Intercollegiate Athletics Policy Manual
10.00 Finance and Business
10.11.1 Travel - Staff Travel Policy, Individual Staff Members
Official travel is defined as an absence from the city or town where one normally works for the purpose of conducting University business. Departmental staff travel covers all approved business travel by individual staff members including, but not limited to, activities such as recruiting; training; staff development; and attendance at professional meetings, fund raising events, speaking engagements or sports' events. State of Texas policies and procedures are the same for all these types of travel; however, staff members must also abide by any additional Departmental, NCAA and Big 12 Conference rules and regulations.
Under the supervision of the Associate Athletics Director for Business Operations, the Athletics Business Office monitors all travel and business expense reimbursement forms for conformity with University guidelines. For travel expenses to be approved for reimbursement, they must be (1) actual and reasonable in cost; (2) supported by valid original receipts; (3) consistent with reasonable living standards and an appropriate representation of the University at the activity, and (4) necessary for the performance of University business.
Non-reimbursable expenses or travel expenses that are reimbursed by another institution or organization should not be processed through University reporting systems. In general, non-reimbursable expenses are defined as any social, personal or non-essential expense. (For detailed information on travel reimbursements, see this section – Disbursements: Travel and Entertainment Expenses.)
PERSONAL APPEARANCE AUTHORIZATIONS
All requests for personal appearance or speaking engagement travel expenses must be approved by the employee’s immediate supervisor unless otherwise specified in the employee’s contract or working agreement. These requests are given individual consideration, and approval is based on the benefit derived and the expense incurred by the Department. The Directors of Athletics retain the right to approve all personal appearance or speaking engagements.
TRAVEL RESERVATIONS
Individuals are responsible for making their own lodging reservations. It is recommended that reservations be booked as far in advance of a planned trip as possible to ensure that travel discounts and suitable accommodations are obtained.
All air travel reservations must be made through the University’s designated travel agency (for current travel agency contact the Athletics Business Office.)
When calling the University travel agency, employees must identify themselves as University of Texas employees and request service from the agent(s) responsible for the University's travel program.
GENERAL BUSINESS TRAVEL
Departmental staff members are encouraged to participate in educational and/or professional conferences, conventions and other forms of training and professional development. However, certain limitations have been placed on the amount of time that can be taken away from work and the reimbursable expenses allowed for such travel.
Furthermore, the Department recognizes the public's interest in intercollegiate sports and encourages staff members to accept speaking engagements which provide an acceptable forum to increase public awareness and support of the University's intercollegiate sports program, as well as to generate goodwill within the community, state or nation. However, staff members must make every effort to minimize expenses, as well as their time away from work, related to speaking engagements. When individuals accept fees for addressing various groups, travel expenses must be paid by the individual. All requests for travel expenses related to a personal appearance or a speaking engagement must be approved in advance by the employee’s immediate supervisor and/or the Director of Athletics. (See Section 5, Compliance: Coaches and Administrators: Outside Employment and Promotional Activities, in this Policy Manual for additional information and relevant appendix form.)
RECRUITING TRAVEL
The Associate Athletics Director for Compliance and the Compliance Coordinator are responsible for monitoring recruiting activities and adherence to NCAA, University, and Big 12 Conference regulations regarding:
1. The number, the site and the dates of contacts made by Athletics staff members with prospective student-athletes and their relatives; and
2. The cost and type of entertainment provided for prospective student-athletes during contact.
Specific information concerning acceptable recruiting practices is provided in the NCAA Manual in Bylaw 13 and the Rules Governing Athletics and All Participation of the Big 12 Conference.
Travel expenses for recruiting purposes must be within the approved budget for each sport.
Head Coaches are responsible for approving the travel plans of Assistant Coaches on recruiting assignments following NCAA, Conference and University guidelines and budgetary limitations. The individual traveling is responsible for arranging his/her personal itinerary within travel guidelines.
The Department will not reimburse recruiting expenses performed while on vacation. The Director of Athletics must approve any exceptions to this rule PRIOR to the trip.
ALLOWANCES AND DOCUMENTATION
Department staff members are to observe established ethical business practices when traveling on official Departmental business. Travel reimbursements are limited to actual expenses incurred for transportation, meals, lodging, and related business expenses. Staff members are responsible for all expenses of spouses, other dependents or guests who may accompany them on trips unless they have received prior written approval to include such expenses
REIMBURSEMENT OF TRAVEL EXPENSES
A Travel Expense Report form (APPENDIX – Expense Report Form.pdf in this section) along with chronologically arranged receipts and other required documentation must be submitted to the Athletics Business Office within five (5) days following the date of the advance. The Expense Report is designed to elicit a detailed account of travel expenditures, as required for reimbursement. Extreme care should be used to differentiate between those expenses that are paid directly by the Department and those paid for by credit card or by funds obtained through a travel advance. For additional information, see this section – Disbursements: Travel and Entertainment Expenses.)
The Travel Expense Report is used to report all expenses associated with travel and also to reconcile and clear any funds advanced for a trip. In the event that funds which were advanced for a trip were not needed to cover official business expenses, the traveler must return the balance of the funds to the Athletics Business Office when submitting the Report. Additionally, reimbursement for personal expenses** that have been charged to the Department must be remitted before the travel clearance is complete.
**PERSONAL REIMBURSEMENTS
On occasion, personal reimbursements may be made to staff members for out-of-pocket expenditures on goods and services. These personal expenditures must only be done in emergency situations, where customary purchasing procedures cannot be utilized, i.e. in a case where a vendor will not accept a UT purchase order. All such expenditures must be made on a sales tax exempt basis, with a Texas Sales Tax Exemption Certificate (APPENDIX – Texas Sales Tax Exemption Certificate.pdf) provided to the vendor at the time of purchase, and must be approved in advance by an immediate supervisor. Claims for reimbursement of personal expenditure for goods and services must done by submitting a Personal Reimbursement Form (APPENDIX – Personal Reimbursement Form.pdf) to the Athletics Business Office. Use of the Texas Hotel Occupancy Tax Exemption form (APPENDIX – Texas Hotel Occupancy Tax Exemption.pdf) should also be adhered to/completed, where/when applicable.
last updated: February 11, 2009