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Travel for Your Organization's Members

When your organization plans to travel off campus, our emergency procedures require that we keep information on student organization out-of-town trips for emergency purposes. ALL travel must be reported prior to departure using the Travel Contact Information form. Failure to do so could result in loss of group privileges and/or reimbursement for group travel expenses.

Before traveling outside the U.S., Dartmouth Travelers are responsible for determining if a location they are traveling to requires a Travel Exception. Travel Exception requests should be submitted at least 30 days prior to your planned departure date. Participating in Dartmouth Travel without an approved Travel Exception when one is required is prohibited; expenses for such travel will not be covered by Dartmouth. Read Dartmouth's Travel Safety Policy for more information.

If you need a Travel Exception, apply for that first. Once your travel exception is approved you can register your travel. Registration in the Global Dartmouth Travel Registry is required for all Dartmouth Travelers traveling to international locations. It is also strongly recommended that you become a member of International SOS Dartmouth for help with emergencies during your travel.

Renting a Car

You must follow the Approved Driver Requirements above.

For travel that originates and ends in Hanover, or for one-way regional travel

Visit the Enterprise - Dartmouth Rental Program. You can make your reservation there through the Enterprise website directly, and the cost PLUS mileage will be charged directly to your organization's account. NOTE: During the reservation process, you will need to provide a billing number. Please contact the Collis.Center.Treasurers.Corner@Dartmouth.edu for further instruction.

Once your reservation is complete, please print two copies of the confirmation. One of them you will need to bring with you to the Enterprise Office on the date/time of your reservation. The other copy is for the Treasurer's Corner. Please e-mail it to Collis.Center.Treasurers.Corner@Dartmouth.edu, or drop it off at Collis 211G.

For travel beyond our region

Option 1:  Arrange your own rental car and submit the Business Expense Reimbursement Request form for reimbursement (be sure to attach the itemized/detailed receipt and receipt showing payment was made with a zero balance due).

Option 2:  You can submit a Travel Office Authorization form. We can then forward the information to Travel Leaders and let them know you are authorized to contact them and make reservations. You will need to provide the Travel Office with your own personal credit card and your driver's license for this transaction.

Most rental car companies will not charge your credit card until after the car is returned.  However, if it is charged in advance, the Travel Policy has changed allowing for reimbursement to be processed prior to the actual travel.

Personal Mileage/Gas

When using your own personal vehicle, you must still follow the Approved Driver Requirements above.

Activities within the Hanover/Lebanon/Norwich/White River Junction area that can be characterized as "errands," such as trips to the store for food, supplies, etc., are not subject to the College Student Driver Policy.

Option 1: Request a payables advance ahead of time. Use the Payables Advance Request form.

Option 2: Submit the Business Expense Reimbursement Request form for reimbursement.

Airfare

Preferred method

  • Use the College Travel Office to make travel arrangements for your organization.
  • Before you contact them, they need to receive advance notice from our office that you will be making reservations and that you are authorized to do this.
  • Use the Travel Office Authorization form. We will forward the information and let them know we have authorized you to make the reservation.

Alternate method

  • If you choose to make reservations yourself through an on-line service, you would need to charge your personal credit card to pay for the tickets. You can be reimbursed prior to the travel by submitting the Business Expense Reimbursement Request form.  You will need to provide an itemized receipt showing payment was made in full.

Other Bus/Train Service/Amtrak

(not listed above)

Option 1: Request to use the Travel Credit Card in our office.

Option 2: Pay out of pocket and submit the Business Expense Reimbursement Request form, for reimbursement (be sure to attach itemized/detailed receipt).

Option 3:  If Option 2 is not possible because you do not have a personal credit card or cash to pay out of pocket, you can request a Payables Advance.

  • Deadline for purchases up to $500 is 1:00 pm, five business days ahead
  • Deadline for purchases more than $500 is two weeks ahead

Lodging

You must submit a Travel Credit Card request form to book your lodging.

The travel card cannot be taken out of the office (Collis 211G), so your arrangements will need to be made while you are in our office.

IMPORTANT NOTE: If the reservation is booked directly with the hotel where you'll be staying, rather than through such sites as hotels.com, then a Credit Card Authorization Form will need to be on file with the hotel prior to departing on your trip. You can get this form from the hotel. It authorizes them to charge the travel credit card at checkout, since you will not have the travel credit card with you.