Club Sports Travel Request Form 24-25

This form must be completed by Club Sports traveling outside of GVSU campuses or associated rental/leased/practice facilities. Travel Requests must be approved prior to departure for any trips on behalf of your organization.

* denotes a required field

General Information

Please submit travel request forms at least one week in advance of an away event or off-campus travel. Submit even sooner if the team is looking to make vehicle rental or other requests beyond self-driven trips.


E-board position of travel contact *




Travel Information







What Travel Services will the Club be Using? *







Personal Vehicles

Please note that personal vehicles are not insured by GVSU, and are only covered by personal insurance policies for each vehicle. In addition, purchasing cards can only be used to purchase gas for rental vehicles, not personal vehicles. 

Students will be approved or denied based on an approval matrix which takes into account their license tenure, recent traffic accidents, and recent driving violations or convictions.

  • All drivers are individually responsible for any traffic violations, tickets, etc., and will be expected to pay applicable fines. 
  • Drivers must follow all federal and state driving laws.
  • All drivers must be approved through the Recreation & Wellness Authorized Driver Form.
  • This form collects all data for drivers to be cleared by the Department of Public Safety as an authorized driver. 
    • Out-of-state students must obtain a copy of their driving record from the state issuing their driver’s license. Out-of-State driving records must be submitted to DPS for review prior to permission to drive on behalf of GVSU.
    • International licenses are not accepted, as they cannot be verified.
    • Students with 6 or more points or with special circumstances on their license will not be cleared to drive on behalf of GVSU.

Enterprise Rental Vehicles

Enterprise Rental Vehicles can only be booked through the GVSU Club Sports department. Please do not book these on your own!

All students driving university-owned, rental or personal vehicles on behalf of Grand Valley State University must complete the following procedures. Students must complete this process every academic year. All permissions will expire at the end of the current academic year. 

Students will be approved or denied based on an approval matrix which takes into account their license tenure, recent traffic accidents, and recent driving violations or convictions.

  • All drivers are individually responsible for any traffic violations, tickets, etc., and will be expected to pay applicable fines. 
  • Drivers must follow all federal and state driving laws.
  • All drivers must be approved through the Recreation & Wellness Authorized Driver Form.
  • This form collects all data for drivers to be cleared by the Department of Public Safety as an authorized driver. 
    • Out-of-state students must obtain a copy of their driving record from the state issuing their driver’s license. Out-of-State driving records must be submitted to DPS for review prior to permission to drive on behalf of GVSU.
    • International licenses are not accepted, as they cannot be verified.
    • Students with 6 or more points or with special circumstances on their license will not be cleared to drive on behalf of GVSU.
  • Students/staff 18-20 are ONLY permitted to drive sedans or mini-vans.
  • Students/staff 21-24 are ONLY permitted to drive sedans or mini-vans and 12 or 15 passenger vans (in-state/out-of-state).
  • Students/staff 25 and older are permitted to drive all vehicles including luxury vehicles, trucks, and out-of-state rentals.
  • All students/staff (21 and older) that are driving a 12 or 15 passenger van must review the 12–15 Passenger Driver Awareness presentation and/or video. 

Fees will vary. We will confirm the price with you once we get confirmation from enterprise for the request. Email us if you would like a quote first.

Prices are based on 1 day being exactly 24 hours. (i.e. pick up Monday at 9 a.m., drop off Tuesday at 9 a.m. is a 1-day rental.): Any vehicle that is rented longer than 24 hours will result in an additional day.  Rentals returned after hours or during a weekend require keys to be returned to the Recreation & Wellness desk before 10am the next business day or may be subject to an additional day's charge.

Type of vehicle you wish to request *


Please provide an alternative option if there are no 15 Passenger Vans available.

What is your first choice for an alternative *


 Delivery fee for each vehicle to GVSU is $45

Vehicles can be picked up at Enterprise, 3750 28th St. SW Grandville MI 49418





Charter Bus


Please see the "Travel Options" tab in the Club Sports Handbook for Charter Bus Options.

Hotels/Lodging

Do you need Club Sports to fill out a CC Authorization Form to pay for your hotel rooms? *

Please do not forget that certain states we are Tax exempt and to make sure tax is not included in the bill (if you are unsure then ask club sports). Please also make sure to get a receipt of the full hotel stay and send it to the club sport staff member who filled out the CC Auth. Form as soon as you are able to after your trip.

Airline Travel

Airfare can only be booked through the GVSU Club Sports department. Please do not book these on your own!





Rental vehicles to and from the airport must be be booked by the club, please contact the Club Sports Administration for assistance! 

Purchasing Card

Reminders:

  • On-Campus funds cannot be used for gas in personal vehicles
  • You must gather and bring back all receipts 
  • In-state purchases are required to be tax-exempt
  • Receipts must be itemized
Parking Passes

Would you like to request an overnight parking pass? *



Absence Letters

As a reminder, club sport student-athletes are still responsible for all of the academic requirements for their classes, as this letter is simply to notify professors of their participation of this club sport and event. It is up to the professor's discretion to approve or deny your absence requests.

Reminder

Club Sports are not permitted to travel until approval has been sent by Recreation & Wellness staff to the contact listed on this form. You will be contacted by an administrator whether you are approved or denied the request. If you are approved you will receive travel instructions and any other necessary instructions/confirmations based on your request. Contact us with any questions.

As a reminder, please have all drivers fill this form out if they haven't done it once already this year: All drivers must be approved through the Recreation & Wellness Authorized Driver Form. We will be checking this form to see if all drivers are approved before approving the travel request form.

Human Verification *


Page last modified August 2, 2024
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