Travel Resources

The following guidance applies to student organization travel that occurs beyond 30 miles of the primary campus location, or includes an overnight stay regardless of distance. Please review the Policies and Procedures Manual for relevant information. This includes, but is not limited to, the following policies:

My group is wanting to travel, what rules/guidelines does the university have?
- University-Owned/Leased Vehicles
  
  Sponsored Organizations are eligible to drive university-owned vehicles if approved by the sponsoring department. Sponsored Organization advisors should reserve vehicles.
  
  Affiliated Organizations are not eligible to drive university-owned vehicles. Affiliated organizations are responsible for funding and managing their own transportation and travel arrangements. Affiliated organization advisors should not request motor pool vehicles or use university-owned vehicles for affiliated organization activities.
  
  Policies: Travel must comply with university policies on vehicle use:
  
  State-Owned Vehicle Use
  
  Motor Pool
  
  Van Policy on Usage of 15-passenger Vans
  
  Insurance:
  
  University-owned an leased vehicles are covered by the university's auto liability insurance policy. The university does not purchase collision or comprehensive insurance coverage.
  
  Incident Reporting:
  
  All incidents involving university-owned vehicles must be report to the Office of Risk and Compliance.
- Student Conduct:
  
  The student organization conduct code and process for discipline applies to behaviors that take place on the K-State campus and at university or RSO-sponsored events whether on or off-campus. It may also apply to other off-campus behaviors when the university determines there may be a violation of other policies.
- Lodging Arrangements:
  Hotels are preferred, but short-term real properties (Airbnb, VRBO, etc...) are acceptable. Student organizations should closely review short-term rental property locations, facilities, and contracts before booking. Pay close attention to the following:
  
  Hotels are preferred, but short-term real properties (Airbnb, VRBO, etc...) are acceptable. Student organizations should closely review short-term rental property locations, facilities, and contracts before booking. Pay close attention to the following:
  
  Safety
  
  Physical security
  
  IT security
  
  Vacancy
  
  Other occupants
  
  Insurance requirements
  
  Occupancy Limits
  
  Etc...
We want to host an event, but are worried about insurance.

Sponsored Organizations have general liability protection under the Kansas Tort Claims Act.

Affiliated Organizations can purchase special event general liability policy for specific events. An example of this insurance can be found here.