Travel Requirements

Basic Procedures

All groups must follow the below travel requirements regardless of funding received by ASUM for the trip. ASUM Allocated funds cannot be used for travel UNLESS funds are through the Travel Allocation Process; Student Generated Funds are allowed for travel.
  1. Fill out paperwork in the ASUM office BEFORE your trip.
  2. Enjoy your trip!
  3. Once you return, bring all appropriate itemized receipts back to ASUM within 10 days.
  4. Reimbursements will be mailed to you.

Read below for more information on travel rates, options, and requirements.

Travel Guidelines

When an individual member, or several members, of a group want to make travel arrangements by making use of their group's own funds or ASUM Travel Allocation funds, several steps need to be taken:

All student groups that are planning to travel MUST contact the ASUM Office Manager at least two weeks prior to travel in order to allow time to prepare the necessary paperwork. Groups will be assisted in completion of their Request and Authorization to Travel (R.A.T.) Form AND select at least one CSA in attendance of the trip in order to receive reimbursement.

  1. FUNDING: Make sure your group has sufficient funds in your ASUM account, or that funds will be forthcoming from other University departments, to cover all expenses and reimbursements.
    1. Groups can only use their own funds for travel -- No ASUM funds can be used unless awarded by the ASUM Senate as a Travel Allocation.
    2. Departmental travel will only be covered if arrangements have been made between the Department and ASUM prior to travel -- It is the student's job to ensure that this funding has been confirmed.
  2. PRE-Travel: Regardless of funds expected from the ASUM Travel account or Club Generated Funds, all ASUM Groups participating in UM related travel are required to complete the R.A.T. form with ASUM Office Manager before travel. The Prime Traveler (student in charge of the trip) will need to complete these forms. Additional forms to be completed at that time. The RAT form is a worksheet for known travel expenses and secures authorization to travel on behalf of The University.
  3. PRIME TRAVELER: Designate a primary traveler (PT) if more than one member will be traveling. This should be the person who will be reimbursed for any out-of-pocket expenses during the trip. This person needs to provide the ASUM Office Manager with the following information:
    1. PT Name, 790, Mailing Address & Phone Number
    2. Destination & Dates of the Trip
    3. Name, student ID number, and emergency contact of each traveler (use Travel Safety Form)
    4. Mode of Travel
    5. Detailed List of Expenses
    6. How Much is to be Reimbursed
    7. PLEASE NOTE: The student identified as Prime Traveler must take online CSA Training prior to any travel.
      1. The Office Manager will verify with the Clery Compliance Officer that the CSA Training was completed.
      2. If CSA Training is not completed prior to travel, ASUM is prohibited from reimbursing any part of the trip.
      3. If CSA Training is incomplete, sanctions may be put in place against the club.
  4. R.A.T. AND SAFETY FORMS: The PT must visit the ASUM Office Manager in UC 112 to provide the necessary information, assist in filling out, and sign the Request and Authorization to Travel (RAT) form, the Clery Trip form, and the Travel Safety Plan prior to the trip. If not completed and signed by the PT in advance of the trip, The University is under no obligation to process reimbursement for out-of-pocket expenses.
  5. RESERVATIONS: Travelers are responsible for making all their own arrangements but the Office Manager is able to pay for a variety of expenses with a UM-issued credit card (ProCard), as well as arrange for reimbursements. Group members need to plan in advance (i.e. reserve flights/rental cars, make a reservation for lodging, have previously researched websites, etc.) then provide the Office Manager the reservation information so payment can be made with the credit card. Motel or hotel reservations, conference registrations, rental cars, flights, etc. can all be paid for or reserved in advance by the ASUM Office Manager. Once these payments have been made, however, it is incumbent upon the traveler(s) to confirm payments and reservations with the motel or hotel. Groups are should seek lodging that does not exceed the federal per diem rate when traveling out of state, or the state per diem rate when traveling within Montana.
  6. PERSONAL CAR: If a traveler is driving a personal car and wants to be reimbursed for gas, they may either be paid by the ASUM mileage reimbursement rate of .20 per mile. Be aware that neither students nor any private vehicles are covered by University insurance. Click for information on liability and insurance.
  7. REGISTRATION FEES: Registration fees for conferences, etc. may be paid in advance via ProCard by the ASUM Office Manager on behalf of group members provided that the funds are available in Student Group Indexes at the time of registration.
  8. OUT-OF-POCKET REIMBURSEMENT: Out-of-pocket incidentals, such as taxis, parking, tolls and shuttles, may also be reimbursed but only as long as original itemized receipts are provided and an adequate estimate was included in the RAT form. Reimbursement of out-of-pocket expenses, including prepayment of major expenses that have not been charged to the Office Manager's credit card, cannot be made until the trip is completed.
  9. RENTAL CARS: The State of Montana contracts with two rental car companies, Enterprise and Hertz, for reduced rates for those traveling on University business, including student groups who have signed the RAT. Student group funds cannot be used to pay for supplemental insurance. Individuals may do so at their own expense. Click for information on liability and insurance.
  10. COVID-19 SAFETY: Some destinations/activities might require proof of vaccination or proof of a recent negative COVID test. Testing requirements may vary from place-to-place. Some destinations/activities might even require a significant quarantine period. Group members will need to prepare for the fact that not every state or locale will have similar COVID-19 rules/regulations to those of the University of Montana and adjust accordingly.
    1. When you are traveling as an ASUM Group, you are representing the University of Montana, ASUM, and yourselves.
    2. Please be respectful of all local rules and regulations regarding COVID-19.
  11. RECEIPTS AND REPORTS: POST-Travel, the Prime Traveler will bring any/all receipts or other documents required to the ASUM Office Manager. 
    1. If a club is not receiving funding, the Prime Traveler will verify that no funds are expected to be returned to club members.
    2. If a club is receiving funding, the Prime Traveler will also complete the Travel Expense Report (TER) and Check Request Form. Checks can take up to 3 weeks to process and are only mailed from the State on Thursdays.
    3. This must be completed within 90 days or the club waives any and all funding per State and University Policy. (Travel Guidelines/Procedures – UM Business Services)

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