College of Utah Athletics

Journey

The College of Utah has set forth an official Journey Coverage that governs all transportation from the College requiring air journey or an prolonged time frame. Please evaluation the Journey Coverage intently to make sure that your actions are in compliance with the College’s authorized coverage.

On the whole, student-athletes could not depart campus for an away contest greater than 48 hours previous to the competition and should not return to campus greater than 36 hours following a contest. A number of exceptions do apply, together with any contest in Alaska/Hawaii, NCAA Championships, and trip interval contests. For extra data, please contact the Compliance Workplace.

Journey Coverage

Particular person Journey:

College Journey – Journey on college enterprise that requires the traveler to be away from house or regular place of employment for a time frame that features an in a single day keep or requires using air transportation. Commuting between an worker’s house and common place of employment just isn’t official college journey.

  • People are liable for making their very own journey preparations. Airfare ought to be reserved by means of present division journey company, Christopherson Journey. Traveler should purchase web airfare if it represents a considerable financial savings. Receipt ought to be submitted with journey expense report for reimbursement.
  • Coaches and designated directors ought to apply for a company issued Diners Membership Card. Functions can be found from the Enterprise Workplace. The worker submits bills for reimbursement, and is accountable to pay the month-to-month bank card invoice.
  • Advances: Vacationers can obtain as much as $50 per day advance from the enterprise workplace. Rental vehicles ought to be charged to their company issued Diners Membership Card. All different bills will be charged to the Diners Membership, or any private card of alternative. All receipts are submitted to their assigned secretary to organize the expense report. Complete bills over and above the advance are settled from the Imprest Account. Expense report have to be submitted inside 5 enterprise days from the return of journey to the enterprise workplace. If no advance is taken, the complete value of the journey is reimbursed to the traveler. Whereas on journey standing, emergency money could also be obtained on a Diner’s Card at a taking part ATM location. Diner’s Card holders, nevertheless, should submit a separate software and obtain a PIN quantity to take part on this program. A nominal price will probably be charged for every enterprise transaction which will probably be reimbursed to the traveler.
  • Reimbursable Prices:

    • Traveler shall solely be reimbursed for bills which can be important to transacting state enterprise whereas off-campus. Prolonged-day Journey is college enterprise that requires the traveler to be away from his/her regular place of employment ten hours or extra and a distance of at the very least 100 miles (a technique), not requiring an in a single day keep. The traveler will be reimbursed for one meal as much as one-third the quantity allowed for per diem for the vacation spot metropolis – receipt is required (bank card cost slip just isn’t acceptable). Traveler will be reimbursed mileage (schedule listed beneath). • When touring in an space that can permit the traveler to return to work or house the identical day, pay as you go prices and price reimbursements for objects reminiscent of registrations and car mileage is reimbursed by means of Accounts Payable, and never by means of the Journey Division. Meals aren’t reimbursed. • In-Lieu-of-Airfare Charge – If particular person chooses to journey to a vacation spot in his/her private car or different mode of transportation, they are going to be reimbursed both mileage, or present airfare price for that vacation spot, whichever is the least. They need to present a quote from the journey company. • Transportation by personal car – The present mileage reimbursement is as follows: Day Journey= 80 miles or much less, $.375 cents per mile, greater than 80 miles is $.32 per mile. In a single day Journey=150 miles or much less is $.375 cents per mile, greater than 150 is $.32 per mile. Seller vehicles are reimbursed at $.16 per mile. Mileage logs have to be submitted with starting/ending odometer readings (obtainable from the Enterprise Workplace). If two or extra individuals journey in a single personal car, the reimbursable expense will probably be restricted to the lesser of (a) mileage allowance for the car or (b) the mixed prices of the in-lieu-of airfare charges for all individuals on the authorized journey standing touring within the car. • Liquor is barely reimbursed if consumed throughout the course of a meal/assembly carried out for the aim of public relations. The Athletic Director’s approval is required. Liquor bills can’t be charged to a college working account. Liquor bills have to be charged to the suitable improvement fund. • Private bills: Bills reminiscent of theatre tickets, leisure, toiletries, snacks, room service, clothes, shifting violations/parking tickets, ATM machine fees, and many others. aren’t reimbursable. Affordable laundry is reimbursed provided that traveler is on the highway for at the very least seven consecutive nights, receipt have to be submitted with expense report. • Lengthy distance telephone calls ought to by no means be charged to the lodge invoice. The college coverage will solely reimburse for one private name per day, as much as $5.00. It’s instructed that vacationers on the division mobile phone plan simply use that service.

  • Per Diem:

    a. Day by day per diem quantities are based mostly in keeping with vacation spot metropolis. For present charges, go to the College Journey Division web site at http://www.journey.utah.edu/, beneath Per diem, to Obtain Per Diem Itemizing. Open Spreadsheet file (.xls). The college permits three meals for a full day, partial days are decided by meals wanted (divide per diem by three to get the per meal allowance).

Crew Journey

Coaches are liable for making the journey preparations for his or her groups, except for soccer, and males’s and girls’s basketball publish season competitors. All journey have to be coordinated with the division’s enterprise workplace, which may present help as wanted (lodging and bus).

• Imprest Advances: Journey advance request ought to be submitted at the very least three days prematurely. Expense reviews must be submitted inside 5 days from the return of the journey. Coaches ought to solely request advances wanted for meal allowance. All different bills ought to be charged to bank cards and submitted for reimbursement. Most advance quantity from Imprest is $4,000, relying on present account stability obtainable.

• Journey Dept. Advances: Coaches can request advances from the college for the estimated whole value of the journey. Requests ought to be submitted to the Enterprise Workplace at the very least 3 weeks previous to departure date. The advance is picked up by the coach on the Cashier Division situated on the Pupil Companies Bldg. Cashier checks are issued. It’s required that every one expense reviews with supporting documentation be submitted inside 20 enterprise days after the conclusion of the journey. In accordance with IRS laws, any journey prices not substantiated inside 60 calendar days from the conclusion of the journey have to be handled as taxable revenue (the advance quantity) to the traveler. The quantities will probably be added to the gross wage for the yr and will probably be topic to withholding and employment taxes.

  • Journey Itinerary: Coaches are to supply a journey itinerary for every crew journey to incorporate departure/return instances, journey social gathering roster, in addition to flight, transportation, and lodge data to each South and North aspect receptionists. It is suggested copies be supplied to the game’s secretary, enterprise workplace, and sport’s supervisor as properly.
  • Departure: Groups could not depart for competitors greater than 48 hours earlier than the beginning of the competition. Groups should depart not more than 36 hours after the competition. The time and departure laws don’t apply to journey that happens throughout the College’s official trip interval as printed within the College’s educational calendar. For a listing of different exceptions, please contact the Compliance Workplace earlier than making journey preparations.
  • Journey Occasion: Solely student-athletes who’re eligible to signify the College of Utah in intercollegiate competitors could journey with the crew and obtain precise and essential journey bills. Fifth-year student-athletes, student-athletes serving a switch yr in residence and student-athletes who aren’t academically eligible could not journey with the crew or obtain precise and essential bills.
  • Meal-Allowance: All student-athletes on a crew should obtain equivalent meal allowances and meal-allowance might not be used as a reward or punishment for crew’s or student-athlete’s athletic efficiency. Throughout an away-from-home contest, student-athletes could obtain three meals per day and pregame or publish sport meal on sport day. Pupil-athletes could obtain per diem for meals not eaten as a crew or paid for by the College (see per diem part listed beneath for per diem calculation). The per diem for the pre or publish sport meals could not exceed $10.00.
  • Airfare:Coaches ought to make airfare reservations by means of Christopherson Journey. State charges are sometimes obtainable at substantial financial savings; nevertheless, there’s a $30 per ticket price utilized by the company. Tickets booked at common charges are accessed a $12 company price. Digital tickets are issued and itineraries are e-mailed to the coach and the enterprise workplace.
  • Bus:Native bus service ought to be obtained by means of the Enterprise Workplace. Airport transfers are sometimes bid out for discounted charges. Coaches can organize for bus service in out-of-state locations, or can request help from the enterprise workplace. Most bus firms will settle for buy orders. Bus driver ideas ought to be given on journeys the place you’re gone a number of days and have the identical driver for the whole time. Urged quantity is not more than $20 per day. Ideas shouldn’t be given for solely an airport switch.
  • Resort: Coaches ought to organize for lodge lodging. Expenses ought to be charged at check-out to coaches Diners Membership card, or private bank card. Receipts ought to be submitted with different bills for reimbursement. All rooms are to be double occupancy aside from head coach, and coach if authorized by the game’s supervisor. For crew journey, all rooms have to be a part of the grasp invoice – people can not pay for his or her room individually. If visitors of coaches/workers journey and create the necessity for single rooms, the coach/workers member should pay for the distinction in value. Room service won’t be reimbursed. All members of the journey social gathering should pay personal incidentals, ideally at checkout. The college doesn’t reimburse for bell hops except it meets with the approval of the enterprise workplace.
  • Per Diem: Groups ought to obtain a minimal quantity of $25 per particular person per day, with most being quantity allowed by the college coverage and procedures for that vacation spot metropolis (see Particular person Journey, #5). Per diem ought to be given in accordance with budgetary allowances for that sport. Requests to exceed the $25 per day restrict have to be authorized by the sports activities supervisor previous to departure and conveyed to the enterprise workplace. On sport day, groups are allowed 4 meals by the NCAA. Money quantity given to athletes ought to by no means exceed quantity allowed by the college, it is suggested that the fourth meal be bought by the coach (restaurant or different) and submitted for reimbursement. Notice: Bank card cost slips aren’t acceptable – should present the detailed receipt. All workers/athletes receiving per diem should signal a per diem kind verifying quantity acquired.
  • Advances: Advances will be obtained for both in-state, or out-of-state journey. Accessible from the enterprise workplace from the Imprest Account, or by means of the college Journey Division.
  • Crew Leisure: The athletic division could pay for cheap leisure that happens inside a 100-mile radius of the place the crew performs or practices in reference to an away-from-home contest. If the leisure exceeds $25 per-person prior approval from the supervisor ought to be obtained. Notice: motion pictures will be charged to the lodge rooms, if pre-approved by the coach and many of the crew is in attendance. Coach must preliminary approval by motion pictures charged on lodge invoice, and file names of these in attendance. Full documentation is required for reimbursement of any leisure bills. Money might not be given to student-athletes for functions of crew entrainment.
  • Accidents: Any bills ensuing from an athlete’s sickness or damage whereas on a visit (together with skilled charges, hospital prices, x-rays, and medicine) have to be totally documented and reported. Emergencies:Expenditures for emergency conditions (misplaced baggage, vandalism, and many others) could also be reimbursed upon return to campus with full documentation, nevertheless, when attainable the expense ought to be authorized prematurely by calling the enterprise workplace throughout common enterprise hours. Workers should use greatest judgment throughout non-business hours.
  • Overseas Journey: Coaches excited about touring his/her crew on a overseas tour should current to supervisor at the very least one-year prematurely a proposal of the tour indicating projected dates, locations, prices, and methodology of funding

Rental Automobiles

The minimal age for driving a rental automobile is usually 21.

  • Home/Canadian Leases:

    • Autos rented that are seven passenger vans or smaller

    • The College’s Driver Coaching Course have to be accomplished. • Use state contract: At the moment the College’s major automobile rental company is Finances Lease-a-Automotive, contact #T155600. Contract quantity have to be given at time reservation is made and should seem on the contract. If Finances can not meet your wants, chances are you’ll lease a automobile from one other firm utilizing the College Company Diners Card. You may be assessed a $3 per day price for rental auto legal responsibility self insurance coverage by the Journey Dept. • If renting utilizing the State Contract – decline the Collision Injury Waiver (CDW) insurance coverage. • If renting utilizing a Company Diners Card and not utilizing a State Contract – decline the Collision Injury Waiver (CDW) insurance coverage. The Journey workplace will entry a $3.00 per day price. • If renting utilizing a private bank card or by means of another type of fee and never utilizing a State Contract, it is suggested that you simply settle for/buy the Collision Injury Waiver (CDW) because the College won’t present this insurance coverage protection. The Journey Workplace may even entry a $3 per day auto legal responsibility price.

  • Massive Autos

    • The Driver Coaching Course and Van Orientation have to be accomplished previous to driving a automobile bigger than a 7-passenger mini van • If renting a 12 or 15 passenger van utilizing the state contract, decline the Collision Injury Waiver (CDW) insurance coverage. • If renting a big van and never utilizing a Diners Membership card, or State Contract, settle for/buy the Collision Injury Waiver (CDW) • You might journey with not more than 9 individuals in a van, whether or not or not it’s a 12 or 15 passenger

  • Overseas Journey besides Mexico – For all Autos

    • Utilizing the Company Diners Membership Card (the State Contracts aren’t obtainable exterior of the U.S. or Canada)

    • If not included within the fundamental rental price, buy the auto legal responsibility insurance coverage provided by the rental firm. • The Collision Injury Waiver (CDW) insurance coverage could also be waived, except the driving force is renting a big automobile or except the regulation within the nation the traveler is in requires it to be carried. In these circumstances, the rental firm typically advises that the protection is required and never elective. • If doubtful, settle for the Collision Injury Waiver Insurance coverage. • The Journey Workplace will entry a $3 per day auto legal responsibility price.

    • Utilizing a private bank card, or different type of fee:

    • If it isn’t included within the fundamental rental price, buy the auto legal responsibility insurance coverage provided by the rental firm. • Settle for the Collision Injury Waiver Insurance coverage. • The College won’t present any extra protection. • The Journey Workplace will entry a $3 per day auto legal responsibility price.

  • Mexico

    • Buy insurance coverage previous to coming into the nation

    • Except the car is insured by means of a Mexican Insurance coverage Firm or different insurer licensed beneath the legal guidelines of Mexico, the driving force could spend hours or days in jail ensuing from an accident in Mexico. • It’s crucial that the automobile operator buy auto legal responsibility, medical funds and bodily harm (complete and collision) insurance coverage that’s legitimate in Mexico.

  • Bus Firms carry enough insurance coverage for transporting all occupants. Further college insurance coverage just isn’t required.
  • Motor Pool

    • Native Journey: Contact Motor Pool, ext. 1-8155, Mon-Fri, 8:00 a.m. – 4:00 p.m. Drivers will probably be assigned an operator ID quantity.Campus Order will probably be required for fee, contact Athletic Dept. Enterprise Workplace, 581-3509. Contact State Motor Pool Fleet Service, 538-3014. They require fee through U of U Buying MasterCard. Contact Jacquie Winrow, 581-8412 to rearrange fee. Additionally, you will want to supply your operator ID quantity. • Out of State: Similar course of as above, Motor Pool or Fleet Service. Nonetheless, it’s a must to full a “Greater Schooling Authorization for State Motor Pool Car Use” kind, obtainable from Jacquie Winrow. **Autos are to not be rented within the College’s title for non-College entities or people, or for non-College use.

  • Private Autos: The College doesn’t present major car legal responsibility or private damage safety protection for private autos pushed by College staff, volunteers or college students on College Enterprise. If a College Division permits autos owned by staff, approved volunteers or college students for use for College enterprise, the division ought to be certain that these autos are in good working situation, inspected and insured for auto legal responsibility protection.
  • Bus Firms carry enough insurance coverage for transporting all occupants. Further college insurance coverage just isn’t required.
  • Driver Coaching Course • All College Drivers Are Required To Take The Driver Coaching Programs Earlier than Driving a Massive Van, Drivers Should Full Van Drivers Orientation Course • A $10,000 deductible could also be imposed on a College division, within the case of an accident, except the driving force has accomplished the authorized drivers coaching course. • Athletic Division workers could organize viewing of the required driver-training course video (1/2 hour) with Emily Walton, ext. 1-6445. Workers solely must view the video as soon as each three years.

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