Travel and Expense at Kean University

Kean University supports safe, compliant, and cost-effective travel for students, faculty, staff, and guests.

This page provides general information for student and guest travel, including required forms and contact details for assistance.

Travel and Expense Policy

All Travel & Expense resources, forms, and training materials have moved to KeanConnect.

Please log in using your Kean credentials to access detailed instructions, policies, and system support.

Access Travel & Expense on Kean Connect

All student travel must be pre-approved and coordinated in accordance with University policy.

Student Travel Requirements Summary

This summary highlights key requirements. Faculty and staff are responsible for reviewing and complying with the full Travel and Expense Policy, which is available in KeanConnect.

• Students participating in University-sponsored travel must follow the University’s Travel and Expense Policy and are subject to all Kean University policies, rules, and the Student Code of Conduct while off campus, including compliance with standards on behavior, substance use, and community responsibility, regardless of local laws or customs.
• Pre-approval is required at least six (6) weeks before travel begins.
• A faculty or staff sponsor must coordinate the trip and submit the required documentation in Emburse for review and approval.
• One (1) faculty or staff chaperone is required for every twenty-five (25) students.
• Faculty and staff may not transport students in personal vehicles; all University-sponsored travel must use a University-owned or chartered vehicle arranged through Facilities and Campus Planning or Procurement.

If Faculty/Staff are traveling with students, please complete the additional forms below:

Please attach the necessary student forms to the Pre-Approval request in Emburse.

The Roster Form, Clery Form, and Travel Schedule must also be submitted to Sonya Yantin at syantin@kean.edu.

Required Forms:

Curricular Travel Notification Form (Form S-1) (confirm this is not needed before removal)

Roster Form (Form S-2)

Clery Form - Overnight Trip

Student Travel Registration Form - Day Trip (Form CCST-4A)

Student Travel Registration Form - Overnight Trip (Form CCST-4B)

Faculty requesting bus transportation must submit their request through BusHive Request

Undergraduate Student Access to Emburse

Undergraduate students who require access to Emburse, the University’s travel and expense platform, must complete the Travel & Expense Canvas Training.

Students need Emburse access only if they will submit their own travel expenses or expect reimbursement for University-approved travel. This applies to activities such as conferences, trainings, seminars, and workshops, but not to Travelearn, study abroad, or athletic trips, which are managed separately.

Once the Canvas training is completed, students will be granted access to Emburse and will be able to log in and manage their travel and expense information.

Complete the Travel & Expense Canvas Training

Kean University may approve and reimburse travel for non-employees in limited cases, in accordance with University policy.

Guest travelers include prospective employees, consultants, and contractors who travel on official University business.

Guest Travel Requirements Summary

• This summary highlights key requirements. Faculty and staff coordinating guest travel are responsible for reviewing and complying with the full Travel and Expense Policy, which is housed in KeanConnect.
• Reimbursement is limited to reasonable, pre-approved expenses within approved budget limits.
• A Pre-Approval must be submitted by the University employee arranging the trip.
• Whenever possible, travel should be booked through the University’s contracted Travel Management Company (CTM).
• The most economical travel arrangements must be made. Only standard economy fares may be booked, except in limited cases where premium economy is justified and approved in advance.
• For consultant or contractor travel, the individual’s agreement must include a travel provision outlining any authorized arrangements or reimbursements. All such agreements must be reviewed by University Counsel and Procurement & Business Services before travel occurs.
• Original, itemized receipts are required for reimbursement.

Travel approvals, expense reimbursements, training, booking, and program resources are managed through designated University systems.
Please use the appropriate platform below based on your travel needs.

Faculty, staff, students, and guests are responsible for ensuring all required approvals and processes are completed before travel begins.