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Travel

  • RSO Travel Finance

    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. 
  • RSO Reporting Off-Campus Event and Travel Expectation

    If your organization hosted an event off-campus or traveled off-campus as an organization and meets one of the below criteria you must submit the  Clery Non-Campus Property Form. This expectation is due to the Clery Act requirements we are expected to follow.

    Criteria are:

    • If the RSO is hosting an event, meeting, practice, etc and has a written agreement for use of a building or property (including fields, parks, event venues, etc.).
    • If the RSO is traveling and has a written agreement for use of a building or property (including lodging or event venue, etc.).

    Information that you will need to provide is:

    • If there is a MSU faculty or staff in attendance for possible Campus Security Authority (CSA) designation).
    • Address of the location the RSO is renting or owns.
    • Date(s) and time(s) for the event(s), meeting(s), practice(s) or trip(s).
  • MSU Sponsored International Travel

    If your international RSO trip is MSU-sponsored, please follow the directions below under “Global Travel Registry” section to register your trip and to activate the relevant benefits. The definition of MSU-sponsored international travel may be found at: globalsafety.msu.edu/sponsored-travel.

    Only RSO trips that are MSU-sponsored can be registered in the MSU Global Travel Registry and can access the benefits described below. If you are unsure whether an RSO trip is MSU-sponsored, please contact the Office for Global Health, Safety, and Security at globalsafety@msu.edu or 517-884-2174.

    If your trip is not considered MSU-sponsored, your group is encouraged to purchase International SOS membership and international health insurance independently at: internationalsos.com. For coverage comparable to MSU’s, select a plan that includes medical benefits.

  • Global Travel Registry & Health Insurance for MSU-Sponsored International Travel

    MSU RSOs traveling internationally on trips that are MSU-sponsored, but not part of an Office for Education Abroad program, must register their travel in the MSU Global Travel Registry: travelregistry.msu.edu. It is not necessary to submit a travel request to Concur. Travel registration can be completed by the individual travelers, a group leader, or an RSO advisor. We recommend registering the group together. 

    Benefits of Registering in the MSU Global Travel Registry:
      • Activates free international health, evacuation and repatriation insurance.
      • Allows travelers to utilize International SOS 24/7 support for urgent or routine medical and security issues.
      • Allows travelers to utilize MSU emergency support services.
      • Provides important pre-departure information.
      • Serves as a crisis response tool.
    MSU does not support registered student organization travel to high-risk destinations unless a waiver is approved in advance of travel. Waivers must be submitted at least three weeks before departure and before flights are purchased. For more information on the waiver process, please refer to globalsafety.msu.edu/student-high-risk.
  • Travel Safety Trips
    • Enroll all US citizens and nationals in the US Department of State’s Smart Traveler Enrollment Plan at step.state.gov. Encourage international students to register with their local Embassy.
    • Individual travelers should discuss travel plans with their primary care physician and/or International SOS at 1-215-942-8478 or app.internationalsos.com (their pre-travel consultations with a medical professional are free to MSU travelers).
    • Consider making an appointment with the MSU Travel Clinic (travelclinic.msu.edu) or another travel health professional if you need immunizations, malaria prophylaxis, etc.
    • Maintain a high level of vigilance and avoid traveling alone whenever possible.
    • Regularly monitor local and international media to increase awareness of local events and entry restrictions.
    • Heed the advice of local authorities.
    • Do not participate in protests or demonstrations even those with peaceful intentions.
    • Pre-program important contact numbers into your mobile phone.
    • Consider purchasing trip cancellation or trip insurance coverage.
  • Office for Global Health, Safety and Security (Global Security)

    The Office for Global Health, Safety and Security (Global Security) supports the health, safety, and security of all MSU-sponsored international travelers. Global Security can offer travel safety guidance and are available 24/7 to respond to a crisis. If you have any questions or concerns, please do not hesitate to contact Global Safety.

     

    Telephone: 517-884-2174

    Email: globalsafety@msu.edu 

    Web: globalsafety.msu.edu

     

    EMERGENCY CONTACTS

    24/7 International SOS Medical and Security Assistance: +1-215-942-8478
    24/7 MSU International Emergency Assistance Line: +1-517-353-3784

  • MSU-Sponsored Domestic Travel

    International SOS recently extended some of its services to MSU-sponsored domestic travel. The following is now available to those on MSU-sponsored domestic travel:

    Pre-travel security and medical briefings (contact globalsafety@msu.edu to arrange).

    • Medical advice during travel by contacting the International SOS 24/7 Assistance Center: 1-215-942-8478.
    • Travel alerts. Download the International SOS app and enable location sharing (recommended to get more location-specific alerts) or log in to internationalsos.com with MSU membership # 11BCAS798617 and select “Sign Up for Email Alerts”.

    Printable COVID-19 Pocket Guides.

    Importantly, these International SOS services do not include medical insurance for MSU-Sponsored domestic travel. Travelers would still need to work through their usual domestic insurance to cover health care costs. 

  • Other Resources

Travel PDF

Updated 12 August 2022

RSOH