Student Travel Information and Forms

Student Travel

Travel Requirements

Any student group wishing to travel, regardless of whether or not money hosted at EDS is being used, needs to:

• Fill out the Travel Form and email it to cgeorgis@mines.edu
• Meet with travel contact
  • 1 month before travel for domestic travel
  • 2 months before travel for international travel
• Everyone traveling must fill out a travel waiver
• For overnight travel please complete the Cleary Act Form online
  • If traveling with a group, only one person from the group needs to complete it.

Current COVID-19 Guidelines for Travel

• Current COVID-19 Domestic Travel – please access full recomendations here
• Current COVID-19 International Travel – please access full recommendations here

Important Items to Note

• Student travel must be pre-approved by the EDS office.
• All expenses incurred have to be allowable, appropriate, and necessary for the completion of Official University Business
  • Examples of expenses that are NOT allowed are:
    • Alcoholic beverages;
    • Entertainment expenses;
    • Personal expenses incurred during travel that are primarily for the benefit of the traveler and not directly related to Official University Business;
    • Political activities;
    • Traffic fines and parking tickets; and
    • Certain insurance coverage – The cost of additional or other types of coverage shall not be reimbursed, including without limitation, expenses paid by a traveler for the following:
    • Collision damage waiver or loss damage waiver for rental vehicles, unless it is for international travel;
    • Supplemental liability insurance on rental vehicles;
    • Additional liability insurance for rental vehicles;
    • Personal accident insurance on rental vehicles;
    • Personal travel insurance;
    • Trip cancellation insurance; and
    • Supplemental life insurance for airline or common carrier travel.
• All expenses need to abide by the limits and conditions set forth by the Institution, The State of Colorado, and the EDS office.
• All contracts or expenses over $4,999 need to be specified at the time of your meeting with EDS so we can work on approvals for those.
• Travel agent and rental car companies can be found under the “Preferred travel and car rental agencies” button below.
• For quidance regarding lodging and per diem rates, you can visit here and enter the location of your trip. For the days of travel (the day you leave and the day you come back) per diem is 75% of the regular rate.

PLEASE REMEMBER ALL OTHER FINANCE POLICIES ALSO APPLY – DO NOT ATTEMPT TO PURCHASE ANYTHING OVER $4,999. TALK TO CRISTIN GEORGIS BEFOREHAND AND ALLOW ENOUGH TIME TO PROCESS ADDITIONAL APPROVALS!