Travel

Student Travel

Travel for Maricopa employees and students is governed by Administrative Regulation 1.15, a subsection of the Fiscal Management Administrative Regulation.  Travelers are required to be in approved travel status before traveling. 

Status of Student Travel for Fall 2018

Due to proposed amendments to Administrative Regulations (1.15) - (Student Travel), all out-of-state travel for EMCC students is on hold until the MCCCD Administrative Regulations have gone through the approval process. In-state travel by students is still permitted.  If you have proposed out-of-state travel with students planned for the fall semester, please meet with your Dean and Vice President for initial review and consideration. 

 

IMPORTANT - TRAVEL REGULATION (STUDENT TRAVEL - OFF CAMPUS STUDENT ACTIVITIES)  -  EMCC PROCEDURE CHANGE

Although we are still waiting for Governing Board review and approval to the proposed amendments to Administrative Regulations (1.15) -TRAVEL REGULATION (STUDENT TRAVEL), there has been a procedural change related to EMCC Off Campus Student Activities. 

Moving forward, the role of ‘primary chaperone’ for out of state and/or overnight student off-campus activities, is restricted to exempt staff and faculty only.   Non-exempt staff can continue to participate in local day trips/activities with students, but cannot be the ‘primary chaperone’ for out of state and/or overnight student travel (Off-Campus Student Activities).

Once the Travel Administrative Regulations (1.15) have been reviewed and approved by the MCCCD Governing Board, the EMCC work group will re-align campus student travel (Off Campus Student Activities) processes with District policy. The new processes will be fully shared with the campus community.

 

Class/Organization Field Trip

By definition, a field trip is any off-campus activity that involves students, is organized by EMCC and is for a specific date, time and place.

  • Field trip examples include: a class activity that is in addition to or in place of the regular class location; an off-campus activity related to a student group or organization, an organized activity for a group of EMCC students and an organized activity for a group of EMCC students in a specific program or project.
  • An EMCC employee must accompany the students on the field trip.
  • Field trips do not include independent studies for a class, internships or service learning.
  • Non-students may NOT participate in off campus field trips/activities. 

Field Trip within Maricopa County

Requests for field trips within Maricopa County must be submitted a minimum of two (2) weeks prior to date of field trip. 

Field Trip - No Expenses

  • Class-Organization Field Trip Form
  • Class Roster
  • Student Behavioral Contract
  • Travel Assumption of Risk

Field Trip - With Expenses 

  • FMS Travel Authorization - Approved
  • Class-Organization Field Trip Form
  • Class Roster
  • Student Behavioral Contract
  • Travel Assumption of Risk

Field Trip Outside Maricopa County or Out-of-State

  • FMS Travel Authorization - Approved
  • Class-Organization Field Trip Form
  • Class Roster
  • Student Behavioral Contract
  • Travel Assumption of Risk

Use of Campus Vehicles for Field Trip

  • Campus vehicles can be used for field trips and must be reserved/driven by an EMCC employee
  • Vehicle Reservations
  • Field trips outside Maricopa County or out-of-state must have an approved travel authorization prior to requesting a campus vehicle

Travel Authorization Requirements

  • Only one Travel Authorization is required for entire group travel under the primary advisor/employee attending 
  • A completed Class-Organization Field Trip Form must be attached to travel authorization
  • A list of all participants (employees and students) must be attached to the travel authorization
  • Student per diem is allowable for outside Maricopa county and out-of-state travel. Per diem is calculated at 80% of the employee per diem rate.
  • Cash Advances can be used to cover registration fees, per diem and ground transportation expenses for group travel. Cash Advances are requested through FMS and can only be issued to an employee