Boise State Motor Pool

Visit the Boise State’s Motor Pool website to learn more about costs and submit a reservation request directly to them. You may also call at 208-426-7275. Each driver will need to complete the Driver Information Form prior to departure.