Top Nav Leftcrn
Top Nav Rightcrn
vcsu
vcsu

Student/Team Travel

 
Travel advances can be requested for student and team travel. To request an advance, submit a Request for Payment payable to the Coach or Instructor, a few days prior to your expected departure. Upon return from travel, the coach or instructor will complete either a Student Travel Meal Advance Report (if the advance was for 'per diem' meals only) or a Student Travel Advance Expense Report. The Student Travel Advance Expense Report must be accompanied with original itemized receipts. Any cash in excess of detailed expenses and the applicable report are due in the Business Office the day following your return.
 
 
 

Student/Team Travel Advance Process

 
When requesting a cash advance for student/team travel:
  • Need an advance for meals only at the 'per diem' rates:
    • Submit a voucher requesting an advance to Diana in the Business Office (approximately three business days prior to departure).
      • This voucher will be requested using account code 521105 (Travel-Students).
      • The advance is for student meals only
    • Coaches and Instructors will need to claim their 'per diem' meals on an Employee Travel Voucher.
    • Complete a Student Travel Meal Advance Report.
    • When disbursing the 'per diem' to the students, the coach/instructor will have each student sign the Student Travel Meal Advance Report to verify they received the dollars.
    • Upon return of travel, submit the signed Student Travel Meal Advance Report and any excess funds to Diana in the Business Office.
  • Need an advance for meals, lodging, etc. (ex. Laundry)
    • Submit a voucher requesting an advance to Diana in the Business Office (approximately three business days prior to departure).
      • This voucher will be requested using account code 521103 (Travel-Team) for anticipated team travel expenditures.
    • Coaches and Instructors are limited to the 'per diem' based on location for their meals and the $55 plus applicable taxes per day lodging in state.
    • Coaches/Instructors will pay bills or request direct bill on items and keep itemized receipts while in travel status.
    • Upon return of travel, the Coach/Instructor will complete a Student Travel Advance Expense Report.
      • The items for students and coaches/instructors will be listed in separate sections.
      • Any advance in excess of actual expenses (documented with original itemized receipts) will be submitted to Diana in the Business Office along with the Student Travel Advance Expense Report and all receipts.
      • The Business Office will receipt excess dollars back to the appropriate accounting chartfields. They will also make any journal entries that may be necessary to tie the accounting chartfields to the actual expenditures.
When making purchases for student/team travel on the VCSU Purchasing Card
  • Make purchases as necessary for travel
    • Retain original itemized receipts for documentation. (The charge slip from the credit card system is not acceptable.)
  • Code Purchasing Card transactions with appropriate accounting chartfields in SAM (Purchasing Card system)
    • Use account code 521105 for all student related expenses (will use only if it's student specific)
    • Use account code 521103 for all team travel expenses (including coaches).
      • Coaches and Instructors are limited to the 'per diem' based on location for their meals and the $55 plus applicable taxes per day lodging in state.
    • It would be best to do a split and split the total for students from the coaches/staff
    • In the remarks section of the transaction review, please note the # of team players and the # of coaches/staff.
  • Continue with the Purchasing Card process as usual
Apply Now Schedule Campus Visit
Campus Connection
CampusConnection Help
Office Information
Office Location
McFarland 215

Office Hours
Academic Year
Window: 8:00 a.m. - 3:30 p.m.
Office: 7:45 a.m. - 4:30 p.m.
Summer
Window: 7:45 a.m. - 3:30 p.m.
Office: 7:30 a.m. - 4:00 p.m.

Email Address
business.office@vcsu.edu

Phone Numbers
Toll Free: 800.532.8641, ext. 7232
701.845.7232

Fax Number
701.845.7247

Mailing Address
Business Office
Valley City State University
101 College Street SW
Valley City, ND 58072

Feedback