If the RSO is intending to travel at any time on behalf of the organization, there are processes that will need to be followed based on the individuals traveling and how the travel will be paid for/reimbursed. To aid in this, please select the option below that best aligns with the travel method the RSO is utilizing.
*The following options were established in conjunction with the University Travel Office to follow all university related travel policies.
Option 1: RSO is using an on-campus account to pay for members to travel without an MSU affiliated Adviser.
- Student Related Expenditures
- All related expenditures, as approved by the responsible parties of the organization, must be processed through the RSO reimbursement process.
- Examples (not an exhaustive list) that can be reimbursed are:
- Plane tickets
- Registration
- Hotel accommodations
- Parking
- Meals
Option 2: RSO is using an on-campus account to pay for members and an MSU affiliated Adviser to travel.
- Student Related Expenditures
- All related expenditures, as approved by the responsible parties of the organization, must be processed through the RSO reimbursement process.
- Examples (not an exhaustive list) that can be reimbursed are:
- Plane tickets
- Registration
- Hotel accommodations
- Parking
- Meals
- Adviser Related Expenditures
- All related expenditures, as approved by the responsible parties of the organization, for the Adviser will be placed in the Concur system using the RSOs AR or AU account number being charged. The Adviser, or their designee, cannot use their department or other affiliated Travel, Event, or Agency cards to purchase any part of the travel items.
- If the adviser makes any out-of-pocket purchases on behalf of a student traveling, the responsible parties of the organization must follow the RSO reimbursement process to reimburse the Adviser.
- An Email must be generated by two members designated as responsible parties of the RSOs accounts to be attached to the Concur travel request.
Option 3: RSO is using an on-campus account to pay for members to travel while the accompanying MSU affiliated Adviser is covered by an MSU Department.
- Student Related Expenditures
- All related expenditures, as approved by the responsible parties of the organization, must be processed through the RSO reimbursement process.
- Examples (not an exhaustive list) that can be reimbursed are:
- Plane tickets
- Registration
- Hotel accommodations
- Parking
- Meals
- Adviser Related Expenditures
- All related expenditures for the Adviser will be placed in the Concur system using the department account number being charged. The Adviser, or their designee, will follow all university and departmental directives related to travel accordingly.
- If the adviser makes any out-of-pocket purchases on behalf of a student traveling, the responsible parties of the organization must follow the RSO reimbursement process to reimburse the Adviser.
Option 4: RSO is using department funds/accounts to pay for all expenses related to members to travel with or without an MSU affiliated Adviser.
- Student Related Expenditures
- All related expenditures will have to be processed via the travel sponsoring department in accordance with university policies and guidelines. The RSO cannot reimburse the university department for travel-related expenses.
- Adviser Related Expenditures
- All related expenditures for the Adviser will be placed in the Concur system using the department account number being charged. The Adviser, or their designee, will follow all university and departmental directives related to travel accordingly.
Option 5: RSO is using an off-campus account to pay for members to travel with or without an MSU affiliated Adviser.
- Student Related Expenditures
- All related expenditures will have to be processed via the off-campus account.
- If traveling with an Adviser, please reach out to the Office of Spartan Experiences for further instructions. The Adviser’s travel requires documentation that will have to be handled on a case-by-case basis for this type of situation.
Option 6: RSO is using non-student or non-University funds to travel.
- Travel Related Expenditures
- All related expenditures will have to be processed via the sponsoring group in accordance with their respective policies and guidelines. The RSO cannot reimburse travel-related expenses within this scenario.