Indiana – Purdue Student Government Association (IPSGA) Travel Policy (Internal Policy

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Amended November 10,2008

I.

Purpose: IPSGA, in furtherance of its mission as set forth in the IPSGA Constitution, provides funding for travel to activities that enhance student welfare. This travel policy shall set forth the criteria, approval process, and obligations for those seeking IPSGA travel funding.

II.

Criteria:
A. IPSGA travel funds may only be utilized to pay for transportation costs, lodging

expenses, and registration or admission fees for permissible activities taking place outside of Fort Wayne, Indiana. All requests for travel funding must comply with the IPFW Student Travel Policies, available at http://www.acct.ipfw.edu/travel/students/index.htm The travel coordinator is responsible for ensuring the request’s compliance with IPFW and IPSGA policies.
B. Permissible activities shall include: conferences, tours, training sessions, workshops,

and/or other travel opportunities that significantly further student development in one or more of the following areas: 1) acquisition of knowledge, 2) application of knowledge, 3) personal or professional values, 4) a sense of community, 5) critical thinking and problem solving, 6) communication. C. All students who pay into the student service fee are eligible to receive IPSGA travel funding; faculty and staff are eligible to receive IPSGA travel funding if they are accompanying students and facilitating the activity.
D. Requests for IPSGA travel funding must be submitted via an IPSGA Travel Expense

Form (This form can be obtained at http://www.ipfw.edu/stugov/forms.html) emailed to the Student Body Comptroller (stuvpf@ipfw.edu) no later than 7 weeks before the date of departure. Requests that do not comply with this timeframe will not be considered. For purposes of planning, IPSGA recommends submitting requests as soon as possible. Each request must have a coordinator responsible for organizing the event (ensuring the request’s compliance with all IPFW and IPSGA policies), maintaining student contact information throughout travel, and disseminating contact information as needed. This coordinator should be available to answer questions about the request, and is also responsible for providing a planned itinerary, behavioral expectations, and transportation details to all event participants.

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III.

Approval Process A. When evaluating travel requests, preference will be given to requests: i. ii. iii. That will have the greatest impact on the student body of IPFW. That are supported by university units such as: offices, etc. For which funding from the IPSGA travel line item is an essential component.

B. Complete the IPSGA Travel Expense Form and email it to the Student Body Comptroller

(stuvpf@ipfw.edu).
C. The Student Body Comptroller shall conduct an initial review of the completed IPSGA

Travel Expense Form for compliance with IPSGA policies and then forward it to the Ways and Means Committee of Student Senate.
D. The Ways & Means Committee may pass, fail, or amend the form; if passed or amended,

a bill will be written and submitted to the Student Senate for review. A representative from the committee will notify the coordinator (via the provided contact information) of the committee’s action.
E. The Student Senate may pass, fail, or amend the bill from the Ways and Means

committee; the Student Body Vice President will inform the coordinator (via the provided contact information) at this point if the bill fails.
F. If passed or amended, the bill will proceed to the Student Body President for a signature

or veto (a veto may be overridden by a 2/3 vote of the Student Senate). The Student Body Vice President will inform the coordinator (via the provided contact information) at this point if the bill has been vetoed.
G. The Student Body Vice President will inform the coordinator (via the provided contact

information) if the bill is signed or the veto is overridden.
H. The travel funds will be made available to the coordinator, who will plan the travel in

accordance with the relevant university travel policies and regulations. The coordinator for the trip shall, after being notified by IPSGA, immediately contact the University Travel Clerk at (260) 481-6220 to aid in the facilitation of travel arrangements.
I.

If changes that would increase the total cost are necessary, acceptance of those changes by a majority of the IPSGA Executive Officers shall be sufficient to authorize the changes.

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IV.

Obligations
A. All participants are required to engage in the entire itinerary submitted for the

participants of the trip.
B. As recipients of IPSGA travel funds, the behavior of all participants is expected to

comply with the Code of Student Rights, Responsibilities, and Conduct; IPFW policies and regulations; and all applicable laws.
C. The University and IPSGA shall not be liable for any loss, damage, injury, or other

consequence resulting to any participant or their property for any reason.
D. Failure to comply with any requirements maintained in this document may result in either

ineligibility for future funding and/or any other available sanctions/remedies available through IPSGA and IPFW.

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