print header

Group Travel Procedures

General Procedures for Planning and Procurement of Travel

The following guidelines are meant to assist you in the planning and procurement of meeting rooms, air transportation, lodging, food and beverages, and any other related requirements for Athletic Team Travel, Student Studies Travel and Group Travel (group can include non-students). This includes all in-state and out-of-state group travel when state funds or funds processed through state/university accounts are used, excluding student-funded athletic travel and student-funded recreational travel.

Determine the TOTAL COST OF TRIP. This must include all components of the trip (e.g., transportation, lodging, meals, side excursions, guides, any other misc. needs for trip).

Total Cost of Trip Under $5,000

If the TOTAL COST of the trip is under $5,000, normal purchasing procedures for best judgment are to be used.

Total Cost of Trip $5000 - $25,000 Airfare Included
If the TOTAL COST of the trip is between $5,000 and $25,000 and airfare is included in the travel, the travel planner must obtain at least three quotes. All quotes can be obtained from any travel source. The travel planner is encouraged to contact minority-owned, women-owned, veteran-owned and/or small travel agencies when obtaining these quotes. Once quotes are obtained, you must use the lowest total cost provider as long as they can meet the travel requirements.

Total Cost of Trip $5,000 - $25,000 Airfare Not Included
Quotes are needed for travel when airfare is not included in the trip. This is a requirement for all Athletic, Student Studies and Group Travel planning. At least three quotes are to be obtained for ground transportation and lodging. Contract vendors must be used unless business and traveler needs cannot be met. Documentation and justification for using non-contract vendors must be sent to Accounts Payable prior to travel. Contract lodging vendor information can be accessed through the Accounts Payable website.

Items to include when requesting a quote. Same bid information must be submitted to all bidders at the same time. Total Cost of Trip $25,000 and over for any travel group

A Sealed Bid must be processed by the Purchasing Office. This process takes six weeks from bid release to award. Include the same information as items 1 through 7 in the above list for quotes. Forward this information to the Purchasing Office, which will process the Sealed Bid package. Contact the Purchasing Office for more information on the sealed bid process.

For questions regarding travel regulations, contact Becky Zillmer, Accounts Payable, 836-5266 or Sheri Kuberra, Accounts Payable, 836-5999.

For questions regarding requesting quotes or the sealed bid process, contact Penny Odell, Purchasing, 836-5171 or Steve Slind, Purchasing, 836-4643.