Field Trip Process and Forms

Want to attend a conference as a student organization or go on a field trip as an RSO? You can totally do that. There’s just a couple of steps & guidelines you need to follow.

There are two types of trips:

Day trips

Overnight Trips

For ALL Off-Campus Trips:

We encourage our RSOs to utilize charter services or use our TCCD van to transport students to and from off campus field trips. To utilize the TCCD van, the RSO advisor would need to be a TCCD authorized driver. RSO advisors can visit insideTCC to learn more about how to become an Authorized Driver.
An RSO Advisor must attend all off-campus field trips.

If there are cost associated with your travel, please ensure the following:

An RSO Advisors MUST travel with the organization and MUST have an individual TCCD purchasing card.

RSOs MUST have an active TCCD Group Travel purchasing card to travel.
RSOs can use the Student/Group & Organization Travel Card Guidelines Download Student/Group & Organization Travel Card Guidelines for instructions on how to get a TCCD Travel card. Student Activities will assist in this process.
Please be mindful that the process for obtaining a Purchasing Card can take months and includes a training that is only scheduled once a month. If you plan to travel, please start the process as soon as possible.

Follow the step-by-step guide for all trips:

Step 1: Gather the details of the trip:

Dates of trip
Location of trip
Who will be attending? Number of students traveling and their names
Cost of trip (think of every potential cost):

- Conference registration

- Hotel
- Flights - Contact the Concur Travel Planner (CTP) for quote on flight costs. The Student/Group Overnight Travel Request & Expense Instructions Download Student/Group Overnight Travel Request & Expense Instructions document has instructions on how to contact CTP.
- Mileage
- Meals
- Taxi
- Make a folder in your files where you can save where you found your estimates (screenshots or pdfs of websites works fine)! This will be helpful later on in the process.

Determine how the trip will be paid.

- Will you require funding from Student Activities?

Step 2: Submit a Travel Request through the Program Proposal Form Links to an external site.

Links to an external site.Let us know that you plan to travel by selecting the "travel approval request" option. This will start the process of approving your trip and providing you guidance.

Step 3: Submit travel paperwork by the designated deadline.

Travel requests and travel funding requests will not be considered until the following forms are also turned in to Student Development Services (either scanned and emailed to cara.walker@tccd.edu or bring the physical copies to NSTU 1702).

Deadlines for ALL Forms (including the program proposal form) to be turned in:
14 Days: Local DFW day field trips/Local off campus day events
30 Days: In State (non-local to DFW area) Overnight
60 days (about 2 months): Out of State/Overnight trips

The required forms for all trip types:

Tarrant County College District Field Trip Approval Request (signed by TCC advisor/faculty/staff) Download Tarrant County College District Field Trip Approval Request (signed by TCC advisor/faculty/staff)

Responsibilities of Faculty Staff with Attendance (signed by TCC advisor/faculty/staff)
Responsibilities of Student Participant in Activity or Event (waivers for every student attending)
Student Group Travel Expense Worksheet
- RSO Advisors will need to have a travel expense worksheet separate from the student group travel expense worksheet.

Step 4: Field Trip Approval

Once your Program Proposal Travel Request has been approved, you will receive an approval email from Student Activities with the next steps.

For trips with costs, please follow steps 5 -7:

Step 5: Submit Concur travel request

Once your Program Proposal Travel Request has been approved, you will receive an approval email from Student Activities, and your RSO Advisor who will be traveling with the group will be prompted to submit the travel request on Concur. You RSO Advisor will follow the instructions listed in the Student/Group Overnight Travel Request & Expense Instructions Download Student/Group Overnight Travel Request & Expense Instructions document to create the report.

Step 6: Begin making Arrangements

Once the trip has been approved in Concur, your RSO Advisor can notify lynda.lyles@tccd.edu and cara.walker@tccd.edu of the approved Concur student group travel request and she will load the card with funds. Then, your RSO Advisor can begin to book travel expenses. SAVE ALL RECEIPTS!

Step 7: Submit the Travel Expense Report

After your trip, the RSO Advisor will complete the Travel Expense Report in Concur. Please consult with Cara Walker before reconciling your expenses. Your RSO Advisor can follow the instructions provided in the Student/Group Overnight Travel Request & Expense Instructions document.

For more info on the student travel process, your RSO Advisor can visit: https://inside.tccd.edu/travel/student-group-travel