Student organization leaders must schedule a meeting with the Student Union & Events Office at least a month before traveling outside the city limits. They are required to submit a Group Travel Authorization form with details of the trip. Participants should also sign an Assumption of Risk form to acknowledge potential dangers. The office can arrange and pay for travel expenses like hotels in advance or reimburse receipts after travel is complete. It is against policy for groups to rent 15-passenger vans due to safety concerns. The office has a van available to reserve for trips and student drivers should be aware their personal insurance may not cover accidents during organization travel. Advisors and non-students must fully fund their own expenses.

1. IT IS HIGHLY RECOMMENDED THAT THE STUDENT ORGANIZATION LEADERS AND
ADVISOR(S) SCHEDULE A MEETING WITH THE STUDENT UNION & EVENTS OFFICE AT LEAST
A MONTH PRIOR TO TRAVELING.
Group Travel Authorization & Assumption of Risk Forms
If your student organization is taking ANY trip outside the city limits, a Group Travel Authorization form
must be completed and turned into the Student Union & Events Office (SUB 219). This form is necessary to
inform the University where you are traveling, who is traveling, and how you can be reached in case of an
emergency.
It is recommended that participants in off-campus activities should sign a general Assumption of Risk form.
Even though this agreement may not prevent the University from being found negligent, we will at least be
cautioning the participants of potential danger so that they will maintain personal responsibility. For
examples of hold harmless agreements, please contact the Student Union & Events Office.
Access to Funds for Travel Expenses
All receipts from travel MUST be kept until the travel is completed.
Hotel, registration fees, and per diem for meals should be arranged in advance. The Student Union & Events
Office can make any of the purchases necessary for the trip and bill the student organization account.
Reimbursement is another less desirable option, and occurs after the completion of the trip. All receipts must
be turned into the Student Union & Events Office. Please talk with the Student Union & Events Office if this is
the route your organization would like to take. Reimbursements can take up to several weeks.
Transportation
It is against University policy to rent 15 passenger vans. Driving vans of this size increases safety concerns.
We can assist you in making arrangements for smaller vehicles.
The Student Union & Events Office has a van available to student organizations to use. The van must be
driven by a University employee who has taken the defensive driving workshop. The van must be reserved in
advance of travel and be returned with a full tank of gas and clean of trash and belongings.
MSUB has arrangements with a number of car/van rental companies. If you would like more information on
how to rent vehicles for a trip your organization is planning, please inquire at the Student Union & Events
Office.
Student drivers should be informed that if they choose to drive their own cars or rental cars for a University
Sponsored activity, an accident would not be covered by State insurance. We do not encourage using students
as drivers for off-campus activities, but if there are no employees available the state insurance will cover
students when driving a State Car.
Traveling with Advisors and/or Non-Students
It is highly recommended that student organizations travel with their advisor or another university
employee.
Student organization funds cannot be used by the advisor or non-student members of the club. Advisors and
non-students must fully fund their own expenses for travel.
This publication is sponsored by the Student Union & Events Office located in SUB 219.
For questions, please contact our office at studentactivities@msubillings.edu or 406-657-2320