Travel/Purchasing Workshop PLAY (7529)

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Asher Charles
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1 Travel/Purchasing Workshop PLAY (7529)

2 Plan Ahead Designate a Trip Leader (e.g. Club Secretary) Person will be responsible for paperwork Must sign-off in ubusiness prior to departure and on all reimbursement requests Responsible for Club Activity during travel Travel Request Form Complete & turn within 10 Business Days prior to travel Allows time for corrections/additional info as necessary

3 Where do I find the forms?

4 Before you leave Submit Travel Request (10 business days prior) Include all supporting documents Hotel Reservation (if requesting reimbursement) Vehicle Reservation (TBD) Route to destination Entry fee/registration form (if using on-campus funds) Attend Travel Meeting week of trip Regular meetings Monday & Tuesday 5pm in SRC 162 Trip Leader MUST approve travel through online system prior to departure - E-Travel (On-line Travel Approval)

5 Before you leave Conflicts in Coursework or Class Schedules Responsibility of the member, NOT the club officers to contact their professor Should be done WELL IN ADVANCE If professors request verification of the travel, contact your Competitive Sports Advisor NOTE: Professors are NOT required to grant excused absences

6 Before you leave Enrollment Verification Forms (Registrar) Some National Governing Bodies require these at start of season and/or postseason Submit forms to Competitive Sports Suite, your advisor will contact the Registrar on your behalf Should be done WELL IN ADVANCE! Please allow at least 10 days for Registrar to process

7 Travel Request Front Page Highlight items that the club may request reimbursed (lodging, gas, etc.) Ensure all fields are completed Employee Any department on campus counts Common Errors No event contacts No estimates for expenditures No Date Submitted Multiple departure/return times only use earliest departure and latest return for each

8 Back Page MUST be completed in addition to front info First and last name required in Driver/Passenger section Select what reimbursements members will request on return Common Errors Coach/Advisor not listed (must be on roster to request reimbursement) Employee, Reimbursement, CPR/FA left blank in Roster MUST have at least 1 CPR/FA member on roster (their certificate must be on file with CS) Route not submitted with request

9 U-Business & Pre-trip Approval Complete prior to departure Log in using your UNCW username & password Ensure all information is accurate (departure/return)

10 During the trip Pick up Travel Binder from Competitive Sports, Suite 162 on Friday or before you leave KEEP ALL ORIGINAL RECEIPTS FOR ANY PURCHASE YOU MAY REQUEST REIMBURSED See when you get back for what those are Use Accident Reports in Travel Binder for any injuries ASAP CALL Brian, Zach, or Andy for any EMS or Head injuries! (contact info in binder)

11 When you get back Return Travel Binder & any reports within 24 hours of return Submit Travel Summary upon return to let us know how you did! We ll put it on the Sport Clubs Twitter/Facebook & TVs in Campus Recreation! Have each person complete a Reimbursement Request and attach ORIGINAL receipts DUE WITHIN 10 BUSINESS DAYS OF RETURN ALL requests must be submitted together

12 Reimbursement Procedures Travel Reimbursement form & Direct Deposit Request Required from ALL individuals seeking reimbursement Direct Deposit Request (Highly Encouraged) Shortens wait time! Any reimbursement or refund by university will be paid this way, not only sport club travel! Only needs to be completed ONCE! Complete form and attach Direct Deposit letter from Bank OR voided check (cannot be a starter check)

13 Reimbursement Procedures Receipts for Reimbursement Gas (most common) Original Pump Receipt must show Price per gallon Credit card info (last 4 digits) Name of cardholder (sometimes) Date of purchase (MUST BE WITHIN TRAVEL DATES & TIMES) Lodging Itemized invoice/receipt from hotel shows room charge, tax, etc. Shows zero balance (amount due $0) Complete Hotel Occupancy Form for all rooms First & Last name of all people in each room Separate by room, not all in the same fields

14 Reimbursement Procedures Registration/Tournament Entry Credit Card pre-trip (easiest method) requires contact information/payment gateway submitted with Travel Request Post Trip If paid by individual, submit receipt/invoice that shows HOW you paid (credit card, check, cash) along with reimbursement request If paying by check from on-campus, Invoice/Quote must be submitted w/ Travel Request Must include Payee (name we ll put on the check), Address (where we ll send it), and Amount ($$)

15 Special Items Rental Vehicles Enterprise offers discounted UNCW Rate ENTERPRISE S. COLLEGE RD. LOCATION (Option 4) Must be 25 or older for any vehicle larger than a minivan Must be paid by club and submitted for reimbursement on return with other receipts DOES NOT INCLUDE INSURANCE (must be covered by individual or club if requested)

16 Special Items Gas Cards For use with Rental Vehicles ONLY Must be picked up from Student Recreation Center Main Office, Suite 140 MUST track ALL mileage on forms provided starting mileage, distance between fills, where you filled, etc. Original receipts taped to same form MAY NOT BE USED TO PREPAY, FOR FOOD, OR OTHER ITEMS

17 Non-Hotel/Motel Lodging Lodging Establishments that require PRIOR approval Time Shares - apartments or condominiums owned by an individual or the Resort Company available for sublet - may or may not require lease agreement. Campgrounds/Conference Centers - cabins, villas or bungalows owned and operated by a private company or nonprofit (e.g., 4-H) - usually handled in the same manner as a hotel reservation, typically charge daily or weekly rates. Tourist Homes - apartments, homes, beach cabins, etc. owned by an individual but rented through a "Vacation Rental" type booking agency (e.g., HomeAway, VRBO) - usually require a lease agreement. Private Residence - house, cabin or apartment owned by an individual and available for lodging usually require a lease agreement. These rentals are considered 3 rd Party lodging & must be approved by the NC Office of State Budget & Management AT LEAST 3 WEEKS IN ADVANCE OF TRAVEL Complete & turn in Exception Request Form See your CS Advisor for a complete list of requirements

18 How to use on-campus funds and logos PURCHASING PROCEDURES

19 Purchasing Let us know when using EITHER on-campus OR off-campus funds Used for equipment, facility rental, apparel, etc. ALL Logos MUST BE PRE-APPROVED Shop around, find best price & product NO CUSTOM INK On Campus MUST Follow procedures on next slide, failure to do so may result in club/individuals being responsible for payment and/or sanctions, loss of budget points

20 On-Campus Purchasing After determining a product/vendor 1. Request an ESTIMATE/QUOTE and ensure they accept Purchase Orders 2. Submit quote and any logos to Competitive Sports for approval DO NOT MOVE ANY FURTHER UNTIL YOU RECEIVE INSTRUCTIONS FROM PRO STAFF 3. Purchase Order # will be generated on your behalf & sent to vendor. Pro Staff will send # and let you know to contact the vendor to proceed 4. When items received, confirm you have everything you ordered & it looks right (color, design, etc) 5. Request INVOICE (amount due) from vendor and submit it to Competitive Sports

21 Examples: Step 1, Quote

22 Examples: Step 1, Logo (Pre-approval) Any UNCW logo MUST be produced by licensed vendor List of Licensed Vendors for T-shirts and Apparel Includes letters UNCW and all trademarked logos

23 Purchasing: Exception Petty Cash (<$50) Petty Cash MUST BE PRE-APPROVED Keep original receipts & submit request to Competitive Sports within 30 days of purchase Once approved/signed, may take straight to Cashiers Office in Warwick Splitting a purchase into $50 increments DOES NOT count Example: 10 basketballs cost $100, 3 people split the costs so receipt is under $50, NOT ALLOWED, this MUST follow purchasing procedures w/quote & purchase order

24 Purchasing: Special Independent Contractor Used for coaching fees, officials, or other special contracts for services Follows same purchasing procedures with modifications Independent Contractor Form MUST BE COMPLETED & SIGNED BEFORE SERVICES ARE RENDERED (One (1) Month Prior to service if possible) Contact your CS Advisor for additional information

TRAVEL REGULATIONS 2. TRAVEL BY INDIVIDUALS WHO ARE NOT STATE EMPLOYEES

TRAVEL REGULATIONS 2. TRAVEL BY INDIVIDUALS WHO ARE NOT STATE EMPLOYEES 1. AUTHORITY FOR TRAVEL TRAVEL REGULATIONS a. In State travel: Needs only be approved by the department head. No authorization forms are necessary. b. Out of state travel: An out of state travel authorization