RATIONALE:    To provide guidance to University personnel proposing group trips to be sponsored by the University for foreign study or other academically related travel tours.  See OU AP&P #1230 Domestic and International Travel: Student Organizations and Student Government for travel related to student organizations or student government groups.

POLICY:    

Authorization

1. The sponsoring department should submit an outline of the proposed trip to the vice president for academic affairs for approval. This outline must include:

1. Location and duration of the trip.
   
   
2. Purpose of the trip.
   
   
3. Who will be going on the trip.
   
   
4. Revenues to be generated and expenses to be incurred by the University and/or employees, if any (e.g., free or University paid trips, tuition revenues).
   
   
5. Degree of University control over travel arrangements.
   
   
6. Other relevant information (e.g., University credit being offered).

2. When the trip has been approved as an authorized function of Oakland University, the sponsoring department must submit a purchase requisition and a copy of the approved plan to Purchasing and Risk Management, along with any information regarding prices and services of suggested travel agencies, proposed itineraries, or special requirements.

Selection of Travel Agent:  Purchasing and Risk Management is responsible for selecting the travel agent and negotiating related contracts between the University and agent.

Insurance:  Purchasing will work with Risk Management to obtain any necessary insurance coverage.

Promotional Material:  Fliers and other promotional information should not be prepared or distributed until the trip is approved.

Payment:  It is the university's preference to have the contract provide for payment to be made by the individual travelers to the travel agency and not Oakland University.  No funds are to be deposited to University accounts, but should be remitted directly to the travel agent.

Hold Harmless Agreement:  All travelers are required to sign the Traveler Waiver and Hold Harmless Agreement (see Appendix).  The sponsoring department is responsible for obtaining the signed agreements from the participants and shall keep the agreements three (3) years from the date of the trip.

SCOPE AND APPLICABILITY:    

DEFINITIONS:    

PROCEDURES:    

RELATED POLICIES AND FORMS:    
    

OU AP&P #1230 Domestic and International Travel: Student Organizations and Student Government

APPENDIX:   

Traveler Hold Harmless and Indemnity Agreement

2012