Student Travel
Travel Requirements
Any student group wishing to travel, regardless of whether or not money hosted at SAIL is being used, needs to:
- Fill Out the Travel Form
- Meet with the SAIL office (email DeAnna Torrez at dtorrez@mines.edu) and obtain travel approval (Domestic Travel – must meet a minimum of one month in advance; International Travel – must meet a minimum of two months in advance).
- Everyone traveling must fill out a travel waiver
- We will complete the Clery Act form online for you
Current COVID-19 Guidelines for Travel
- CURRENT COVID-19 DOMESTIC TRAVEL – please access full recommendations here
- CURRENT COVID-19 INTERNATIONAL TRAVEL – please access full recommendations here
Important Items to Note
IMPORTANT: If you are spending the night, you are traveling, even if it is within Colorado
• Student organization travel must be pre-approved by the SAIL office.
• All expenses incurred have to be allowable, appropriate and necessary for the completion of Official University Business
Examples of expenses that are NOT allowed are:
• Alcoholic beverages;
• Entertainment expenses;
• Personal expenses incurred during travel that are primarily for the benefit of the traveler and not directly related to Official University Business;
• Political activities;
• Traffic fines and parking tickets; and
• Certain insurance coverage – The cost of additional or other types of coverage shall not be reimbursed, including without limitation, expenses paid by a traveler for the following:
• Collision damage waiver or loss damage waiver for rental vehicles, unless it is for international travel;
• Supplemental liability insurance on rental vehicles;
• Additional liability insurance for rental vehicles;
• Personal accident insurance on rental vehicles;
• Personal travel insurance;
• Trip cancellation insurance; and
• Supplemental life insurance for airline or common carrier travel.
• All expenses need to abide by the limits and conditions set forth by the Institution, The State of Colorado and the SAIL office
• Any contracts or expenses over $4,999 need to be specified at the time of your meeting with SAIL so we can work on approvals for those
• Travel agent and rental car companies can be found under the “Preferred travel and car rental agencies” button below
• For guidance regarding lodging and per diem rates, you can visit https://www.gsa.gov/travel/plan-book/per-diem-rates and enter the location of your trip. For the days of travel (the day you leave and the day you come back) per diem is 75% of the regular rate.
PLEASE REMEMBER ALL OTHER FINANCE POLICIES ALSO APPLY – DO NOT ATTEMPT TO PURCHASE ANYTHING OVER $4,999. TALK TO DEANNA TORREZ BEFOREHAND AND ALLOW ENOUGH TIME TO PROCESS ADDITIONAL APPROVALS!