Site visits are written into the affiliation agreement with each school and will be covered by the Office of Early College Programs with proper notice and adherence to campus travel procedures. Liaisons must complete the college's Travel Requisition as soon as travel plans are set, BEFORE travel occurs, and submit to the Office of Early College Programs reflecting the visit schedule arranged with the High School and instructor. You can include multiple courses/visits on your travel requisition (just be sure to include all of the dates, times, and locations). Account information and signatures will be added and submitted to Purchasing on your behalf. A travel requisition is required whether you are using a campus car or your own personal vehicle.
Usage of a state car is preferred. Directions on how to request a car are available here. Once the Vehicle Request/Authorization Form has been completed by the liaison, it should be forwarded by email to earlycollege@potsdam.edu where the account number will be added and the Department Head/Advisor Authorization Signature will be added. A Vehicle Request Form Sample is included here for your reference. Liaisons should complete the fields highlighted in green and the Office of Early College Programs will complete those in blue.
It is the liaison/traveler's responsibility to submit a completed Travel Expense Claim Form and Statement of Automobile Travel form (if applicable) to the Office of Early College Programs before July 1 for reimbursement at the end of the academic year. Any expenses submitted after July 1 may not be reimbursed. Please refer to the Office of Purchasing and Payables website for the most up-to-date forms.