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

Specifically for Overnight Trips:

Before submitting an overnight travel request, please ensure the following:

RSO Advisors who plan to travel with the organization 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 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 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

Let us know that you plan to travel on the proposal form. 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 Activities (either scanned and emailed to matthew.taylor@tccd.edu.

Deadlines for ALL Forms (including the program proposal form) to be turned in:
30 Days: Local DFW day field trips/Local off campus day events
45 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)

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 overnight trips, please follow steps 5 -7:

Step 5: Submit Concur travel request (for overnight trips)

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 document to create the report.

Step 6: Begin making Arrangements (for overnight trips)

Once the trip has been approved in Concur, your RSO Advisor can notify lynda.lyles@tccd.edu and matthew.taylor@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. 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