Overnight Travel

Travel Forms:

Trip Approval Process: Exceeds $150 and is Greater than 20 Miles from Bates
+Details for Trip Approval

  1. Only The Trip Planner/Leader will Complete the Approval Overnight Travel Form.
  2. If your destination is within 20 miles from Bates College, and does not exceed $150 you can fill out the “Approval Form for travel within 20 Miles” Form located below.
  3. Once digitally signed and Submitted, the form will be electronically routed to Campus Life for review.
  4. Some trips may require the Trip Planner to meet with a staff member in Campus Life to discuss trip plan.
    • You will be notified by Campus Life should a meeting be necessary.
    • Trip leaders are also welcome to discuss a trip plan with Campus Life staff even if not required to do so.
    • To schedule an appointment, go here: BatesReach or contact our office.
  5. Trips are not approved until Campus Life signs the approval form.
    • Trip Leaders will receive confirmation via their Bates email once trip is approved or denied.
  6. You can print the completed document after you have digitally signed it.
  7. Any changes to the trip participants must be reflected in the “Additional Travelers” form below in advance of departure.
    • All other trip details are expected to be followed once approved.
  8. Trip leaders should plan to submit the 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 advanced planning, but approval forms should be submitted to Campus Life 72 hrs. prior to proposed trip.
  9. Trip leaders may be asked to meet with a Campus Life staff member to discuss resources such as funding, accommodations, transportation, etc., in situations where it may be necessary to have these in place before the trip is approved by Campus Life.
  10. Once the approval form is completed and approved, it will be shared with Bates Accounting, College Bookstore and Bates Security.


Trip Registration Process: Trips Not Exceeding $150 and are Less Than 20 Miles from Bates
+Details for Trip Registration

  1. Used only for Trips that meet the following criteria:
    • The destination is less than 20 miles from Bates College
    • The Total cost of the trip does not exceed $150
  2. You will be notified by Campus Life should a meeting be necessary.
    • Trip Leaders will receive confirmation via their Bates email once the form is Submitted.


Already Submitted Your Travel Plan but Need to Make Changes with Travel Attendees? Add or Remove Attendees with This Form.
+Details for Adding or Removing Travelers

  1. Only The Trip Planner can add/remove Travel Attendees.
  2. If there are additional travelers planning to attend, or no longer attend, the event use this form to update Campus life.
  3. Once Submitted, the form will be electronically routed to Campus Life for review.
  4. You will be notified by Campus Life should a meeting be necessary.
    • Trip Leaders will receive confirmation via their Bates email once the form is Submitted.


Need Additional Help?

Travel Forms FAQs
Travel Approval Form Example

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.