Field Trip Approval Form

Prior to filling out the form, it is recommended that you download and review the College Visit Guide and the Sample Itinerary. Downloading these items while filling out the form may result in losing entered information.


  1. WSAC pre-approval is required for all field trips.
  2. Field Trip Request forms are submitted to Marcie Sample, Associate Director, via, at least 10 days prior to the trip or any related expenses. Failure to do so may result in expenses not being reimbursed.
  3. Field Trip Requests will be reviewed and an approval or denial will be emailed to the requester within 3 business days of receipt.
  4. All field trip activities must be entered in the portal within 10 days of the trip.

No expenses will be reimbursed until the portal entries are complete and all documentation is submitted.

Please review our Frequently Asked Questions about the field trip approval process.

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Basic Information
Trip Information
Enter in your field trip destination(s). If you are going to multiple places please separate those places with a comma in the space provided (Ex: UW Seattle, Space Needle, Boeing).
Purpose of Field Trip
Provide a detailed itinerary that includes departure and return times. The itinerary must be specific and include all activities. College visits that do not include the required elements (see College Visit Guide), may not be approved. A sample agenda is available for download at the top of this form. If the field trip includes a program provided by another entity please provide that.
Files must be less than 2 MB.
Allowed file types: gif jpg jpeg png bmp eps tif pict psd txt rtf html pdf doc docx odt ppt pptx odp xls xlsx ods xml.
Field Trip Attendees
Note: All meal and registration/fee expenses for non-GEAR UP students must be paid from another source. If the majority of students are not GEAR UP, all transportation and/or lodging expenses will be pro-rated based on actual attendance.
Note: This number does not include a bus driver if applicable.
Transportation Information
If you selected "Charter Bus" as the mode of transportation for this field trip please explain why this is a necessary expense.
Meal Expenses
School MealPre-purchaseRestaurant/College CampusCash - Meal Allowance (signature required)YesNo
Lodging Expenses
Lodging must not exceed state per diem rates. A final copy of the lodging list and the invoice is required with the A19.
Lodging Must not Exceed state Per Diem Rates.
Other Expenses (fees and registration)
All fees for non-GEAR UP students must be paid from other funds. If it's a flat fee, they will be prorated based on actual attendance. The school will not be reimbursed for no-shows.
Registration or Entrance Fees are required
Fees are a flat rate for this group