Travel Reimbursements

Includes Gas, Vehicle Rental, Tolls, Parking, Airline Travel, Lodging

For travel expense reimbursement, you must complete the following steps within 10 business days of return from travel.
  1. Submit a completed Trip Plan (Appendix B) by the deadline indicated on the form. Unregistered, late registered, or unauthorized trips will not be eligible for reimbursement.
  2. While on the trip, save all formal, original receipts for gas, tolls, parking, entry fees, and lodging. If staying in a hotel/motel, you must get a folio from the hotel when you check out. Photocopies will not be accepted by the accounts payable office. Clubs are advised to purchase a receipt book to be used whenever someone (official, tournament director, etc.) cannot provide a receipt on official letterhead.
  3. Upon return from the trip, gather and complete the following and submit them to the Sport Club Office:
  4. The club President or Treasurer must approve all reimbursements/expenditures before submitting the request(s) to the Sport Club Office. Individual club members may not submit reimbursement requests without the authorization of a club officer. 
  5. Reimbursement Requests submitted with incomplete forms, insufficient documentation, or after five (5) days will be returned to you.
  6. You should receive payment in approximately 4 to 5 weeks from the date we receive all required documentation, including proofs of cost and payment.