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Announcements. SCC Meeting Tuesday, March 2, 7pm SRC 114 Up coming events? Spring Break club trips?. How to: Road Trip!. Sport Club Management Series Bob Gough, Sport Club Coordinator The University of North Carolina Wilmington. Learning objectives: . 1. Develop a plan for traveling

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Presentation Transcript
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Announcements

  • SCC Meeting Tuesday, March 2, 7pm SRC 114

  • Up coming events?

  • Spring Break club trips?


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How to: Road Trip!

Sport Club Management Series

Bob Gough, Sport Club Coordinator

The University of North Carolina Wilmington


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Learning objectives:

  • 1. Develop a plan for traveling

  • 2. Indentify specific sport club Travel forms

  • 3. Recite the Pre-trip meeting dates & times

  • 4. Indentify deadlines related to Sport Club Travel Policy

  • 5. Indentify Budget Point earnings for Travel


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Sport Club Manual

Your club will most likely leave the picturesque scenery of Wilmington at some point during the semester to compete against another university or collegiate club. You need to plan ahead for such a trip.


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Trip Leader

  • Designate a Trip Leader. This person will be responsible for all travel paperwork and is responsible for attending the pre-trip meeting.

  • These meetings are held on Tuesday nights 7:30-8:00pm and Wednesday afternoons 4:00-4:30pm before the trip.

  • Pick the time that is most convenient for you. The trip leader MUST attend this meeting!


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Travel Request Form

  • Submit the Travel Request form at least Fourteen (14) Business days prior to the date of departure. This must include a roster.


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Travel Roster

  • Indicate on the Travel Request roster each club member that may receive a reimbursement. We need this information in order to process the travel.


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On-Line Travel System

  • The Sport Club office will process the Travel Request. The completed travel authorization will be sent to the trip leader via UNCW email for approval. Approval must be completed prior to travel! Keep you in-box clean!


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On-Line Travel System

  • The email will direct the trip leader to the UNCW Travel webpage. There, they trip leader will be asked to “approve” the details of the trip. If there are any corrections to be made please contact the Sport Club office immediately. *UNCW administrators must also approve the travel so please respond to the travel email promptly.


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“Pre-pays”

  • You can utilize on-campus funds to pay for entry fees and rental cars.

  • Hotels and airfare cannot be “advanced” but may be reimbursed.

  • Remember only individuals listed on the official club roster are eligible to travel with the club. SGA/SCC allocated money may not be used to supplement a “vacation.”

  • All details will be reviewed and revisions can be made at the pre-trip meeting. If a club is not represented at the pre-trip meeting, the club will not be authorized to travel.


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How do you plan travel?

  • Find out about the event.

  • Build a budget

    • entry fee (are they refundable)

    • gas

    • lodging

    • rentals

    • equipment

    • other?


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How do you plan travel?

  • Check the date

    • compare to UNCW academic calendar

    • compare to other club events you could attend

    • check with membership

      • do you have enough to go?

  • Check the weather forecast

    • www.weather.com

      • 10 day

      • weekend

      • locations between here and there


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How do you plan travel?

  • Complete all sport club forms

    • Payment Request for entry fees

      • UNCW makes checks once a week on Wednesdays

      • Deadline to make the “check-run” is the Wed before

      • Indicate if you want it mailed or will hand deliver

    • Vehicle Request for rentals

      • Reservation number(s)

      • Drivers

      • note new insurance rules for Enterprise


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Gas Cards!

  • New for 2009-2010 school year

    • If you use a rental car, then your club may request a UNCW gas card

    • The money will come directly out of your on-campus fund

    • Indicate on the Travel Request your desire to request a gas card

    • Receipts must be maintained and documented!


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Hotels

  • All rooms will be in the name of the person that made the reservation unless you make a change

  • Make sure the name on the receipt matches the name on the credit card!

  • Ask the attendant to change it when you check-in


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When you get back

  • Entry fees, lodging and gas costs may be reimbursed from your clubs allocated account.

  • We cannot reimburse without a receipt!

    • NO EXCEPTIONS

  • Travel Reimbursement forms are due on by Noon Wednesday

    • receipts, signature and President’s initial

    • form must be completed


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Reimbursement

  • All travel guidelines must be observed in order to be eligible for reimbursements.

  • If a club is sanctioned due to conduct on a trip, on-campus funds will not be used to reimburse expenses!

  • Hotel rooms and/or gas: Make sure the name on the receipt matches the name on the credit card!


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Reimbursement

  • Reimbursement check

    • available for you to pick up or

    • included in your UNCW paycheck

  • Expenses incurred during un-authorized travel will not be processed.

  • Only those club members listed on the travel roster by the end of the Wednesday pre-trip meeting are eligible for reimbursements. No exception will be made.


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TravelNational Participation

1 = in-state 1 = local/state tourney

3 = boarder state 3 = regional or league

5 = beyond tourney

5 = national tourney

Budget Points - Travel


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Learning objectives:

  • 1. Develop a plan for traveling

  • 2. Indentify specific sport club Travel forms

  • 3. Recite the Pre-trip meeting dates & times

  • 4. Indentify deadlines related to Sport Club Travel Policy

  • 5. Indentify Budget Point earnings for Travel


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  • Bob Gough

  • [email protected]

  • 910-962-7758

  • Office hours

    • Monday-Friday 10am~6pm

    • Weekends as needed


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