Travel-Related Guidelines & Policies
Overview
Club travel is an exciting experience for club members and advisors as well as a privilege for all participants. Student Life appreciates the planning that goes into these opportunities and has developed these guidelines to help you plan your travel:
- Make sure all needed forms are filled out and submitted for approval.
- Advisor should have a copy of your group’s emergency contact information.
- Verify all reservations and travel itineraries.
- Have a plan for expenditures.
- Advisors should use a p-card for travel expenses and then balance against club funds.
- Advisor meals will be covered by Student Life through per diem via Workday. Instead of p-card, advisor meals should be paid for using personal account/card. Per diem will be paid after travel with submittal of necessary receipts.
- If the club is covering student meals, pay for student meals using p-card and then a separate personal card transaction for advisor meals.
- Review additional Club Financial Policies.
- Safety is our number one concern. Watch weather forecasts and contact Student Life if you have questions about inclement weather and travel hazards.
- If inclement weather or other travel hazards occur during your travel, work directly with Student Life to work out a plan to keep everyone safe.
Travel Forms
- At least two weeks prior to event, submit Club Event Planning form
- Complete necessary electronic travel paper.
- New Spring 2026: Advisors may contact Annie Wojcik for travel form onboarding. Please indicate if it is for class or club travel as the process is slightly different for each.
- If your club hasn’t yet onboarded and you need forms urgently, please email studentlife@ntc.edu to request paper versions during the transition. Paper forms will be fully phased out by the end of the fall 2026 semester once all clubs are onboarded.
Accommodations/Lodging
- Clubs who require overnight lodging can elect to stay in a hotel.
- Each traveler must have their own bed. This can include guaranteed pull out couch, hide-a-bed, rollaway cot, etc.
- Co-ed rooms are not permitted.
- Clubs cannot use AirBNB and similar agencies because they do not have the same insurance or health standards as traditional hotels.
Transportation
Reserving a NTC Vehicle
- NTC employees and students can receive advance approval to borrow a NTC fleet vehicle for club trips.
- Please work with Central Services to complete necessary forms at least three to four weeks prior to travel.
- While there is no charge for use of the vehicle itself, the club will be responsible for fuel costs.
- Vehicles can be reserved by advisors using MS Outlook by creating a meeting, selecting STAFF EQUIPMENT and the selecting the desired vehicle.
- Fleet Blue Chevy Blazer (5 passengers)
- Fleet White Chevy Blazer (5 passengers)
- Fleet Ford Edge (5 passengers)
- Fleet Chevy Impala (5 passengers)
- Fleet Silver Dodge Caravan (7 passengers)
- Fleet White Dodge Caravan (7 passengers)
Reserving a non-NTC Vehicle
Enterprise Rent-a-Car is another option to obtain a vehicle for club travel. The number is 715.848.8799. Mention it will be for NTC. Note fifteen passenger vans are prohibited.
- A student can be approved to drive with the club given the following parameters:
- Student must be age 25 or older to meet Enterprise’s minimum again requirement.
- Student must have an acceptable MVR check (same process at approval for NTC fleet vehicles) to drive under NTC’s auto insurance policy.
- A NTC employee must pick up the rental vehicle from Enterprise. A student is not eligible for pick up.
For large group options, clubs may seek bus transportation. Lamers Bus Lines may be reached at 715.241.7799. To avoid duplicate charges and payment, clubs may only request payment to Lamers from an invoice including the club and advisor name. Do not submit payment request based on quote; must be invoiced.
Personal Vehicles
- Please first review options for NTC fleet vehicles and rental vehicles. If neither option is possible, groups may have the option to travel by personal vehicles.
- Employees may not transport students in personal vehicles.
- Students driving their own vehicles assume full liability for their vehicle and passengers. Passengers in the vehicle have the right to bring a civil suit against the driver should an incident occur.
- Student Driver with Passengers: At least two weeks PRIOR to travel, students must provide proof of insurance with a minimum combined single limit of $300,000. Once verified, Student Life will confirm with the club advisor regarding the ability for a student to use their personal vehicle for their self or with other student passengers.
- Student Self-Driving (no passengers): At least two weeks PRIOR to travel, student must provide proof of insurance as outlined in Wisconsin’s statutory insurance limits which are a minimum of $25,000 per person / $50,000 per accident for bodily injury and $10,000 for property damage per accident.
- If a student cannot provide proof of coverage, they are not permitted to drive their personal vehicle for their self or with other passengers.
- Clubs can vote to cover the mileage expense of students from the club budget.
- If the club is planning to request Student Life funding, please review Club Expenditure Guidelines for Rental Vehicles for how reimbursement will be calculated.
Out-of-State Travel
This process ensures appropriate review and approval before travel arrangements are made. Traveling to Minneapolis/St. Paul and Chicago are considered in-state and do not require this request process. You will no longer complete a Spend Authorization.
Approval Requirements
- Out-of-state travel: Requires approval from your supervisor and an Executive Leadership Team (ELT) member.
- International travel: Requires approval from your supervisor, an ELT member, and the College President.
How to Submit a Travel Request in Workday
- Club advisor logs into Workday and searches for “Create Request
- Select Travel Request – Out-of-State & International
- Complete all required fields, including travel details, estimated costs, and funding source.
- Attach supporting documents (e.g., agenda or registration materials
- Submit the request—Workday will route it for approval
The advisor will receive a Workday notification once all required approvals are completed. Please watch this helpful video for guidance.