Travel Definitions
Type of Travel | Defined As |
|---|---|
| Domestic Travel | Travel within the continental United States (including travel to and from states within the mainland U.S.). |
| International Travel | Any travel outside the continental United States. |
| Columbia Sponsored Travel | Travel that is organized and overseen by Columbia University, may be partially funded or arranged by Columbia, may earn academic credit at Columbia, may be coordinated by a Columbia recognized student group, or may be an extension of a faculty or researcher’s professional work. See below for examples. |
| Non-Columbia Sponsored Travel | This refers to personal or independent travel that is not organized, funded, facilitated or officially connected to Columbia University in any way. See below for examples. |
Examples of Columbia Sponsored Travel
- Academic Programs and Coursework
- CBS Examples Include: Chazen Global Immersion Program, Chazen Study Tours, EMBA International Seminars, Approved Student Club Case Competition or Conference Travel
- Columbia courses or programs held abroad and supported by the University (e.g., Columbia in Paris at Reid Hall)
- Columbia-managed study abroad or approved university exchange programs
- International study through an outside organization approved by Columbia (e.g., CIEE Advanced Liberal Arts Program in Barcelona)
- Research and Professional Development
- Graduate or professional student travel for dissertation or independent academic research
- Co-ops, internships, or practica organized through Columbia schools or departments (e.g., IFAP Global Health Program)
- Travel to fulfill a Columbia grant, contract, or fellowship
- Columbia-Sponsored Service and Engagement
- Civic engagement or service trips organized by recognized Columbia chapters of national or global organizations (e.g., Global Brigades at Columbia, CU Red Cross, Engineers Without Borders, Doctors Without Borders, Habitat for Humanity)
- University Business and Representation
- International travel by faculty, researchers, and officers on official Columbia business
- Pre-professional groups or competition teams representing Columbia at events or conferences
- Columbia athletics travel
- Other Sponsored Travel
- CBS Examples Include: Approved Student Club Treks, Approved Student Club Social Programming (Museums, Sporting Events, Outdoor Excursions, etc.)
- Travel organized partially or fully using student club funds
- Travel organized or funded by Columbia for alumni programming
- Travel supported by Columbia-recognized student organizations, scholarships, or travel grants
Examples of Non-Columbia Sponsored Travel
- Independent or Non-Affiliated Travel
- Travel organized by students independently or through groups that are not officially recognized by Columbia
- Participation in programs or trips not coordinated, funded, or approved by Columbia University
- Personal Travel
- Vacation, spring break trips, or other personal travel not connected to academic, professional, or student group responsibilities
How to Register Your Official Columbia Sponsored Travel
Approved Domestic Travel
OSA Student Group Official Travel Detail Form
- For student clubs who are coordinating official and approved travel as detailed by the definitions and examples above.
- This form is required for all approved domestic travel to ensure proper documentation and support in the event of an emergency.
- Only one submission is required per trek or trip.
The form should be completed by the main point of contact or lead organizer.
Approved International Travel
- For student clubs who are coordinating official and approved international travel as detailed by the definitions and examples above.
- All international travel is required to be registered through ISOS MyTrips.
- Registering your trip helps the University to communicate with you in the event of an emergency and provide assistance as needed. It allows for check-ins during large scale emergencies, and provides you with automated health, safety, and security information specific to your travel destination for the duration of your trip.
- CU Global Travel Contact: [email protected]
Student Org Travel Finance Needs
General Student Travel Information & Registration
- Travel expenses can only be booked and submitted for official Columbia University travel.
- Review Student Travel information and access domestic & international registration forms
- All official student organization travel must be entered into CampusGroups for OSA approval.
- Never pay for travel costs prior to approval.
Booking Your Hotel (Individual or Group)
General Hotel Booking Information & Best Practices
- Hotel bookings should be made at least 2-3 months in advance for best rates and block availability.
- Short-term rentals (Airbnb, Vrbo, etc.) are not allowed due to high risk. Booking these are non-reimbursable.
- Request free breakfast or group discounts when possible.
- Choose central locations that reduce ground transportation costs.
- Confirm cancellation and room occupancy policies.
Pricing Guidelines for Hotels
- Domestic: Max of $350/night pre-tax
- International: Max of $400/night pre-tax
Individual Hotel Bookings (1-2 students)
- Students can book hotels directly and submit for reimbursement
- Students must provide itemized folio and proof of payment
Group Hotel Bookings (3+ students)
- Contact FPO at least 2-3 months in advance to help obtain a room block contract
- Submit the hotel contract to FPO via ServiceNow as an event contract ticket
- FPO will use the university purchase card for payment once approved
Booking Your Fights (Individual or Group)
General Flight Booking Information & Best Practices
- Flights should be booked at least 2-3 months in advance for best pricing.
- Economy class only- no upgrades, seat selection fees, or checked bag add-ons beyond policy is allowed.
- Travel must fall between the day prior to approved Columbia travel and the day after.
- Flights outside of this range are considered personal travel and not reimbursable.
- Reimbursement of loyalty points is not allowed.
Individual Flight Booking
- Flights can be booked by individual trip participants
- Reimbursement is not guaranteed unless pre-approved
- Confirm with FPO prior to booking.
- Students must provide receipt with traveler name, payment method, itinerary and total cost
Group Flight Booking (3+ students)
- FPO can book group flights through the Columbia central air card
- Flight cost is charged directly to club funds
- Submit request to FPO at least 2-3 months in advance with:
- Preferred flight details (date, time, airline)
- Traveler information (full name, date of birth, e-mail address, phone number)
Booking Your Ground Transportation
General Ground Transportation Information & Best Practices
- Ground transportation includes as vans, busses, taxis or rideshares.
- Be sure to map out local transportation needs in advance (airport to hotel, daily company visits, etc.)
Van or Bus Rentals (for groups)
- Columbia Transportation must be consulted first for van or bus needs.
- If outside vendors are cheaper, the following is required to submit via FPO Service Now for approval:
- Certificate of Insurance (COI)
- Contract derails
Student Drivel Rental Cars
- Hertz is the preferred rental car company under Columbia contract.
- Do not purchase additional insurance as it is covered through Columbia
- For other rental car companies, liability insurance is required.
Rideshares & Taxis
- Ubers & Lyfts are reimbursable
- No pooling costs between students via Venmo, CashApp or other related apps are allowed. One person must pay and submit for reimbursement.
- Receipts must include name, date, and total fare (plus tip)
- Tips are capped at 20%, based on the pre-tax fare. Any additional tip is non-reimbursable.