Travel Guidelines

If you are planning or leading student travel, your role is to help students get ready, share important information, and follow university guidelines to ensure everyone has a safe trip.

Before the Trip

Provide a pre-trip orientation that includes:  

• A detailed itinerary outlining transportation, lodging, schedules, planned activities, and contact information.
   
• Expectations for student behavior, including during any free time. Students represent RIT during travel and are expected to follow RIT's Student Code of Conduct (Policy D18.0) at all times.
   
• Safety guidelines and local laws. Students are responsible for their personal safety at all times during the trip. Students should remain aware of their surroundings, follow instructions from trip leaders and adhere to local laws.
   
• Health and insurance information. Students should keep their medical insurance card with them (physical or digital) and understand how to use their coverage in case of an emergency (for example, some plans require preauthorization).

Submit Travel Details

Before you depart, share a complete itinerary with your college or department, and Public Safety (cscps@rit.edu). Please include:

• Travel dates and locations
• The names of all participants
• Lodging details and phone numbers
• Emergency contact information

Domestic Air Travel

Use an RIT Designated Travel Agency when booking university-related travel. Designated agencies can help travelers find competitive rates, access university-negotiated discounts and receive support before, during and after their trip.

For details on expenses and a traveler check list, visit the Controller’s Website. 

Students should arrange their own transportation for local trips whenever possible. If RIT coordinated ground travel is required, contact Parking and Transportation Services to request the use of an RIT van or approved charter bus. Drivers must obtain an  RIT driver certification before operating an RIT vehicle. 

RIT discourages faculty and staff from coordinating carpools with students as drivers or paying student drivers for use of their own vehicles. In limited circumstances where this arrangement may be necessary, please contact the RIT Risk Management Office grms@rit.edu.

Rental Vehicles

• Must be rented by faculty or staff with an RIT credit card. This ensures coverage under RIT's Car Rental Loss Program for physical damage during the rental period. 
   
• Students may only drive if they have an RIT driver certification and are listed as an authorized additional driver with the rental agency.
   
• 12- and 15-passenger van rentals are prohibited for RIT-sponsored travel because these vehicles have an increased risk of rollover crashes.
  
  
• Trailer rentals require RIT Driver Certification and specific trailer driving safety training from the rental company.  If training is not provided, online training is available. The completion of this training must be documented.
   
• Any motor vehicle accident during the trip should be reported as soon as possible using the RIT/NTID Rental Car Accident Instructions. If anyone is injured, contact Public Safety at 585-475-3333.

RIT Van Rentals

• Students, faculty, and staff are permitted to rent RIT vans on a first-come, first-served basis for approved university-related travel. All drivers must be certified at the time of the request. Learn more by visiting RIT Van Rentals.

Driving Limits

• No more than 4 hours of continuous driving per driver.
• No more than 8 hours of driving per day.

All international trips must be booked through an RIT Designated Travel Agency. Designated travel agencies:

• Enhance traveler safety by connecting travelers with RIT's international travel assistance resources and support for health, safety and security concerns.
• Provide emergency assistance before and during international travel.
• Simplify and expedite required pre-trip approvals.
• Align bookings with RIT's Travel Policy to support compliance.
• Integrate with Workday to streamline travel expense reimbursement.

Check Official Guidance

• RIT follows guidance from the U.S. Department of State and the  Center for Disease Control and Prevention (CDC) when reviewing international travel. Before you travel, review country-specific information and travel advisories.
   
• RIT usually does not support travel to countries or regions with a CDC Travel Health Notice Level 2 or Level 3, or a U.S. Department of State Travel Advisory Level of 3 or Level 4.
   
• If your trip includes one of these destinations, you must submit a request at least four weeks before travel. The request will be reviewed by the appropriate vice president or the Provost’s Office.

International Travel Resources

• Crisis24 RIT's worldwide travel risk management provider, offering 24/7 emergency assistance to help travelers prepare for and respond to medical, security, travel and legal issues.
   
• Before your trip, you'll receive an email from Crisis24 with instructions for accessing travel assistance services and destination-specific health and safety information. 
   
• Travelers participating in RIT-sponsored international travel are covered by worldwide emergency medical and travel assistance benefits through Crisis24, issued by Chubb Insurance.
  • Faculty and staff: Access your benefits card and summary of benefits here.
  • Students: You will receive your individual policy information by email before your trip. A summary of benefits is available here.
    
    
• Download the Crisis24 app, available Google Play and Apple App Store, to access destination information, receive travel alerts, and request emergency medical, security, transportation and evacuation assistance.

International Students Traveling for RIT Programs

• Whether you’re traveling internationally or within the United States, make sure you have the proper documentation. Learn more >

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All RIT student clubs and organizations must comply with the Off-Campus Event Travel Policy. This includes: 

• Registering travel as an event through the Student Club and Organization Event Management Process. 

• Submitting the travel event to reserve.rit.edu using the Off Campus and Travel template.

• Submitting a Travel Approval Form in Campus Groups. 

For voluntary or optional trips outside of the Rochester regional area, students are required to sign a Release Agreement to Participate. Faculty and staff should update the release form with trip details before sharing it with students. 

• Students under 18 must have a parent or legal guardian sign the form Agreement to Participate Adult and Minors - Release/Waiver Form.
   
• Matriculated students are not required to sign a waiver for travel that is part of their academic program.

Keep completed forms in your department according to RIT's Records Retention Policy.

Students should select their own roommates whenever possible. Students and faculty or staff may not share rooms.

University funds cannot be used to purchase alcohol for students during university-sponsored travel. 

Review the Controller's Office Travel Policies and Procedures for information about reimbursable travel expenses.

Download the Crisis24 app, available Google Play and Apple App Store, to access destination information, receive travel alerts, and request emergency medical, security, transportation and evacuation assistance. 

If you or a student experiences an emergency during the trip, notify RIT Public Safety at 585-475-3333 as soon as it is safe and practical to do so.