Student Organization Travel
Student organizations travel for many purposes: philanthropy, retreats, conferences, competitions, and more. Travel is a great opportunity for your organization to strengthen bonds between members, network, and explore the world together. However, it is important to remember that travel is a high-risk activity.
All student organizations who are engaging in an event or trip that takes place overnight and/or involves travel more than 25 miles from the main UT Austin campus are required to register their travel using the Student Organization Travel Request Form. UT Austin travel policies are based on federal and state law and are designed to ensure that student organizations adequately consider and plan for the safety concerns associated with an event or activity involving travel. There are specific steps students must take before they travel, depending on their travel destination.
Student Activities asks that your organization appoint one org member as the "travel coordinator" for your trip. This person will be responsible for completing all necessary forms and communicating with Student Activities as needed. Designating a travel coordinator is helpful to your planning and provides a great leadership opportunity for your members.
Domestic Travel (United States and Territories) – At Least 10 Days Before Departure
- Designate a travel coordinator for your trip
- Complete the Student Organization Travel Request Form on HornsLink
- Collect the Release and Indemnification Agreement - Minor for each traveler under 18
- Collect the Release and Indemnification Agreement for each adult traveler
- Collect Authorization for Medical Treatment for each traveler
- (Sponsored Student Organizations ONLY) – work with your sponsoring department to file a Request for Travel Authorization and any other paperwork your department needs.
International Travel – At Least 8 Weeks Before Departure
All student organizations must coordinate and obtain approval for international travel from Texas Global Risk and Safety to ensure compliance with the UT Austin Travel Policy. You are also advised to review the university's policy on Travel to Restricted Regions and check the Restricted Regions List. Travel to restricted regions requires special authorization.
- Designate a travel coordinator for your trip
- Complete the Travel Request Form
- Complete the Student Travel Authorization Request
- Complete the Safety Assessment for International Group Experiences (SAIGE)
- Collect Release and Indemnification Agreement for each traveler
- Collect Authorization for Medical Treatment for each traveler
- (Sponsored Student Organizations ONLY) – work with your sponsoring department to file a Request for Travel Authorization and any other paperwork your department needs
Insurance for All Travelers
Every traveler is required to have medical coverage for the duration of their trip. For domestic travel, students may be covered under their own policy, but if not, they can purchase temporary coverage from Student Activities for $4.00/day. All international travelers will automatically be enrolled in the international insurance plan through Texas Global Risk and Safety, which costs $19/week and is billed directly through your What I Owe page. If your student organization representative fails to pay for insurance within 15 business days of you returning to campus, your student organization may be frozen until payment is received.
Insurance payments can be made online at TXShop.
Questions?
Student Activities offers one-on-one travel consultations to help with planning a safe and successful trip. If your student organization is planning to travel and has questions or concerns about your trip, please schedule a meeting and choose a time to speak with a staff member or email us at studentorgtravel@austin.utexas.edu.