All bus contracts are handled through Purchasing. These contracts cover individual sport seasons for team travel. Athletics must follow proper purchasing procedures in order to go into a contract with any bus company. Certain insurances and equipment maintenance must be met before Purchasing accepts the agreement.
Athletic hotel reservations for training purposes during Spring break trips are to be made in cooperation with the following people/groups of people: Business Manager for your Department, Athletic Director, Coaches, Equipment Manager, and Travel Manager. This cooperation is necessary to coordinate all ground/air transportation arrangements for each team.
It is better to make reservations with the Travel card as you will receive a confirmation number for the teams stay. Coaches pay for hotel charges and group meals with their Travel card and obtain reimbursement after the trip. Meal advances may be obtained from the Travel Manager prior to the trip for each coach. Each coach is responsible for issuing funds to team members, obtaining signatures on meal rosters, and reconciling the funds after the completion of trips on a travel expense voucher. Make sure all necessary signatures are applied.
Individual coaches must make on site arrangements for van rentals for Spring training transportation.
Recruitment reimbursements may be obtained via petty cash (any expenses under $200) or through the travel expense vouchers. Information required on both vouchers:
- Specific dates
- Detailed locations
- Detailed mileage records
- Meals purchased (per diem rates apply here)
- Hotel/room receipts (original receipts only)
- All necessary signatures.