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Student Travel Request Form
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A Minimum GPA of 2.0 is required for overnight travel. Students who fall below this GPA must meet with Travel Advisor to discuss a success plan. GPA is not required for day-trips, for more information please contact the Center for Leadership & Service cls@highline.edu.
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Please select all support services that you are requesting for this travel:
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Event Name2025 ALANA Conference Theme: Becoming the Best YOUTravel Advisor Name(s)John Doe & Jane Doe
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Departing Location NameLocation Address, City, StateDeparture DateDeparture Time
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Highline College2400 S. 240th St. Des Moines, WA11/11/20257:00 AM
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Arrival Location NameLocation Address, City, StateArrival DateArrival Time
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SUNY Oswego7060 NY 104, Oswego, NY 1312611/11/20254:00 PM
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Departing Location NameLocation Address, City, StateDeparture DateDeparture Time
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SUNY Oswego7060 NY 104, Oswego, NY 1312611/14/20258:00 AM
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Arrival Location NameLocation Address, City, StateArrival DateArrival Time
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Highline College2400 S. 240th St. Des Moines, WA11/15/20251:00 AM
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Vehicle Rental Expenses
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Please note that requests for vehicle rentals should be made 30 days in advance (minimum), 8 weeks is highly suggested when preparing for travel, all travel details must be included on the travel roster (second tab). If seeking vans for transportation please connect with Purchasing Office for quotes and availability.
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Type of Vehicle
15-Passenger Van
# of Vehicles1.00Daily Rate $ 600.00
Estimated subtotal for vehicle rental
 $ 600.00
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Airfare Expenses
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Please note that requests for airfare should be made 30 days in advance (minimum), 8 weeks is highly suggested when preparing for travel, all travel details must be included on the travel roster (second tab). Ifseeking vans for transportation please connect with Purchasing Office for quotes and availability.
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#of Travelers (Advisors & Students)8Estimated airfare cost per person $ 350.00
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Estimated subtotal for airfare $ 2,800.00
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Meal Expenses - (Per Diem cannot exceed $59.00 per day)
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Effective Oct 1, 2023 the following guidelines have been established for meals while in travel status:
Breakfast $17.00 (7:00 am - 9:00 am);
Lunch $20.00 (11:00 am -1:00 pm);
Dinner $31.00 (5:00 pm - 7:00 pm);
Snacks: $10.00 (food outside of per diem hours)
Per the S&A Financial code, meal per diem will be provided at the minimum WA State Employee rate.
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Use the "Cash Advance - Meal Per Diem" sheet to automatically populate this sectionSubtotal for Meals $ 240.00
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Lodging and Hotel Expenses
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Name of Hotel/LodgeMarriott Hotel# Single Beds
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Mailing Address9999 NY Hotel St.Rate/Single Bed
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City, State, ZipOswego, NY 13125Type of Single Bed
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Contact Name James Doe# Double Beds4
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Contact Phone #(999) 999-9999Rate/Double Bed $ 900.00
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Contact Emailjamesdoe@marriottType of Double BedQueen BedsSubtotal for Hotel and Lodging $ 3,600.00
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Miscellaneous Expenses (Gas, Parking, etc.)
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Expense Type (please specify)Cost Per Item# ItemsTotal Cost
Description of Expense
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Fuel$157.641 $ 157.64 Gas for mileage
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 $ -
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 $ -
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 $ -
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Notes/Requests:Subtotal for Misc. Expenses $ 157.64
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Estimated Total for All Expenses & Chartfield String
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Name of DepartmentFundClassProgramDepartment
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Multicultural Peer Mentors 522264S699930340 Estimated Total Airfare Cost $ 2,800.00
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Multicultural Peer Mentors 522264S699930340 Estimated Total Vehicle Rental Cost $ 600.00
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Multicultural Peer Mentors 522264S699930340 Estimated Total Meal Per Diem Cost $ 240.00
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Multicultural Peer Mentors 522264S699930340 Estimated Total Hotel-Lodging Cost $ 3,600.00
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Multicultural Peer Mentors 522264S699930340 Estimated Total Miscellaneous Cost $ 157.64
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Estimated Total Travel Expenses $ 7,397.64
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Required Authorizing Signatures
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Assoc. Dean of Student Life
Signed By Associated Dean of Student LifeDate9/22/2025Required
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Expense ManagerSigned By Expense ManagerDate9/22/2025Required
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Vice President (for Out-of-State Travel)Signed By Vice PresidentDate9/22/2025Required
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For S&A funds: Total Cash Advance (CA) amount must correspond with ctcLink Cash Advance Request. To ensure total encumbered amounts in ctcLink equal total amount authorized for this student travel request, please use same Reference Number, so the Cash Advance (CA), Expense Report (ER) and/or Requistion.

This S&A Travel & Cash Advance Authorization replaces the Prior Approval for Student Travel, and previous Travel Rosters effective 4.1.2021. Please upload this form, plus all other related documentation, to ensure departments and the appropriate adminstators authorizing student travel expenses have complete information. Other related supporting documentation refers to those items that suport the travel request (i.e. Conference or Athletic event registration, Informed Consent forms, Airfare form, Contingency Request form, Temporary Budget form and any other applicable forms.)

All in state travel/travel advances must be pre-approved by the Associate Dean of Student Life.
All out of state travel must be pre-approved by ASHC & the Vice President of Student Services.
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