Travel Fall Training 2012
Forms • Travel Request • 10 days prior to departure • Travel Roster • Initial Roster (First and Last names): submit with travel request • Final Roster: 3 business days before departure
Travel Accommodations • With any travel request you must include • Hotel • Name, address, phone #, and rate must be included with TRAVEL REQUEST FORM. • Also include check in/out dates, number, type of rooms and beds. • Rental Car • Include pick up/drop off time, date, and rates • Flight • Required activity time • Charter bus • Full, accurate, finalized itinerary • Pick up/drop off time and location
Travel Folders • Must be picked up before you leave on your trip • Includes: • Travel notes- office contact # • Travel roster & Emergency contacts • Confirmation numbers • Results form (turn in upon return from trip)
Travel Expenses • Credit card that can be used to put travel purchases on. • This card will be used only if travel is turned in on time • Mailing Checks • We can mail registration checks to the destination • Travel advance • Cash requested before the trip.
Travel Advances (TA) • May be issued if travel request is submitted on time. • If you go over the TA allotted, you will receive a reimbursement check • Must turn in receipts 3-5 days following the end of trip . • Any funds not used must be recorded on the travel request form. • For repayment of excess T.A. • Fill out post travel paperwork • Receive invoice for remainder of your T.A.
Repayment of TA • Do NOT turn into University Recreation • Payment must be made within 30 day of ending travel date. • If not paid on time… • Amount will be placed on student account • You may no longer receive a TA for the remainder of your time with the university.
Travel Claim • Appointment must be made with Mike to do post travel forms • Must schedule appointment • Bring ALL receipts back • Tape on paper vertically & itemized • No receipt= No Payment • Have your results ready when you come to your appointment
Driving on Trips • Must take University Driver Training • Must have current driver’s license and insurance • No Volunteer is eligible to drive members on a club trip. • Unless the volunteer is a contracted employee with the university they do not receive insurance from the university while traveling.
Travel Conduct • Accident/major injuries should be reported immediately • Remain clean of alcohol, drugs, and other negative demeanor • When on traveling, clubs are expected to represent the University in a respectful, mature, and legal manner • Any actions deemed to be a negative representation of the University are subject to fine, probation and potential suspension of club
Injuries • If you have an injury • Major • Take necessary action to care for the individual (first aid, hospital, etc.) • Call and inform Club Sport Administration • Fill out and submit injury form upon return to Fayetteville (1 business day) • Minor • Tend to the injured • Fill out and submit injury form upon return to Fayetteville (1 business day)