1. STAFF TRAVEL
a. Current University and Athletics guidelines for faculty and staff professional travel will apply. These will establish maximum reimbursements for meals, lodging and use of privately owned vehicles.b. American Express Corporate cards are available to all full-time Athletics faculty and professional staff and greatly reduce the need to request cash advances or to carry large amounts of cash. Its' use is encouraged for payment of hotel, restaurant, rental vehicle and all other bills, as feasible, for individual professional travel.
c. The University purchasing card (credit card) may be used for individual professional travel airline or train expenses, but is not valid for lodging, meals or rental vehicles for individual (non- team) travel.
d. A "Request for Cash Advance" (electronically on "Purchase Requisition", check "Cash Advance" box) may be utilized, if necessary, for amounts of $100 or more.
e. A "Business Expense Report" form (BER) should be submitted promptly upon return to campus, preferably within two business days to settle the financial aspects of each trip.
f. When traveling on University business, staff members may choose to stay in private homes instead of hotels/motels. It is permissible to pay the private home host $10 per day in this circumstance. A "Cash Receipt Acknowledgement" form must be signed by the host and included with receipts when the staff member completes the BER for that trip. (Forms available from DFH Office Coordinator or BCC Executive Secretary).
g. It is necessary to receive authorization to travel on University business prior to the trip. No off-campus travel should occur without this authorization. Well in advance of any professional travel, staff members must complete an "Athletics Request for Travel" form if they are not requesting a cash advance. The travel must be authorized by the Director or Associate Director of Athletics, Business & External Affairs or their designees. The form then must be filed in the Office of the Senior Associate Director prior to the trip. If a cash advance is requested, the "Request for Cash Advance" form will serve this purpose. It is only necessary to submit the "Athletics Request for Travel" form when no cash advance is requested.
h. Required annual conference coaches meetings will be supported by Athletics administrative funds.
i. All Athletics professional development travel by coaches will need to be supported by supplemental funds. However, Athletics administrative funding will be provided for coaches to attend meetings for regional and national organizations in which they hold significant leadership positions. (e. g. , President)
j. Staff members should become familiar with University policies on "Reimbursement for faculty, professional and staff entertainment of University guests" and the "University Travel Policy". These can be found in the University of Delaware Policies and Procedures Manual, "Section 3 - Financial" on the web.
k. Athletics staff members are expected to utilize, for future Athletics professional travel, any free flights acquired through vouchers provided by the airlines (e. g. , for "bumps" from oversold flights, for results of lawsuits related to price-fixing, etc. ) and/or "frequent flyer" mileage resulting from professional travel which is paid or reimbursed by University (Athletics) funds. Any free flights resulting from University paid travel are not to be used for personal, non-University related purposes. Current NCAA policy also prohibits student-athletes from gaining such personal advantage from University supported travel.
l. Athletics professional and salaried staff employees will receive reimbursement for local travel utilizing personal vehicles according to the following:
1) The trip is made with prior approval by appropriate administrative staff supervisor.2) Use of University and/or unit-owned vehicles is precluded by urgency and/or nature of the trip.
3) The trip cannot be arranged as a natural extension of travel to/from work or to/from lunch or other meetings, etc.
4) Mileage for on-campus travel (i. e. , trips to University offices) will be approved for reimbursement only in extraordinary cases. On-campus travel is often associated with fulfillment of job responsibilities.
5) A completed "Athletics Monthly Mileage Record, Local Travel" form must be included with the BER when reimbursement is requested for such authorized travel.
m. By University travel policy, certain expenses are non-allowable.
"Charges for baby-sitting, fines for traffic violations, boarding of pets, travel insurance, loss or damage to personal property, valet service, newspapers and periodicals, repairs to personal vehicles used for work related purposes, travel expenses for spouse and other family members, and movies are representative of expenditures that are not reimbursable under University policy. "
Specific to personal telephone calls while traveling on University business, it is very helpful to our business office staff if you:
1) Handle personal calls upon check-out so that they are removed from the bill altogether, (THIS IS THE MOST STRONGLY PREFERRED METHOD), or2) Remove personal calls (cross through) on hotel bills when requesting reimbursement of expenses and exclude this amount from your request, or
3) Pay by personal check to cover these expenses when direct billed invoices include such charges. Information regarding this is available from the Director or Associate Director of Athletics, Business & External Affairs.
Business-related calls are reimbursable. (i. e. , recruiting calls, calls back to the office, etc. )
n. "Business Expense Report" forms may be processed for meals up to a specified maximum under University policy, without receipts. Any request exceeding that maximum must have accompanying receipts for the full amount.
1) University budget support is intended to cover actual expenses. It is anticipated that reimbursement only for actual expenses will be requested.2) The receipt exception is not applicable to team travel.
o. Personal reimbursement for airport parking under normal circumstances shall not exceed the applicable economy lot daily rate. Staff members utilizing the short-term parking garage will need to support the excess with personal funds. (Short-term garage is roughly twice the cost. )
p. Before making any travel arrangements, the Supervisor, Events should be consulted for the agencies currently representing Athletics for transportation and/or lodging. These agencies should also be utilized for all individual professional travel as they, typically will represent the best services for the most economical rates. Exceptions should only exist when there is a documentable lack of availability or a rate comparison demonstrates a better financial arrangement.
q. When non-University rental vehicles are utilized while on University business in the U. S. or Canada, the collision damage insurance coverage should be waived. If an accident occurs in such a rental vehicle, the University insurance policy information should be given rather than personal policy information. The policy is:
University of Delaware
Nationwide
Policy Number 52BA1075590001This should be carried on all trips where non-University rental vehicles will be used.
NOTE: For any University business travel outside the U. S. and Canada, the rental agency's coverage should be purchased since the University policy does not apply.
r. All expenses associated with accidents or other damage to rented vehicles incurred while being used for Athletics business will be charged to supplemental funds of the involved program. This will apply up to the level of the applicable insurance deductible.
s. Any damage must be reported immediately to the Director or Associate Director of Athletics, Business & External Affairs, including a detailed written description of the incident resulting in the damage. This will ensure appropriate notifications and activation of insurance coverage.
2. TEAM TRAVEL
a. Team travel arrangements are handled by the Supervisor, Events or individual coaches, except for football which is handled by the Manager, Football Operations. All team travel needs to be coordinated with ample advance notice with these individuals.b. Meal money allocation limits are in effect. Maximums vary depending on whether the money is distributed with signed acknowledgment of receipt versus eating of group meals with a single restaurant receipt and the location, whether a designated "high cost" area or not. Information on specific amounts is available from the Director or Associate Director of Athletics, Business & External Affairs.
c. When part of the money for a given day's meals is distributed and part spent on a group restaurant meal, the lower of the two allocation rates (i. e. , the rate when money is distributed) will apply.
d. Specific travel policies for sport programs with mandated Colonial Athletic Association Conference round robin schedules are in effect. These pertain to mode of transportation and lodging and also apply to CAA post-season play. Information regarding these policies is available from the Director or Associate Director of Athletics, Business & External Affairs.
e. Cash for team travel for approved contests may be obtained prior to the trip as follows:
1) Up to $800 - petty cash check from Senior Secretary, Insurance with at least two business days advance notice.(See "Petty Cash Accounts" for additional details. )
2) Over $800 - "Request for Cash Advance" form completed, signed and submitted to Records Analyst/Coordinator. The amount will be deposited into your personal bank account within a few days.
3) With prior approval of the Director or Associate Director of Athletics, Business & External Affairs, the University purchasing card may be used for the following team travel expenses:
a) restaurant meals for approved away contests onlyb) rental vehicles (e. g. , vans) for travel associated with approved away contests.
c) For both, the actual vendor and cost need to be E- Mailed to the Director or Associate Director of Athletics, Business & External Affairs upon return.
NOTE: The purchasing card is not valid for lodging or flight/bus transportation for team trips.
f. Coaches must adhere to their budget parameters. Head coaches are responsible for ensuring that team travel arrangements correspond to available funding.
g. AGB 1/80
Due to funding problems, teams may not stay beyond their competition involvement. Teams are expected to return home as quickly as feasible following their events unless doing so will require more expense than staying for the originally scheduled time.
h. The coaching staff is responsible for team conduct and well being while traveling to away contests. Student-athletes are expected to behave in a manner reflecting the high standards of conduct of Delaware Athletics and the University, overall.
i. All individuals competing for UD must be supervised by an authorized staff member. For sport programs in which individuals compete separately, when travel is 250 miles or greater, team members competing for UD must be accompanied/supervised by the head or 1st assistant coach for that team. For travel less than 250 miles, supervision by a 2nd, 3rd, etc. or a volunteer assistant is permissible. Any exception must have the written approval of the Director of Athletics.
j. When professional drivers are not applicable, adult drivers (approved team personnel) are encouraged whenever possible. If it is necessary for students to drive, they should be non- participants (i. e. , trainers, managers, etc. ) whenever possible for safety reasons. The student's personal automobile insurance would be primary coverage and should have limits of at least $500,000 per person per occurrence for bodily injury and $250,000 per occurrence for property damage.
k. Private vehicles of students should not be utilized for team transportation to scheduled contests. In addition, the use of private vehicles, driven by students, to provide transportation to off-campus practice sites, is not encouraged. However, when students drive private cars to scheduled off-campus practices, the student's personal insurance is primary. The recommended levels are $500,000 per incident per person for bodily injury and $250,000 per occurrence for property damage.
Coaches are responsible for communicating this information to students affiliated with their teams.
l. When coaches drive private vehicles to transport team members on scheduled trips, the personal automobile insurance of the coach/driver will apply as primary. University automobile coverage would be excess. Coaches utilizing private cars for this purpose are encouraged by University policy to "carry adequate automobile liability coverage under their own insurance policies. Limits of at least $500,000 per occurrence for bodily injury and $250,000 per occurrence for property damage are suggested. "
m. For scheduled contests, team members are expected to travel via the University provided transportation. On those occasions that they choose to utilize alternate means of transportation to or from a contest, they need to sign a copy of the "Alternate Transportation Form", if they are 18 or older. Team personnel under the age of 18 must have the "Consent Form for Alternate Transportation" completed and signed by parents or legal guardians (preferably both parents or guardians where applicable).
1) These forms should be completed and filed prior to the trip in all cases possible.2) The forms should be kept on file by the head coach for a period of three (3) years and then destroyed.
3) The forms are available from the Delaware Field House Office Coordinator.
n. Only persons affiliated with the University may travel with the team, by coaches' consent, and only when liability is assumed by the bus, or other vehicle, company.
o. Volunteer (unpaid) coaches are not covered by University automobile insurance and may not drive University-owned vehicles.
p. When arranging transportation and lodging, the following general guidelines will apply:
1) Motor Pool - Vehicle arrangements must be made as early as possible to ensure the availability of Motor Pool vehicles.A 24-hour notice is required to change or cancel confirmed reservations or a Motor Pool service charge (a day's rate per vehicle) will be assessed.
2) Bus transportation will go out on bid. Requests must be specific as to destination, date and time of leaving and date and estimated time of return. Stops for meals or upon return to campus should be included. VCR equipped coaches may be requested and are sometimes available. They are more expensive and budgets need to be closely monitored to ensure that they can support the added cost. Any expenses related to video rental or purchase for use on team trips may only be charged to the sport's alumni account.
3) Cancellation of bus transportation should only be made in the event of a cancellation or postponement of an athletics event. The bus companies require at least a two-hour notice of cancellation and often more. If the bus makes the trip to Newark and is then cancelled, a cancellation fee will be charged to the sport's budget.
4) Bus costs can be obtained from the Athletics Business Office, when available.
5) Approved flights for authorized trips will be arranged through the agency handling Athletics travel. Coaches are not to make independent flight arrangements through other agencies nor directly with the airlines. Information on the appropriate agency is available from the Supervisor, Events.
Major commercial airlines will be used for team travel, when flights are required. In the few instances when charters are necessary, they will be arranged with the involvement of the Director of Purchasing and the Treasurers Office to ensure the financial stability and safety record of the airline.
6) Lodging for approved overnight travel will be arranged through the agency handling Athletics lodging, where applicable. Information on the appropriate agency is available from the Supervisor, Events.
7) Under most circumstances, confirmed room reservations should be made at least one month in advance. Approximate check-in and check-out times and dates will be required at that time. A rooming list will be needed two weeks prior to the trip. Every effort will be made to have hotel costs direct billed.
8) Student-athletes good conduct is expected at all times. The coaching staff is responsible for the team while traveling. Any room damages, unapproved phone or movie charges, etc. will be charged to the team budget or the individual student-athlete as deemed appropriate. NCAA rules regarding extra benefits will apply.
9) Lodging reservations changes or cancellations usually require 72 hours notice.
10) Rental cars/vans will be utilized as necessary, for ground transportation at competition sites and when Motor Pool vehicles are not available.
q. NCAA championship travel has specific requirements. Refer to the current "NCAA Travel Handbook". NCAA travel arrangements will be handled by the Assistant Director for Operations.
r. Coaches must accompany their teams when they travel to away contests - not meet them at the competition site. All team travel must be monitored by an approved coach. Any exception must be approved in writing by the Director of Athletics.
s. All travel party members are expected to carry their own personal baggage both into airports and into hotels. Curbside check-in and porter/bellhop assistance, which results in an expected per bag gratuity is to be avoided. A reasonable exception to this would be one or two bulky containers of team equipment which would be otherwise difficult to maneuver.
t. Airport parking should be in the Economy Lot when University reimbursement is requested.
u. The collision damage insurance coverage on non-University rental vehicles should be waived. If an accident occurs in such a rental vehicle, the University's insurance policy information should be given rather than personal policy information, if University funds are utilized and the vehicle is providing team transportation. The policy is:
University of Delaware
Nationwide
Policy Number 52BA1075590001This should be carried on all team trips where non-University rental vehicles will be used.
NOTE: For any team travel outside the U. S. and Canada, the rental agency's coverage should be purchased since the University policy does not apply.
v. All expenses associated with accidents or other damage to rented vehicles incurred during team travel will be charged to supplemental funds of the involved program. This will apply up to the level of the applicable insurance deductible.
w. Any damage must be reported immediately to the Director or Associate Director of Athletics, Business & External Affairs, including a detailed written description of the incident resulting in the damage. This will ensure appropriate notifications and activation of insurance coverage.
x. The following policies and guidelines must be followed when utilizing 15 passenger vans for team travel. Because 12 passenger vans also tend to roll over in accidents when heavily loaded, the same principles should be applied, as policy, for their use as well.
1) Fifteen passenger van occupancy may not exceed a total of nine individuals, including driver. This number should be reduced if there is significant additional weight due to luggage, passenger weight, etc.2) A valid drivers license is required for each driver and all applicable local, state and federal laws must be adhered to.
3) The following guidelines apply.
a) Seatbelt usage must comply with applicable state laws, but, in addition, should be used at all times by passengers in all rows of seats.b) All drivers must have safe driving records. Experience driving vans or similar vehicles is strongly preferred. Whenever possible, drivers should be experienced adults (approved team/group personnel). If it is necessary for students to drive, they should, whenever possible, be:
• Non-Participants (e. g. , non-competing team members, managers, statisticians etc. )• 21 years of age or older (under no circumstances may a driver less than 18 years of age be assigned)
c) Single day total driving mileage per van should not exceed five (5) hours (roughly 250 miles). Rest stops roughly every two hours are strongly encouraged.
Examples:
• Van travels up to 2. 5 hours (roughly 125 miles) to site of competition and then returns, same day.• Van travels up to 5 hours (roughly 250 miles) to site of competition, stays overnight and returns following day.
d) Loading of luggage racks on top of these vehicles is strongly discouraged.
y. During team travel for scheduled competitions, expenditures for entertainment,
such as movies, museums, historical attractions, etc., are not generally expected. However, on a rare and infrequent basis, especially when extenuating circumstances such as multiple contests with a day between competitions exist, this is permissible. Prior approval should be obtained from the program administrator.
(Approved by AGB, 4/14/05)