How do I make travel arrangements?

Before making any travel plans you must consult with your administrative advisor. Travel arrangements may be made through a travel agency or on-line using personal funds.

• Using a Travel Agency..... The following local travel agencies have worked successfully with Rutgers Student Organizations in the past;

American Colpitt Travel
409 Raritan Ave
Highland Park, NJ 08904
732-249-0333
800-458-9590

Vagabond Tours
118 Somerset St
New Brunswick
732-745-2449

To pay an agency, prepare a voucher (see voucher section of our Treasurer's handbook signed by your administrative advisor made payable to the travel agency for the quoted amount of the travel. If minimal documentation is available at the time you request the check, you may issue the check as a cash advance (regardless of the amount) and provide documentation after arrangements are confirmed. Documentation should include an itinerary, list of people traveling, purpose of travel, dates and locations.

• Using Personal Funds..... Travel arrangements made on-line must be made by each individual traveling. One student organization member may not purchase airline tickets or make hotel reservations for another member using personal funds. For example, if your advisor has authorized travel to a conference and the organization would like to purchase airline tickets on line, each member must purchase their own ticket.

Car rental arrangements must be pre-approved by your administrative advisor and should be paid for using a cash advance made payable to the Car rental vendor or the individual renting the car (See Treasurer's Handbook for more on Cash advances). All car rental arrangements must include the purchase of additional insurance, including but not limited to “Loss Damage Waiver (LDW)”. Consult with your administrative advisor for details on car rental insurance.