Students travel as part of their KSU experience for a number of reasons. Some travel with the intercollegiate athletic team which they are a member of, some as part of a trip with their registered student organization (RSO), some as part of a study abroad program, and some to participate in a conference as part of their academic programs. There are other examples as well.
Payment can only be provided by KSU for students who are authorized to travel for participation in academic programs and sanctioned student events to include athletic and recruiting events. Students include individuals enrolled to take classes at an institution, including students enrolled in Continuing Education, and individuals being recruited as potential students. GRAs/GTAs are employees of the University and approval of their travel is administered as such (although their travel is not processed through Concur). Authorization and payment for non-employee student travel is limited as detailed below.
Funding for authorized student travel can be provided in the following ways:
- Intercollegiate athletics team participation – coordinated and paid directly by the University (or KSU Athletic Association).
- RSO travel – Travel information can be found in the RSO manual on pages 22- 23.
- Study Abroad – Paid by the participating students. Coordinated through the Division of Global Affairs.
- Academic or Research Programs:
- Non-grant funded – Payment by KSU for student travel (not addressed above) is limited
to travel related to academic and research competencies as defined by the program,
or associated with participating in academic conferences or recruiting events, with
priority given to those students who will be presenting. The following types of participation
will be considered for funding:
- Research Paper or *Project Presentation.
- Roundtable or panel discussion
- Poster presentation
- Working at a KSU table or booth
- Receive an award
- Activities recommended by a graduate student’s mentor or thesis advisor, tied to academic
and research competencies of the program as defined by the college’s student success
- *Project presentation is meant for those disciplines that are not necessarily conducting or presenting research, but rather showcasing scholarly work, such as those that pertain to certain programs.
- Non-grant funded – Payment by KSU for student travel (not addressed above) is limited to travel related to academic and research competencies as defined by the program, or associated with participating in academic conferences or recruiting events, with priority given to those students who will be presenting. The following types of participation will be considered for funding:
The Graduate College provides some funding for this and additional information and procedures are available on their website. https://graduate.kennesaw.edu/student-resources/graduate-student-awards.php
- Grant-funded travel for students – If non-employee travel is anticipated to be funded by a grant, that grant must specifically allow for non-employee travel and must be included in the grant budget and grant submission.
In some instances, student RSO and Academic travel may impact the financial aid package. Please reach out to the Office of Scholarships and Financial Aid to assist in determining reporting requirements.
Student travel is not processed through Concur. Information regarding student travel at this link: https://fiscalservices.kennesaw.edu/travel/non-employee/students.php
Report their expenses using the Travel Expense Statement Form which can be found here: https://fiscalservices.kennesaw.edu/travel/travel-forms.php
Do students follow the same policies as employees?
Yes, Section 19.9 of the Board of Regent Business Procedures Manual (BPM) discusses non-employee travel. Students are subject to the allowable limits and conditions as discussed in the BPM. The only exception is that students are not able to book their travel through Concur.
Can a student add personal time to their travel?
Yes, however, they will need to complete a cost comparison to show it will not cause an additional cost to the University. The cost comparison should be completed at the time of booking and be submitted with the expense report.
What class of airfare can a student purchase?Student should book Economy class airfare. If they would like to upgrade their airfare, they may do so at their own expense.
Can student travel expenses be paid on a P-Card?Yes, non-employee travel expenses such as airfare, lodging and registration can be paid for with a P-Card.
What is the per diem for students?
I am driving students. Do I need to do anything to be covered by the state insurance?
Yes, please review the information on the Insurance and Risk Management website for additional information on training requirements.
Are there any other forms needed for traveling students?
A trip registration form is required from the Department of Student Activities. The form can be found here.
What is an allowable business purpose for student travel?
The Allowable Cost Matrix states that student travel “Must be for presentation of official research or academic project completed while an active student or for acceptance of an academic award earned while an active student. Travel expenses should be submitted and completed no later than one semester's time after student's graduation.”
Conference attendance is not an allowable business purpose. Please contact service.kennesaw.edu/ofs for any questions regarding allowability.