Student organizations coordinating domestic or international travel that is supported financially by SAFAC, a university department, or other club funds are strongly encouraged to book flights through the University of Miami Travel Portal. Hotels should be booked through the portal as well, unless a less expensive option exists, such as a negotiated conference rate. Discounted car rentals are also available to students for organization and personal use. All student travel (both domestic and foreign) must be registered with International SOS (iSOS) prior to each trip and updated in the event of any changes to the traveler’s itinerary.
This policy does not apply to travel by organizations that are members of the Federation of Club Sports. These groups, however, are required to comply with all travel policies and procedures established by the Federation of Club Sports and the Department of Wellness & Recreation.
All travel must relate to the purpose and guiding principles of the organization, and must comply with the policies of the University of Miami as stated in the Student Organization Handbook and Rights and Responsibilities. Travel should be scheduled so that it does not create an unnecessary interference with a student’s academic responsibilities. Student-organization travel does not constitute an “excused absence” from class; each traveler is responsible for notifying their faculty members and arranging to make up any work that is missed.
University of Miami Travel Portal
Student organizations coordinating domestic or international travel that is supported financially by SAFAC, a university department, or other club funds are strongly encouraged to book flights through the University of Miami Travel Portal. Hotels should be booked through the portal as well, unless a less expensive option exists, such as a negotiated conference rate. Discounted car rentals are also available to students for organization and personal use.
The portal comprises of a suite of tools and services that together aim to: ensure the safety of faculty, staff, and students while they travel; deliver exceptional travel-related services; streamline the expense reporting process; and reduce travel costs. Travel portal trainings and tip sheets are available on the Travel Management website.
Any questions regarding the travel portal can be directed to Travel Management at travel@miami.edu.
Trip Approval Requirements
An individual student or recognized student organization must complete and submit the Student Travel Form to the Department of Student Activities & Student Organizations no later than seven (7) business days before the start of the scheduled trip. The form can be found on Engage under “Student Activities,” and then “Forms.” Failure to register a trip by completing the form will result in any previously approved funding being rescinded.
Once the trip is approved by the Department of Student Activities & Student Organizations, each traveler is required to complete the Travel Waiver in Engage. The waiver can be found under “Student Activities,” and then “Forms.”
International Travel
Students traveling outside of the United States and U.S. territories are required to complete additional steps. If the travel is to a country on the U.S. Department of State’s Travel Warning List, the group is required to complete the International Travel Authorization Form.
All international trips (in addition to domestic trips) must be registered through International SOS, the university’s insurance and security partner. The trip can be registered by visiting International SOS. Once registered, the group will receive a copy of the UM Travel Assistance Card , which contains important information that can be used in the event of an emergency.
Trip Leader
One student who is traveling with the group should be designated the “trip leader.” The trip leader is the main university contact and is responsible for ensuring that the group follows all established policies and procedures. The trip leader should work closely with the organization’s advisor and the Department of Student Activities & Student Organizations in the planning of the trip. In addition, the trip leader is responsible for notifying the appropriate university administrators in the event of an emergency (see “Emergency Procedures”).
Chaperone
A full-time university staff or faculty member (preferably the organization’s advisor) is required to accompany the trip if more than 30 students will be traveling. If an advisor is not available to travel with the student organization, they are able to assign another full-time University of Miami faculty or staff member to chaperone the trip. The chaperone will be responsible for ensuring the safety of the students on the trip as well as being the point of contact between the student organization and the University. A chaperone may be required to accompany a trip of fewer than 30 students if mandated by the Department of Risk Management or the Department of Student Activities & Student Organizations.
Driving Guidelines
All students who operate vehicles during travel are required to have a valid U.S. driver’s license for the vehicle being driven with appropriate classifications, restrictions, and/or endorsements. Vehicle passengers must wear seatbelts at all times, and the total number of passengers in a vehicle may not exceed the number of seat belts available. Trips requiring more than ten (10) hours of driving time round trip are required to include overnight lodging in the destination city. All vehicles should have a responsible person in the front passenger seat to assist with navigation. This “navigator” is expected to remain awake at all times. For trips more than 350 miles each way, two valid drivers are required per vehicle, and the drivers must rotate every three hours. Driving is not permitted between the hours of midnight and 6am without the permission of the Department of Student Activities & Student Organizations.
Students renting vehicles that are being paid for with University/SAFAC funds are required to complete and submit a Motor Vehicle Report (MVR) Request Form. Drivers must be currently enrolled students with no-at-fault accidents listed on their MVR within the last three years. Drivers under the age of 21 may not have any moving violations on their record. Drivers over the age of 21 may not have more than three (3) points on their driving record at the time of screening and throughout the eligibility period. Student drivers are also required to complete a University of Miami driver safety course. Courses can be scheduled by calling Risk Management at 305-284-3163.
Emergency Procedures
In the event of a motor-vehicle accident, the trip leader should:
- Stop immediately and notify the proper law enforcement agency and/or emergency medical services (911). A formal police report is necessary. Inquire with the responding law enforcement officials about how you can obtain the police report number.
- Obtain the following information from the driver(s) of other vehicles involved in the accident:
- Name and contact information
- Driver’s license number
- Make, model, year, color and license plate number of vehicle
- Record the names, addresses, and contact information of any witnesses.
- Call the University of Miami Police Department at 305-284-6666 and notify them of the accident.
- Notify the organization’s advisor (if not traveling with the group) as soon as possible.
- If the accident occurs in a rented vehicle, Risk Management must be contacted immediately (305-284-3163). If the accident occurs outside of regular business hours, leave a message with the details of the accident and a number at which the driver can be reached. The accident must be reported regardless of who is at fault.
In the event of any other incident (medical emergency, student arrest, missing person, etc.), the trip leader should:
- Notify the proper law enforcement agency and/or emergency medical services (911) if necessary.
- Call the University of Miami Police Department (305-284-6666) and notify the dispatcher of the incident. Please be prepared to give the dispatcher the student’s name and a brief description of the incident. The dispatcher will notify the appropriate University administrators.
- Notify the organization’s advisor (if not traveling with the group) as soon as possible.
Travel Participant Behavior
While traveling, participants are bound by University policies as stated in the University of Miami Student Rights and Responsibilities, as well as applicable laws. Failure to abide by these policies and violations may subject participants and sponsoring organizations to University review and disciplinary action pursuant to the Dean of Students Office.
