Student Travel Guidelines

When RSO travel is being funded wholly or in part by Student Activity Fees, the trip is considered a university-authorized activity.  

These guidelines are put in place to ensure students traveling on behalf of Emory University adhere to university policies, guidelines, and expectations. Student travel includes any travel organized and/or sponsored by Emory University, whether required for academic credit or not, regardless or the funding source. 

Students must first discuss travel with their department chair or dean’s office, or in the case of travel with a student organization, with the organization’s faculty or staff advisor. 

• Trip organizers must submit the Student Travel Registration Form and obtain all required approvals prior to commencing travel. 

• Students participating in travel organized or sponsored by the university are required to comply with the standards set forth in the Emory University Student Code of Conduct. and with all applicable university policies. 

• Travel sponsored by a student organization must be consistent with the organization’s mission. Travel should be planned so as not to interfere with academic responsibilities. 

• In accordance with Emory Travel and Expense Reimbursement Policy 2.90Links to an external site., airfare must be booked via an approved Emory travel agency. See list of approved agencies on the Travel website. 

• Travel must comply with university policies on vehicle use, van use, and driver certification as stated in the Student Vehicle Use Policy 8.9Links to an external site.. 

• Travelers must complete the appropriate university waivers and follow all associated guidelines, including the retention of forms. 

• Any university funding provided to support student travel or an employee traveling as part of a student trip must be processed in accordance with Emory Travel and Expense Reimbursement Policy 2.90Links to an external site. and reimbursed through Student Governance Services. Trip funding will not be authorized until a copy of the completed Student Travel Registration Form is approved. 

To formally register a trip, faculty, staff and/or students who organize travel covered by this policy must submit a completed Student Travel Registration Form, along with the required documents. The electronic form will be reviewed by the Student Involvement, Leadership & Transitions office and forwarded to the appropriate administrator(s) for review, as necessary. Whenever possible, the request should be submitted at least thirty (30) days in advance of the travel to the activity or event. 

Domestic Travel

Domestic travel is considered any event or activity that occurs beyond 20 miles of the Emory University Atlanta campus or includes an overnight stay. Student groups should coordinate with advisors/supervisors.    

International Travel

International travel is permitted for undergraduate, graduate, and professional students, for whom travel is essential to their student experience. International travel should adhere to the following requirements: 

• Any international travel request must be approved by the dean of the unit where the student is enrolled, or in the case of travel with a student organization, by the Senior Vice President and Dean of Campus Life or their designee. 

• All trip participants must complete a liability waiver and file the document with Campus Life. 
• Prior to the trip, all international travelers must register their travel with International SOS to help aid in case of emergency