Valparaiso University Travel Policy

Your Safety is a Priority

University travel is not only an integral part of our students’ ability to lead and thrive in a global community and experience other cultures, but it also plays a tremendous role in our faculty and staff’s ability to attend conferences and visit academic peers that provide enrichment and increased knowledge in their fields. This website is designed to support student, faculty, and staff travel experiences by providing all travel resources in one easy-to-find, user-friendly location. Within the website, you will find the policies, trip application, travel safety and insurance information, currency and time conversion, and supporting forms.

Forms

Meals and Incidentals

Enroll for Travel

A group of people holds a yellow VALPO flag outdoors, all wearing matching "We Are Forever Valpo" shirts, proudly representing Valparaiso University and abiding by the Valparaiso University Travel Policy.

Semester Study Abroad Programs

Five people pose in front of a Heart for Texas trailer in a parking lot on a cloudy day, highlighting their commitment to service while adhering to the Valparaiso University Travel Policy.

All Other Travel by/with Students

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Faculty/Staff Travel Registration

General Counsel

Statement of Policy

Purpose

The purpose of this document is to establish procedures for faculty, staff and students to obtain approval and reimbursement by Valparaiso University for authorized business-related expenditures.

Statement of Policy

Valparaiso University supports authorized business travel of faculty, staff and students. All travel needs to be approved by the appropriate supervisor. All reasonable business expenses should be charged to a Valparaiso University Procurement Card (P-Card). The University will reimburse travelers for meals based on a per-diem rate and miles traveled based on a mileage rate per mile (when using a personal vehicle) as submitted on a properly completed Travel Expense Report. Employees should practice moderation in all expenditures for travel, keeping in mind the mission, non-profit status and budgetary constraints of the University.

Departmental Budgetary Discretion

Budget officers, departmental supervisors and administrators may place a limit on trip expenditures due to limited funds availability or budget constraints. If there is a set limit on funds available for a trip, the budget must be communicated to the traveler at the time the trip is approved and in advance of all expenditures. A University Purchasing Cards should be used to purchase actual expenses items and the travel expense reports are used to reimburse meal per-diem and mileage. The maximum reimbursement amount must then be specified on the report.

View Complete Policy

Student Travel Policies

Valparaiso University recognizes that travel to off-campus events and activities is a beneficial part of the student collegiate experience; therefore, the University encourages and permits such travel and recommends the use of commercial transportation. The University seeks to provide the safest opportunities and methods of transportation and to mitigate any risks that might be associated with student travel. Sponsors of trips (i.e. academic units, the Chapel, athletics, and/or student organizations) may require additional standards to address the unique requirements associated with a particular type of trip.

Prerequisite Approval and Required Use of Forms

Student Travel Flowchart

Student Trip Application

Student trips for which the University provides transportation must be approved by the appropriate administrative office (see below) using the Student Trip Application form.

This form may be used for either blanket (semester) or one-time trip authorization. It must be completed in its entirety and submitted to one of the following administrative offices at least three weeks prior to departure. Once approved, the Student Trip Application form will be returned to the faculty/staff advisor to be filed with the Release of All Claims form. Together, these forms will be filed in the department’s main office so that others have access in the advisor’s absence. Travel emergency procedures and contact information will be returned along with the approved Student Trip Application. Questions regarding the University’s student travel policies may also be directed to these administrative offices.

Office of the Provost – for Academic/Chapel travel. Travel that is sponsored by academic units or the Chapel and for which the University provides transportation requires the approval of the Provost. These trips include course-related field trips; field study courses; music; theatre, or Chapel groups; service learning trips; attendance at conferences, workshops, and competitions; and group field research.
Student Life – for Co-curricular and Student Organization travel. Student travel that is sponsored by student organizations requires the approval of the Center for Student Involvement by completing the myValpo event registration form. Such travel must also adhere to current policies and procedures for student organizations.
Office of the Director of Athletics – for Athletics travel. Athletic travel, including club sports travel, requires the approval of the Director of Athletics. Athletic travel must also adhere to the policies of the Department of Athletics.

In the event a student travels in any personally owned vehicle or via public transportation for University-sponsored travel off campus, the student must complete a Student Self-Transportation Agreement and submit it to the department chair or trip sponsor prior to the event. This form is to be kept on file for two years and three months following the last day of travel. The Student Self-Transportation Agreement may be used for one-time trips or for frequent trips throughout a given semester. This policy applies to events for which the student chooses not to use the University-provided transportation as well as events for which the University does not provide transportation. In the event a student is involved in an accident in her or his personal vehicle while traveling to/from a University-sponsored event, the student is responsible for loss or damage to the vehicle and any bodily injury or property damage to others they may cause, and is expected to maintain appropriate insurance covering damage, liability, and medical costs. Note that sponsoring department/organization policies may be more restrictive in nature and may not allow student self-transportation.

Release of All Claim Student Self-Transportation Agreement

Students who participate in University-sponsored travel events, including those for which the University provides transportation and those for which students transport themselves, must sign the Release of All Claims form. This form must be kept on file along with the approved Student Trip Application or the signed Student Self-Transportation Agreement in the department/chair (main) office for two years and three months following the last day of travel.

Commercial Transportation

The use of commercial transportation is recommended for the purposes of student travel. Chartered buses, vans, and car services are examples of acceptable commercial transportation. It is imperative that a certificate of insurance be obtained from the commercial operator before students are transported. When a reservation for commercial transportation is made, confirm whether the University has a certificate of insurance on file; if not, request a certificate of insurance to be faxed to the University’s Finance Office at 219.464.6000.

All University purchasing policies apply when procuring commercial transportation.

Procurement Services

Procurement Services is responsible for campus-wide agreements, standard purchase requisitions and orders, P-Card services, vendor sourcing, consortium bidding, request for proposal process management and compliance and other purchasing services for Valparaiso University. The department builds collaborative relationships to provide efficient buying methods, training programs, customer service and support; maintains accountability for effective stewardship of all of purchasing practices; incorporates sustainable principles in day-to-day activities; develops strategic supplier business relationships and applies group purchasing practices to build cost effective contracts that leverage buying power.

Contact Information

Procurement Office

Kretzmann Hall Rm 137
1700 Chapel Drive

Email:
Phone: 219.464.5225
Fax: 219.464.6716

Campus Listserv:

Faculty/Staff Transportation

All faculty and staff who provide student transportation must be authorized by the University to do so. All faculty and staff who anticipate that they may be involved with student travel are encouraged to become authorized drivers at the beginning of the semester, or soon after hire.

Use the following link to submit a request to become an authorized driver: Certified Driver for Campus Request Form
This form is to be completed by the person requesting to become a certified driver for campus. You must answer all questions on this form and upload a copy of your driver’s license. Upon submitting this form, you will have two additional tasks that must be completed before you can become a certified driver for campus.
1. Complete and pass a Motor Vehicle Record check.
2. Complete and pass our online driver safety training.
You cannot drive on behalf of the university until you have completed and passed the MVR check, driver safety training, and you have been added to the approved driver list.

Please allow for processing and review time of approximately three weeks.

Faculty/staff driving authorizations are valid for the duration of employment with Valparaiso University unless a violation occurs. Licensure violations must be self-reported to VUPD within three days of the violation. Driving authorizations are subject to revocation, and failure to self-report violations may result in disciplinary action. The University reserves the right to require interim license and driving record checks. Previously authorized drivers who have recently renewed their driver’s license should send a copy of the new license to Human Resources ().

Faculty/staff who transport students are encouraged to use rental vehicles rather than a personal vehicle.

Student Driver Policies

Valparaiso University permits student drivers for University-related travel and student trips only after proper reporting or with required authorization as indicated below. These policies are considered the minimum requirements for student travel. Sponsors of trips (i.e. academic units, the Chapel, student organizations, and/or athletics) may require that student drivers meet additional standards to address the unique requirements associated with a particular type of trip.

University authorization is not required for student drivers for the following routine or recurring activities for which Valparaiso University does not ordinarily provide transportation: student teaching, nursing clinicals, practicums, internships and co-ops, off-site instruction, and certain field research and service learning experiences. Students are, however, required to complete a Student Self-Transportation Agreement.

Authorization is required for student drivers for all University-provided travel and student trips. To become an authorized driver, students should initiate the following application process at least three weeks prior to the trip.

Use the following link to submit a request to become an authorized driver:
Certified Driver for Campus Request Form

This form is to be completed by the person requesting to become a certified driver for campus. You must answer all questions on this form and upload a copy of your driver’s license. Upon submitting this form, you will have two additional tasks that must be completed before you can become a certified driver for campus.
- Complete and pass a Motor Vehicle Record check.
- Complete and pass our online driver safety training.

You cannot drive on behalf of the university until you have completed and passed the MVR check, driver safety training, and you have been added to the approved driver list.

Please note: Students are not permitted to drive 15 passenger vans.

Additional Information

Student driving authorizations are valid for the duration of enrollment at Valparaiso University unless a violation occurs. Licensure violations must be self-reported to VUPD within three days of the violation. Driving authorizations are subject to revocation, and failure to self-report violations may result in disciplinary action. The University reserves the right to require interim license and driving record checks. Previously authorized student drivers who have recently renewed their driver’s license should send a copy of the new license to Human Resources ().

In addition, the following policies apply:

Under no circumstance will the student operate a rental or University vehicle under the influence of alcohol or other controlled substances.

Under no circumstance will the student operate/use a cell phone, including text messaging, while driving a vehicle.

In the event that a student must operate a rental vehicle, the student will be covered by University insurance as long as the student follows the authorized itinerary. If the student on her or his own accord chooses to deviate from the directed itinerary and an accident occurs, the insurance coverage is no longer in effect. Personal side trips are not permitted.

In the event of an accident, regardless of the amount of damage or injury, the student must contact local law enforcement authorities, and an accident report must be obtained. The student must immediately notify the University’s insurance carrier Travelers Insurance at their 24-hour claim reporting service by calling 1.800.832.7839 and reference Policy #TJ-CAP-7440L22-2, and advise the Vice President for Finance and Administration of the University at 219.464.5215 as soon as possible.

Rental vehicles must be returned refueled to avoid excessive vendor refueling charges. Reimbursement will be limited to the US Retail Gasoline Price Average available on the website if the vehicle is refueled at the rental agency.

Under no circumstance will the student be reimbursed for fines for moving or parking violations.