Team Travel

The steps in setting up Team Travel are:
  1. Complete the Request to travel for a team contest/ recruiting/ or individual form and give it to the Travel Clerk.
  2. The Travel Clerk then acquires approvals from the Compliance Director and the Athletic Business Manager.
  3. Once the trip has been approved, the Travel Clerk assignd a trip number to the form.
  4. At a minimum, the Travel Clerk will handle all air travel, charter bus and rental vehicles (only leaving from or returning to IPFW), and cash advance requests.
  5. For all other Team Travel reservations, the coach has the option to enlist the help of the Travel clerk. However if the coach wants to handle team travel arrangements (not listed above) themselves they are free to do so.
  6. Before the team leaves on the trip, the coach must provide the Travel Clerk with an updated Travel party roster if the roster is different from the orginal request (step 1) so the roster will match the Team Expense Summary form.

Transportation

Air Travel
As "group" air travel reservations are difficult at best, the Travel Clerk will be the conduit between the airlines and the Coach.
The Travel Clerk will use their Travel P-card for the reservations they make.
The Coach and Travel clerk need to work togeather as changes in travelers and itineraries are common.
Now that baggage fees are common place, the Coach should use their travel p-card to cover these expenses.
Charter Bus Travel
For all Charter Bus reservations with a departure or a return to Fort Wayne, the Travel Clerk will make the reservation with the approved carrier.
The Travel Clerk will use their Travel P-card for the reservations they make.
The Coach and Travel Clerk need to work togeather as changes in itineraries are common.
For Charter Bus reservations that do not include Fort Wayne as the departure or destination, the Coach shall make the reservation and use their Travel P-card to cover this expense.
Using vehicles for University Business
Campus Saftey provides policies and instruction on all issues concerning vehicle use on university business. The following list is an example of issues that are addressed.
  • When an IPFW staff member, volunteer, or IPFW Student drives any vehicle on University business they must adhere to the Transportation Policy.
  • When using Passenger Vans all drivers must watch the Van Training Vidio, take the test, print/sign the results, and sent them to Campus Safety.
  • All students and volunteer drivers must complete an MVR check before they are eligible to drive on behalf of the university.
  • Picking up and returning vehicles from Campus Safety

    • Lodging

    Hotels will be contracted with and paid by P-Card. The university will only pay for rooms, tax other related business expenses.
    Incidentals (movies, mini bars, personal phone calls, room service, individual laundry service, restaurants, fitness clinics, other personal hotel services, etc.) are not authorized univesrity expenses.
    Coaches are expected to clear all non-room-related expenses with the hotel at check-out and pay all such expenses personally.
    Miscellaneous team expenses such as uniform laundry, safe rental, portage, business calls can be paid with the cash advance, Travel P-Card or paid personally to be reimbursed.
    Coaches are required to bring back an itemized hotel bill to the Account Clerk.

    Advice to Coaches about Lodging
    1. Assign students to specific rooms and keep track of your assignments. Give a copy to the Travel Agency and the Account Clerk as soon as possible.
    2. Tell students not to charge expenses to their rooms. Tell them they will be held personally responsible if they do.
    3. Have the hotel switchboard shut off the telephones to all rooms used by the team except the coach.
    4. Have the hotel attach a note to each team room folio informing hotel employees not to accept charges for room service, fitness centers, etc. and to notify the coach if anyone attempts to charge such expenses to a room.

    Subsistance

    The amount of subsistance is ultimately calculated by the actual time you were away from campus.

    Cash Advances and/or Travel P-Cards are used to pay subsistance. Cash Advance procedures are as follows:
    1. The Travel Clerk will request a cash advance amount from the Bursar based on the dates listed on the team travel request or an otherwise specific amount requested by the coach.
    2. Head or assistant coach goes to Account Clerk to get an empty blue bag and a form.
    3. Head or assistant coach goes to Bursar with the empty blue bag and form. You will need your ID.
    4. Count the money in front of the bursar. Sign for funds. Check to see if the total equals the amount on the form. If the amount does not equal the amount on the form notify the Account Clerk immediately.
    5. Bring the pink copy of the cash advance back to Account Clerk.
    6. Complete your team travel.
    7. Confirm that the personnel on the Athletic Department Travel Authorization Form (or updated roster) actually did travel by signing the Athletic Department Travel Authorization Form next to the Travel Party portion of the form.
    8. Turn in blue bag with form, receipts and un-used funds to Account Clerk after the trip.
    9. If the actual Travel Party was less than the calculated subsistance amount allows, you must turn in funds equaling that difference.

    Coaches need to know that from the time you sign out the cash advance to the time of its return, you are responsible for those funds. You need to keep the funds on your person. Simply having the funds in a locked room is a breach of security. Reconcile and return unused funds and receipts to the Account Clerk. The unused funds and receipts must equal the cash advance.

     Team Entertainment Policy IPFW Athletics Department will pay a pre-approved amount for reasonable team entertainment associated with "Away-from-Home Contest. Such entertainment will be governed by the following:
    1. Team entertainment must be pre-approved by the Associate A.D./Business Manager and the Compliance Officer.
    2. Team entertainment must be within a 100 mile radius of where the team is playing or practicing, and
    3. Funds cannot come from the university. The expense must be paid for with Foundation monies.
    4. Funds must be available for approval.
    This policy is pursuant to NCAA Bylaw 16.7.1 of the NCAA Division I Manual.     Policy for nonessential person(s) traveling with athletic teams Definitions
    1. Essential personnal include: administrators, coaches, trainers, and players.
    2. Nonessential personnal include: family, fans, and others who do not fit the essential personnal definition.
    Basic policy
    1. Nonessential personnal may travel with athletic teams so long as no additional expense is incurred by IPFW or the Foundation. If an additional cost occurs due to nonessential personnal, the extra expense must be paid personally by the responsible athletic employee or the nonessential personnal.
    Implications
    1. Since IPFW is not allowed to pay expenses due to the addition of nonessential personnal, IPFW can not prepay the nonessential's travel expenses to be reimbursed later. Therefore, the nonessential personnal must reserve and pay the bill using their own money.
    Exception
    1. Travel expenses (including costs of transportation, lodging, subsistence, and event admission) for the spouse of IPFW Head Coaches to attend final NCAA championship event in which IPFW is an active contestant are reimbursable from monies provided by NCAA to participants in such championship events.
      Note that this allowance is restricted to:
      1. spouses only--not children or relatives
      2. spouses of head coaches only--not part-time coaches' spouses
      3. funding source is NCAA monies--not IP Foundation
      4. final NCAA championship event only--not conference or preliminary competition
      5. contests in which our IPFW team is an active contestant only--not merely attending as observers (Above ruling was discussed with and approved by John Shipley on 3/2/00)

      The following is an example:
      A coach, 12 players, and the coach's wife are the travel party to a conference game. The cost of a single hotel room is $40, double hotel room is $50, and a triple hotel room is $60. Since the coaches wife is considered nonessential, the coach's wife would pay the hotel $10 for the extra cost.

      If the above example traveled to a NCAA final four then the coach would receive an additional check from the University for $10 assuming permission was given and the funds exist.

     If a coach believes that some of these charges are legitimate business expenses, he or she may submit a claim for reimbursement upon returning to campus. The university reserves the right to refuse any expenses not justified as legitimate business expenses and to put the hotelier in contact with the coach for resolution of the outstanding charges.

    Return to Athletic Business Manual

    Copyright © 2002 Indiana University-Purdue University Fort Wayne.
    Send comments and corrections on this web site to Tim Heffron

    Revised: October 11, 2012
    URL: http://users.ipfw.edu/heffron/teamtravel.html