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.
- 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.
- 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.
- Upon return from the trip, gather and complete the following and submit them to the Sport Club Office:
- All Original, Official Receipts (including hotel folio)
- Reimbursement Request Form for Travel (Form R-1) – Include all room occupants (by room) when requesting lodging reimbursement
- Travel Authorization & Lodging Exception Form (Form P) – signature only
- Travel Expense Reimbursement Voucher (Form Q) – signature only
- 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.
- Reimbursement Requests submitted with incomplete forms, insufficient documentation, or after five (5) days will be returned to you.
- You should receive payment in approximately 4 to 5 weeks from the date we receive all required documentation, including proofs of cost and payment.
