Student Publications Travel Request

The travel request form must be done well in advance of requested dates of travel.

We must follow state regulations for travel. Therefore, all travel is based on those state requirements.

All requests for travel must be approved in advance. No reimbursements will be given for unauthorized travel. After travel has been approved the form must be turned into Sherry West in the Business Office. She will then proceed to get info from you regarding specifics of making arrangements for your travel needs.

All receipts for travel must be turned in no later than the end of the month in which the travel occurred or reimbursement may be denied. Double mileage will not be paid on trips where more than one photographer or writer, are covering the same event.

Here is the WKU Student Publications Travel Policy:

WKU Student Publications from time to time sends students outside Bowling Green to cover events or attend conferences. These guidelines apply to all student travel for the College Heights Herald and the Talisman.

APPROVAL

All out-of-town travel requires prior approval. You must fill out a Travel Request Form and have it approved by the editor-in-chief as well as either the publication adviser or the director. Travel without prior approval will not be reimbursed.

FOR COVERAGE

In general, coverage of an event that requires out-of-town travel will be limited to no more than two staffers. Exceptions must be approved by the adviser and the director.

TRANSPORTATION. Transportation to and from the venue will be covered from the publication’s budget. The mode of transportation (ground or air) will be at the discretion of the adviser. Mileage for any one assignment will be paid for one vehicle at the university reimbursement rate. If a student chooses to take a second vehicle rather than share a ride, no mileage may be claimed for the second vehicle. When using air travel, receipts completed by the vendor must be obtained for any necessary ground transportation such as taxis or shuttles.

LODGING. The publication will pay for one hotel room for coverage of an event that requires an overnight stay. In the case of a male and female staff member being assigned to cover an out-of-town event, the publication will pay for two hotel rooms.

MEALS. The publication will reimburse actual expenses for meals for no more than two staffers for a single event, not to exceed $30 per day per person, unless approved by the director. Students must turn in itemized receipts to be eligible for reimbursement for meals. NO ALCOHOL IS PERMITTED.

FOR CONFERENCES

The number of students attending a conference at the expense of WKU Student Publications will be determined by the director and the advisers.

DEPOSIT. Students traveling to conferences will be required to make a $100 deposit in order to attend any conference paid for by WKU Student Publications or the publication itself. The deposit will be returned to the student in full at the conference location. If the student does not make the trip for any reason, the deposit shall be forfeited.

AIR FARE. The publication or WKU Student Publications will cover a portion or all airfare for any student traveling to a conference as long as that student will be returning to WKU Student Publications the following semester. Exceptions are at the discretion of the director. If a student for whom airfare has been purchased fails to make the trip for any reason, the student must reimburse WKU Student Publications for the full cost of the airfare.

REGISTRATION AND LODGING. The publication or WKU Student Publications will cover registration and lodging costs at conferences for all students approved to attend. Shared rooms will be required.

MEALS. Students traveling on behalf of Student Publications to conferences must pay for their own meals and other expenses beyond airfare, lodging and registration.