Overnight Travel – How It Works

+Details for Overnight Travel Approval - trips that cost $150 or more and/or are 250 miles or more from campus.
  • Only the Trip Planner/Leader should complete the Overnight Travel Approval Form.
  • Once digitally signed and submitted, the form will be electronically routed to your club or organization president, and then Campus Life for review.
    • You can print the completed document after you have digitally signed it.
  • Trip leaders should plan to submit the Overnight Travel Approval Form with enough advance notice to allow for a meeting with Campus Life should one be requested.
    • Campus Life recommends 2 weeks when possible.
    • More time may be needed if attending a conference or planning a tour.
    • Smaller overnight trips may need far less advance planning, but approval forms should be submitted to Campus Life a minimum of 72 hours prior to the proposed trip.
  • Some trips may require the Trip Planner/Leader to meet with a staff member in Campus Life to discuss trip plans and resources such as funding, accommodations, transportation, etc.
    • You will be notified by Campus Life should a meeting be necessary.
    • Trip leaders are also welcome to discuss trip plans with Campus Life staff even if not required to do so.
    • To schedule an appointment, contact our office.
  • Trips are not approved until Campus Life signs the approval form.
    • The Trip Planner/Leader will receive confirmation via their Bates email once the trip is approved or denied.
  • Once the approval form is completed and approved, it will be shared with Bates Accounting, College Bookstore and Bates Security.
  • You must include the 4 digit number on all reimbursement forms, including cash advances, receipts, and invoices. This unique number can be on the upper-right hand corner of all approved and registered trips. A new number is assigned for each trip.
  • Any changes to trip participants must be reflected in the “Adding/Removing Travelers” form in advance of departure.
    • All other trip details are expected to be adhered to once approved.


+Details for Overnight Travel Registration - trips that cost less than $150 and are less than 250 miles from campus.

  • Only the Trip Planner/Leader should complete the Overnight Travel Registration Form.
  • Once digitally signed and submitted, the form will be electronically routed to your club or organization president, and then Campus Life for review.
    • You can print the completed document after you have digitally signed it.
  • Some trips may require the Trip Planner/Leader to meet with a staff member in Campus Life to discuss trip plans and resources such as funding, accommodations, transportation, etc.
    • You will be notified by Campus Life should a meeting be necessary.
    • Trip leaders are also welcome to discuss trip plans with Campus Life staff even if not required to do so.
    • To schedule an appointment, contact our office.
  • Once the registration form is completed, it will be shared with Bates Accounting, College Bookstore and Bates Security.
  • You must include the 4 digit number on all reimbursement forms, including cash advances, receipts, and invoices. This unique number can be on the upper-right hand corner of all approved and registered trips. A new number is assigned for each trip.
  • Any changes to trip participants must be reflected in the “Adding/Removing Travelers” form in advance of departure.
    • All other trip details are expected to be adhered to once submitted.


+Details for Adding/Removing Travelers

  • Only the Trip Planner/Leader can add/remove travel attendees.
  • Once submitted, the form will be electronically routed to Campus Life for review.
  • You will be notified by Campus Life should a meeting be necessary.
    • The Trip Planner/Leader will receive confirmation via their Bates email once the form is submitted.

Need Additional Help?

If you have any comments, questions or concerns, please contact the Office of Campus Life at 207-786-6305 or via email, campuslife@bates.edu.