Please submit travel request forms at least two weeks in advance of an away event or off-campus travel. Submit even sooner if the team is looking to make vehicle rental requests.

Name of Club Sport *
- Select Option Baseball Women's Basketball Bass Anglers Bowling Boxing Cross Country & Track Dance Dodgeball Equestrian Hunt Equestrian Stock Fencing Golf Gymnastics Men's Ice Hockey Women's Ice Hockey Men's Lacrosse Women's Lacrosse PomPon Quadball Rifle Roller Hockey Rowing Men's Rugby Women's Rugby Sailing Ski & Snowboard Men's Soccer Women's Soccer Softball Strength Swim Tennis Ultimate Frisbee Men's Volleyball Women's Volleyball Men's Water Polo Women's Water Polo Water Ski & Wakeboard Wrestling Vertical Earth

Primary Contact for Travel (First & Last Name) *

E-board position of travel contact *
President
Vice President
Financial Officer
Risk Management
Other

E-mail of Primary Contact for Travel *
Please enter a GVSU email address ending in @gvsu.edu or @mail.gvsu.edu.

Phone of Primary Contact for Travel *

Anticipated Travel Roster and Itinerary *
Please upload a file with the extension .csv, .xls, .ppt, .doc, .pdf, .psd, .rtf, .docx, .pptx, .xlsx, .pub, .zip, .mp3, .mpg, .bmp, .gif, .jpeg, .jpg, .png, .tiff, .txt, .mp4, .qt, .wma, or .wmv with a maximum size of 1 MB (1024 KB)

Trip Destination City *

Trip Destination State/Province *
- Select State Alabama Alaska American Samoa Arizona Arkansas Armed Forces Afr/Can/EU/ME Armed Forces Americas Armed Forces Pacific Baker Island California Colorado Connecticut Delaware Federated State of Micronesia Florida Georgia Guam Hawaii Howland Island Idaho Illinois Indiana Iowa Johnston Atoll Kansas Kentucky Kingman Reef Louisiana Maine Marshall Islands Maryland Massachusetts Michigan Midway Islands Minnesota Mississippi Missouri Montana Navassa Island Nebraska Nevada New Hampshire New Jersey New Mexico New York North Carolina North Dakota Northern Mariana Islands Ohio Oklahoma Oregon Palau Palmyra Atoll Pennsylvania Puerto Rico Rhode Island South Carolina South Dakota Tennessee Texas Trust Territory of Pacific Utah Vermont Virgin Islands Virginia Wake Island Washington Washington D.C. West Virginia Wisconsin Wyoming

Type of Event *
- Select Option Tournament Game Meet Match Competition Fundraiser Volunteer Work Not listed Please specify a value for Type of Event

Event Location Name *

Event Location Address *

Departure Date *
- Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec - 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 - 2025 2024

Departure Time *
- 1 2 3 4 5 6 7 8 9 10 11 12 Departure Time Minute - 00 05 10 15 20 25 30 35 40 45 50 55 Is Departure Time AM or PM - AM PM

Return Date *
- Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec - 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 - 2025 2024

Return Time *
- 1 2 3 4 5 6 7 8 9 10 11 12 Return Time Minute - 00 05 10 15 20 25 30 35 40 45 50 55 Is Return Time AM or PM - AM PM

What Travel Services will the Club be Using? *
Personal Vehicles
Enterprise Rental Vehicles
Charter Bus
Hotels/Lodging
Airline Travel
Purchasing Card
GV Parking Passes
Absence Letters

Please list full names of any individuals who will be driving during your trip *

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.

Names of all anticipated drivers for your trip (separate each on a new line): *

Total Number of Personal Vehicles *

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.

Have you already reserved rental vehicles? *
- Select Option Yes No

Total Number of Rental Vehicles: *

Names of all anticipated drivers for your trip (separate each on a new line): *

Rental confirmation numbers: *

Type of vehicle you wish to request *
Sedan (5 passengers)
Minivan (7 passengers)
15-Passenger Van

Number of 15-Passenger Vans *

Number of Minivans (7 passengers) *

Number of Sedans (5 passengers) *

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

What is your first choice for an alternative *
Sedan (5 passengers)
Minivan (7 passengers)

First Choice Alternate: Number of Minivans (7 passengers)

First Choice Alternate: Number of Sedans (5 passengers)

Second Choice Alternate: Number of Sedans (5 passengers)

Second Choice Alternate: Number of Mini-Vans (7 passenger)

Campus Delivery or Pick-Up at Enterprise *
- Select Option Campus Delivery Pick Up at Enterprise

 Delivery fee for each vehicle to GVSU is $45

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

Pick-Up Date (Month/Day/Year): Must be Monday through Friday (cannot pick-up on Saturday or Sunday): *
- Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec - 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 - 2025 2024

Pick-Up Time: Must be within business hours (8am-5pm): *
- 1 2 3 4 5 6 7 8 9 10 11 12 Pick-Up Time: Must be within business hours (8am-5pm): Minute - 00 05 10 15 20 25 30 35 40 45 50 55 Is Pick-Up Time: Must be within business hours (8am-5pm): AM or PM - AM PM

Return Date (Month/Day/Year): *
- Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec - 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 - 2025 2024

Return Time: *
- 1 2 3 4 5 6 7 8 9 10 11 12 Return Time: Minute - 00 05 10 15 20 25 30 35 40 45 50 55 Is Return Time: AM or PM - AM PM

Have you already booked charter bus(es)? *
- Select Option Yes No

Charter Bus company name: *

Charter Bus confirmation numbers: *

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

Is your club paying for lodging with on or off campus funds? *
- Select Option On-Campus Off-Campus

Please provide the Hotel Name and Address of where you will be staying at for each hotel (Please enter each additional hotel on its own line): *

Please provide the check in and check out dates, the name(s) the rooms are under, and confirmation numbers *

Please obtain and attach the "Credit Card Authorization" form from your hotel *
Please upload a file with the extension .csv, .xls, .doc, .pdf, .psd, .rtf, .pages, .docx, .odt, .xlsx, .pub, .zip, .mp3, .mpg, .bmp, .gif, .jpeg, .jpg, .png, .tiff, .txt, .mp4, .qt, .wma, or .wmv with a maximum size of 1 MB (1024 KB)

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

How many club members will be flying/how many tickets will you need? *

How many checked-bags do you plan on bringing? *

Departure Date: *
- Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec - 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 - 2025 2024

Departure Time (desired): *
- 1 2 3 4 5 6 7 8 9 10 11 12 Departure Time (desired): Minute - 00 05 10 15 20 25 30 35 40 45 50 55 Is Departure Time (desired): AM or PM - AM PM

Return Date: *
- Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec - 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 - 2025 2024

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

Do you plan on having rental vehicles to and from the airport? *
- Select Option Yes No

Please provide a brief description of what the card will be used for so we can determine the best card to send with you: *

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

Would you like to request an overnight parking pass? *
Yes
No

What is the date and time you are leaving the vehicles on campus? *
- Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec - 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 - 2025 2024 2023 2022 2021 2020 2019 2018 2017 2016 2015 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 2003 2002 2001 2000 1999 1998 1997 1996 1995 1994 1993 1992 1991 1990 1989 1988 1987 1986 1985 1984 1983 1982 1981 1980 1979 1978 1977 1976 1975 1974 1973 1972 1971 1970 1969 1968 1967 1966 1965 1964 1963 1962 1961 1960 1959 1958 1957 1956 1955 1954 1953 1952 1951 1950 1949 1948 1947 1946 1945 1944 1943 1942 1941 1940 1939 1938 1937 1936 1935 1934 1933 1932 1931 1930 1929 1928 1927 1926 1925 1924 1923 1922 1921 1920 1919 1918 1917 1916 1915 1914 1913 1912 1911 1910 1909 1908 1907 1906 1905 1904 1903 1902 1901 1900 What is the date and time you are leaving the vehicles on campus? Hour - 1 2 3 4 5 6 7 8 9 10 11 12 What is the date and time you are leaving the vehicles on campus? Minute - 00 05 10 15 20 25 30 35 40 45 50 55 Is What is the date and time you are leaving the vehicles on campus? AM or PM - AM PM

What is the date and time you will be arriving back on campus? *
- Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec - 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 - 2025 2024 2023 2022 2021 2020 2019 2018 2017 2016 2015 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 2003 2002 2001 2000 1999 1998 1997 1996 1995 1994 1993 1992 1991 1990 1989 1988 1987 1986 1985 1984 1983 1982 1981 1980 1979 1978 1977 1976 1975 1974 1973 1972 1971 1970 1969 1968 1967 1966 1965 1964 1963 1962 1961 1960 1959 1958 1957 1956 1955 1954 1953 1952 1951 1950 1949 1948 1947 1946 1945 1944 1943 1942 1941 1940 1939 1938 1937 1936 1935 1934 1933 1932 1931 1930 1929 1928 1927 1926 1925 1924 1923 1922 1921 1920 1919 1918 1917 1916 1915 1914 1913 1912 1911 1910 1909 1908 1907 1906 1905 1904 1903 1902 1901 1900 What is the date and time you will be arriving back on campus? Hour - 1 2 3 4 5 6 7 8 9 10 11 12 What is the date and time you will be arriving back on campus? Minute - 00 05 10 15 20 25 30 35 40 45 50 55 Is What is the date and time you will be arriving back on campus? AM or PM - AM PM

How many parking permits will you need? (typically 1 per vehicle) *

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.

Any special requests for this letter?

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.