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SA/PPS 05.01 - Guidelines for Approval of Out-of-State Travel in the Student Affairs Division

Guidelines for Approval of Out-of-State Travel in the Student Affairs Division

SA/PPS No. 05.01 (03.02)
Issue No. 2
Effective Date: 11/11/2016
Next Review Date: 11/01/2020 (E4Y)
Sr. Reviewer: Executive Assistant to the VPSA


    1. The purpose of this policy regarding out-of-state travel is to assure that the resources of the division and the university are used in a prudent and fiscally sound manner.

    2. This policy applies to the students as well as staff who are employed in the Division of Student Affairs at Texas State University.

    3. In all cases, university policy requires Vice Presidential approval for out-of-state travel.

    4. This policy pertains to out-of-state travel only. Individuals seeking approval to travel out-of-country using university funds, reference should be made to the Travel Office website – Foreign Travel.


    1. In the Division of Student Affairs, it is recognized that regional and national conferences significantly contribute to the professional development of staff. This professional development contributes to making the division competitive at the national level. It is also recognized that out-of-state travel may be required in conjunction with the following activities:

      1. When an individual is required to complete training for professional development.

      2. When job duties, such as internship supervision or licensure, require certification or specific training which can only be obtained out-of-state.

      3. When a student organization/group requires an advisor to accompany them when they are traveling out-of-state.

      4. When staff members have an opportunity to recruit and interview several qualified candidates in conjunction with a national conference.

    2. Prior to making a commitment to serve as an officer in a national or regional organization, or to making a presentation at a regional or national conference, approval must be obtained from the employee’s immediate supervisor. A commitment on the part of the staff member does not guarantee approval by the director for out-of-state travel. The approval to travel out-of-state should occur prior to any commitments to the organization or the submission of any proposal to participate as a presenter at a conference or other event.

    3. In some instances, students may be given time away from their duties in an office to attend a conference.

    4. In all cases, when out-of-state travel funds are requested, a statement of how the travel relates to official university business must be included on the travel application. The applicant should state why it is necessary, in the performance of his or her duties as a state employee, to make the trip.

      1. The specific manner in which the staff member will participate should establish the fact that the participation will directly facilitate the function of the unit and that there is a reasonable, substantial, and direct relationship between the purpose of the meeting and the accomplishment of the staff member’s duties.

      2. If a seminar or workshop is to be presented, the title or the topic should be noted in the purpose for the trip in Travel Tracks. If the staff member is serving on a committee or as an officer of an organization or professional group, this should also be noted on the travel application.

    5. The departmental expectation for a staff member who has an opportunity to travel to an out-of-state conference or training event is that the information that is obtained will be shared with other staff members within the department or division who can benefit from this information.

    6. Justification must be submitted if multiple representatives of the same department want to attend the same out-of-state conference. The director, dean/director or vice-president may limit the number of staff members who attend the same out-of-state conference.


    1. By September 1 of each year, all Student Affairs directors should submit a list of planned out-of-state travel for the upcoming fiscal year, indicating the individual who will travel, the reason for the travel, the destination and an estimate of the funds to be expended, including registration fees, food, lodging, travel to and from the conference site, and any other expenses related to the trip on the Student Affairs Travel Template.

    2. In cases in which more than two representatives of the same department request out-of-state travel funds for the same event, the benefit of multiple staff members traveling should be specifically noted in the justification statement. This should occur in conjunction with the submission of projected out-of-state travel expenses prior to the beginning of the fiscal year.


    1. Reviewers of this PPS include the following:

      Position Date
      Executive Assistant for the VPSA November 1 E4Y
      Student Affairs Directors November 1 E4Y

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Student Affairs policy and procedure from the date of this document until superseded.

    Executive Assistant for the VPSA; senior reviewer of this PPS

    Vice President for Student Affairs