Requisitions and Excursions

Requisitions are needed for excursions or programs that utilize bus, car, canoe, dunk tanks, inflatables, and other rentals that are a “risk management” concern.  Requisitions are also used to pay vendors that will not accept vouchers or p-cards.  The Requisition form should be submitted a month in advance of the trip or event.

If you are utilizing inflatables, dunk tanks, or planning programs that could pose a potential risk to a student’s safety, be sure to work with Sue Wilson and the Assistant Director of Residential Life for Community Standards to make sure you have risk management approval.  More information about risk management can be found at their web site: http://www.dps.uiuc.edu/certificates.aspx

If the Requisition involves paying for transportation or lodging off campus, please note the following:

• An Excursion Request form must be submitted any time students are leaving campus for a Residence Hall sponsored program/event (even if they are providing their own transportation).  This form and the instructions for filling it out are in the Event Planning section of the Administrative Policies and Procedures manual.

• If a requisition involves the rental of off campus vehicles (i.e. a school bus or charter bus), rental arrangements must be made.  The complete instructions for making charter bus arrangements are located at the following web site: http://www.obfs.uillinois.edu/obfshome.cfm?level=2&path=purchases&xmldata=transportation

• Anytime you are making a reservation (for a bus, car, van, hotel, etc.) it is important to know and follow their cancellation policy.  Please don’t make arrangements without knowing, understanding, and complying with cancellation policies.

• Please note that all transportation & lodging arrangements should be made no less than one month in advance.

• Also note that utilizing a University owned vehicle (car, turtle top van, or sprinter) does not require a requisition.  To make travel arrangements utilizing a University owned vehicle, contact Sue Wilson at 3-0770.  She will have you fill out the Excursion Request form. Instructions are included the Event Planning section of the Administrative Policies and Procedures manual.