4. When a contracted bus service is needed, it is the responsibility of the trip supervisor to secure pricing and make the necessary arrangements. It is recommended that the trip supervisor contact the purchasing department to assist in getting a quote and securing the best price. A requisition will need to be entered in the purchasing system. 5. When a Regularly Scheduled Carrier is needed, it is the responsibility of the trip supervisor to secure pricing and make the necessary arrangements. 6. All participants traveling by air are required to purchase travel insurance to cover the cost of any non-refundable airline tickets. The participants are responsible for the cost of the travel insurance. 7. The trip supervisor will arrange hotel, airline and/or other transportation arrangements. Trip cancellation insurance is required to cover any non-refundable fees, deposits or costs. These can be charged to the supervisor’s credit or debit card or they can wait until the advance is received. See CCAC’s Fiscal Administration Regulations, Section 6: Business Travel/Expense Reports & Reimbursement for additional information. 8. The trip supervisor is responsible to develop a hotel rooming list, which must be submitted to the hotel and to the Office of Student Life. College employees and approved volunteers are not permitted to stay in the same hotel room with students. Questions or concerns relating to room assignments and gender identity should be referred to the College’s Civil Rights Compliance Officer before assignments are finalized. 9. The meal sheet must signed by students when they receive their meal money allowance. Suggested breakdown: Breakfast $10, Lunch $10, Dinner $15. Total $35 per day if no meals are provided at the event. Completed meals sheets must be turned in to the Office of Student Life. Provided meals must be documented and subtracted from the total amount given to the student and supervisor. Employee reimbursement is governed by the Fiscal Administration Regulations, Section 6: Business Travel/Expense Reports and Reimbursement. 10. The trip supervisor will make arrangements for ground transportation to and from the airport. 11. Participating students must complete an Affirmation and Release Form and return the completed form to the Office of Student Life. A copy must also be given to the trip supervisor.
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