Honors Faculty Resources

Students driving or carpooling themselves, no travel process needed. If Faculty or Staff are seeking mileage reimbursement, no travel authorization is needed. Provide a signed and completed mileage log after the travel through the Service Now platform selecting the Expense Travel tile.

Faculty or staff driving students, entire Option B must be followed, and all parts completed 2 months in advance of the travel.

* Any questions should be directed to the Travel Organizer.

2 months prior/Hard deadline final names on required forms also used for enrollment in course

1. Submit through Service Now platform Travel tile, all following docs, Student List with Emergency Contacts Form: List of Participants, Emergency Contacts and Activity/Event Leaders

2. Release and Indemnification Form completed – One form for each student Release and Indemnification Agreement for Participant

3. Student Travel Authorization Form – One document all student names Download the student-travel-authorization-form-spring-2026.pdf

4. Initiate your personal Travel Authorization (faculty or staff) through the Service Now platform, selecting Honors College Travel tile, listing all associated travel costs (TA for faculty/staff is not needed for travel inside of Bexar County). Monitor your university email to approve first in the chain of approvals for your TA. Do not start more than 3 months prior, for the most accurate cost estimates.

Also note, if any rental vehicles are needed, this request must be included in Option B Only faculty/staff can drive rented vehicles and must have the DR-1 form on file with campus police and the Defensive Driving Awareness Online Course and Quiz training complete.

Within 2 weeks post-travel

Meet with the HC travel organizer to discuss and supply all documentation and receipts collected during travel and upload them through the Service Now platform selecting the Expense Travel tile.

* Any questions should be directed to the Travel Organizer.

Important Dates when requesting a student group travel through Global Initiatives
Programs leaving between May 10 and June 15: Submit final student list by March 15
Programs leaving between June 16 and July 31: Submit final student list by April 1

6 - 7 months prior

1. Submit a Study Abroad Proposal Form through Global Initiatives if the trip is out of the country.

2. Schedule a meeting with HC Academic Associate Dean and the HC Finance Team to discuss travel specifics.

4 - 6 months prior

1. Once Global Initiatives has approved/signed your Study Abroad Proposal Form, submit through the Honors College Service Now platform Travel tile this document and the following:

2. Group count including faculty – for HC travel organizer to secure hold on block of flights (include exact flights or time windows preferred, departing and returning) and rental vehicles if needed.

3. Submit any contracts along with any vendor invoicing needing payment for the HC trip.

2 months prior/Hard deadline final complete student and faculty names as they appear on passports on required forms also used for enrollment in course. Also provide DOB and gender.

1. Submit through Service Now platform Travel tile, all following docs, Student List with Emergency Contacts Form: List of Participants, Emergency Contacts and Activity/Event Leaders

2. Release and Indemnification Form completed – One form for each student Release and Indemnification Agreement for Participant

3. Student Travel Authorization Form – One document all student names Download the student-travel-authorization-form-spring-2026.pdf

4. Initiate your personal Travel Authorization (faculty or staff) through the Service Now platform, selecting Honors College Travel tile, listing all associated travel costs (TA for faculty/staff is not needed for travel inside of Bexar County). Monitor your university email to approve first in the chain of approvals for your TA. Do not start more than 3 months prior, for the most accurate cost estimates.

Also note, if any rental vehicles are needed, this request must be included in Option B Only faculty/staff can drive rented vehicles and must have the DR-1 form on file with campus police and the Defensive Driving Awareness Online Course and Quiz training complete.

Within 2 weeks post-travel

Meet with the HC travel organizer to discuss and supply all documentation and receipts collected during travel and upload them through the Service Now platform selecting the Expense Travel tile.

* Any questions should be directed to the Travel Organizer.