Hillsborough Community College
4001 W. Tampa Bay Blvd. DSSC 322
Tampa, FL 33614
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Traveling with Students

Instructions for completing Travel Forms when traveling WITH a group of students


All Request for International Travel Forms must be signed by the Director of International Education prior to the College President's review. Please submit the following documents in one packet to the Director of International Education, Gwendolyn W. Stephenson District Administration Center (GWSC 313) 14 days prior to departure. Partial or incomplete packets will not be accepted and returned.

Use checklist provided as a reference.

  1. Fillable Request for International Travel Form must be signed by your supervisor and the Director of International Education at GWSC 313 prior to travel. This form requests the following attachments:
    • Copy of passport
    • Copy of visa (if applicable)
  2. Out of District Travel Expense Form. The BEFORE THE TRIP section needs to reflect the estimated costs the college will be covering. Be sure to include the account number and supervisor’s signature. If the college pays for you and a group of students, the estimates should reflect that accordingly:
    • Ex:) If a study abroad program fee is $1,000 for each participant for a group of 10 students and a lead faculty’s cost is $800, enter $10,800 under the Type of Expense, Registration.
    • Meals: The per Diem rate for meals when travelling internationally is dependent on the funding source. Read more.
    • Attach supporting documents for estimated expenses such as flight search result, estimated program cost, accommodation search, etc. 
    • Copy of itinerary
  3. Proof of travel Health Insurance (Medical and Emergency Evacuation Insurance). There is no cost to HCC faculty and staff.
  4. Student Roster Template listing all HCC student(s) participating in the travel.
  5. Instructional Plan (if applicable): If a faculty is missing any classes because of the requested travel, s/he must submit the explanation on how to support learning and the required instructional minutes per course.
  6. Emergency evacuation plan for the program.

Once all documents are reviewed and signed, the International Education office will submit the fully approved paperwork to the travel department for processing. Everything will be returned to the traveler including the ORIGINAL Out of District Travel Expense Form.


Within 14 days of returning to the U.S., complete the ORIGINAL Out of District Travel Expense Form’s AFTER THE TRIP section. Attach all necessary invoices and receipts to support  the expenses and mail the packet directly to the Budget and Disbursement Office, Gwendolyn W. Stephenson District Administration Center (GWSC 519).

Hillsborough Community College Center for International Education