Student organizations must schedule an appointment with the SIO Student Purchasing Coordinator to book flights. The appointment date must be scheduled (10) business days prior to departure.

Bring the following information for each student traveling:

• First and last name

• Email address

• Phone number

Student organizations must schedule an appointment with the SIO Student Purchasing Coordinator to book accomodations. The appointment date must be scheduled (10) business days prior to departure. 

The University travel partner is SAP Concur and student organizations are required to book through this site unless there is a conference hotel block or special cirumstance reviewed and approved by the SIO professional staff. 

Student organizations must schedule an appointment with the SIO Student Purchasing Coordinator to book transportation. The appointment date must be scheduled (10) business days prior to departure.

Motor Pool Procedure

At the appointment, bring the following information:

• • A list of students travelling and their emails

  • Type of vehicle you would like to reserve.

  • Vehicle pick up date and time

  • Vehicle drop off date and time

  • Identified driver(s); confirm the drivers are OWU certified to drive the vehicle(s), you can do this by contacting psafety@owu.edu. If they are not certified, Public Safety can help facilitate the training.

  • The SIO Student Purchasing Coordinator (siospc@owu.edu) will request the vehicle on the University procurement system.

Vehicle Pick Up

• On the day of your reservation, you can pick up the van(s), no earlier than 1 hour prior to scheduled departure time, from the Motor Pool Office located at 30 Winter St.

• Office hours are Monday-Friday, 7:00 am to 3:30 pm

  • Weekday after hours, keys should be picked up no later than 3:00 pm

  • Weekend after hours (Friday 3:30 pm to Monday 7:00 am), contact Public Safety for an officer to meet you at the Motor Pool Office for pickup (740.368.2222)

• When signing the vehicle out, the driver must sign for the keys, fuel card, vehicle notebook, and any other requested items.

  • Key will only be issued to a driver that is listed on the Group Travel form.

  • The driver must walk to the vehicle with the Motor Pool representative to perform a visual inspection, noting any damage or lack of cleanliness at that time.

Vehicle Return

• When dropping the vehicle off, you must drop it off at the time and date that was indicated on the Travel & Transportation form.

• Ensure that all windows are put up, doors are shut, and the vehicle is locked.

• Then, all keys, fuel card, and any other items signed out with the vehicle are to be left with the Motor Pool representative.

  • If it is after business hours, you can put these items in the drop box located on the door of Motor Pool.

• A post-vehicle inspection will be performed by the Motor Pool staff.

  • Vehicles must have a full tank of gas.

  • All loose trash must be properly disposed of and the vehicle should be left in the condition, if not better, than when you picked it up.

  • If there are damages or not an adequate amount of gas, the student organization will be charged.

If student organization members are traveling on behalf of their organization, each member must complete if they are traveling overnight and/or participating in an inherently dangerous activity. These can be completed and returned to the Student Involvement Office prior to trip departure.

• Domestic Overnight Travel Waiver 

• Inherently Dangerous Activity Waiver (No Overnight Travel)