Student Project Team Travel Itinerary (One itinerary must be turned in for every trip)

Transcription

1 Student Project Team Travel Itinerary (One itinerary must be turned in for every trip) Project Team Name: Advisor Approving Trip (name/dated signature): / Acting Advisor if actual Advisor cannot attend: Purpose of Trip: Depart for (destination) on (Date) and return on (Date) Event/Competition Website: Please read this form carefully and fill it in as completely as possible. This information is a great help to me in planning your trip and constitutes the main component of the itinerary/travel plan that every team is required to submit prior to travel. Mode of Transportation (Check all that apply): Rental Car: Cornell Fleet Vehicle Enterprise Hertz (you may not rent a car from a company other than Enterprise, Hertz, or the Cornell Fleet) ALL car rentals must be processed by Emily (eft24). Please fill in rental information below and bring this form to 108 Upson. Rental pick up date: Time: am/pm Drop off date: Time: am/pm **(Note: Fleet vehicles may not be picked up on weekends. Returning the vehicle on a weekend is fine.) Number of vehicles needed: Vehicle size: Compact Mid Size Full Size Minivan Pickup Truck (available from Cornell Fleet only) List drivers and all passengers: *Drivers MUST be at least 21 and preferably an advisor or Grad student. **No person, other than those designated as drivers on the rental contract(s), may drive a rental car! Driver: Passengers: Driver: Passengers: Driver: Passengers: Further details: **If renting more than one car, please complete all of the above information for each car and its passengers. Once students are associated with a specific car, those students must only drive or ride in that vehicle. Page 1 of 8

2 Personal Vehicle (personal vehicles are only to be used when absolutely necessary): If you use your own vehicle, it is your responsibility to carry adequate personal insurance coverage for yourself, your vehicle, and any passengers Consult with your insurance agent to determine appropriate coverage. - Cornell Travel Policy 3.2 Owner of personal vehicle (only the person listed as the insured driver for this vehicle may drive it!): Name: Affiliation with Cornell: List all passengers: Date of Departure: From: Date of Return: From: Further details: Other mode of ground transportation: Please describe in detail, including dates of departure/arrival, all students involved, etc. _ Flight information on next page Page 2 of 8

3 Flight (please see Emily in 108 Upson to make flight reservations. Bring complete information about the flights you will need. You will be asked to stay while the reservations are made): Names of team members requiring airline tickets (the name you submit on this form MUST match the name on that student s driver s license or photo ID): *Add more sheets of paper as needed. Outbound Flight: Departing from (airport/city), on (date) Arriving at (airport/city), on (date) Return Flight: Departing from (airport/city), on (date) Arriving at (airport/city), on (date) Further details: **If any team members make flight reservations on their own, please submit copies of their flight Itineraries and receipts with this form! Page 3 of 8

4 Lodging Information: Hotel: Name of team member to place reservation under: Hotel Name: Address: Phone Number: Fax Number: Check in date: Check out date: # of rooms needed: Types of rooms requested (e.g. non-smoking, 2 double beds, etc.): Room block or special rate? Yes No If yes, please provide the name of the room block or code: List all team members by room (ex. Room 1: student A, B, C, D. Room 2: student E, F, G, H etc.): Further details: MAE OFFICE USE ONLY Hotel contact: Confirmation Number(s): Total Charges: Staying with friend/alumnus: Name of host: Address: Phone number: Arrival date: Departure date: Further details: Page 4 of 8

5 Transportation of Equipment: Penske Rental (do not order Penske trucks yourself; please give details to Emily to ensure the rental is properly booked and paid for): Dates Needed: to Further details: Shipped by mail (teams should make these arrangements themselves) Other shipping method Details: Not shipping any equipment Further details: List all travelers on next page Page 5 of 8

6 List the names of everyone going on this trip, including Faculty and Staff (please add paper as needed) Hold Harmless Agreements must be submitted for every student going on the trip. Please collect these from your team and turn them in to me as soon as possible. Name Net ID Cell Phone # Cornell Affiliation (student, faculty, staff, employee, volunteer) Potential Driver? Y/N To be completed by MAE Office Driver History Questionnaire on File? Hold Harmless Agreement completed? Emergency Contact Information on File? Page 6 of 8

7 Name Net ID Cell Phone # Cornell Affiliation (student, faculty, staff, employee, volunteer) Potential Driver? Y/N To be completed by MAE Office Driver History Questionnaire on File? Hold Harmless Agreement completed? Emergency Contact Information on File? Page 7 of 8

8 All receipts and documentation from this trip must be turned in to me within 30 days of your return. Most trips will require reimbursements and/or payments to be made so your timely submission of receipts is greatly appreciated. Thank you. Please stop by my office (108 Upson) when you return from your trip to touch base and let me know how the competition went and if you had any issues or complications. Thank you. Page 8 of 8