Field Trip Fees Approval Process

Revised and new field trip fees must follow Standard Administrative Procedure (SAP) 26.02.99.M1.01 Procedures for Field Trip Fee Approval and Collection. This SAP may be referenced at http://rules-saps.tamu.edu/PDFs/26.02.99.M1.01.pdf.

These procedures apply to off-campus field trips at a site other than the normal class location and any fees related to such trips. Written approval of the department head is required in advance for all off-campus field trips. A request for approval is initiated by the faculty/instructor through a “request for approval of course field trip and fee” form.

A request for a new fee or a fee increase must be recommended for approval by the Department Head, Dean, Assistant Provost for Finance and Administration, Chair of the Student Fee Review Committee, the Executive Vice President and Provost, and the President. All approved field trips fees are collected and summarized and are forwarded through the Chancellor to the Board of Regents for confirmation each spring.

Fees for required field trips must be approved prior to the beginning of the semester in which the field trip will occur. Request for fees associated with required field trips must be submitted within the course fee due dates noted above. Fees for optional field trips should be approved prior to the beginning of the semester or at the earliest time possible thereafter. Once approved, a fee is not resubmitted for approval unless it is to be increased.

The department will retain supporting documentation justifying the approved fee, student fee charges and residuals in the event of an inquiry.