Team Travel - After the Trip
Returning
Advances, Amex Card & Cheques
All money left over from your cash advance must be counted
and turned into the Business Office on the day
of your return or the next business day. You
should obtain a receipt from the Business Office for the
amount of cash you turn in. Make sure to verify the accuracy
of your receipt.
The only exception to this rule is a weekend return. If
the Business Office is closed when you return, you are responsible
for securing the cash. DO NOT
leave cash unsecured in a bookbag, briefcase, locker room,
drawer, etc.
You should also turn your American Express Corporate Card
and remaining Traveler's Cheques into the Business Office
at the same time.
Completing
an Expense Report
There is a special Expense
Report for team travel. Properly completed and approved
Expense Reports must be filed with the Business Office within
5 days of your return (see instruction).
The Expense Report should be a complete accounting of the
expenses related to the trip, including cash expenses, American
Express Corporate Card charges, and Travelers' Cheques expenses.
All expenses should be documented on the Expense Report.
Original receipts supporting the expenses should be attached
to the Expense Report and turned into the Business Office.
Again, original receipts for charges on the American Express
Corporate Card will be reconciled to the invoice from American
Express when it is sent to us for payment.
A properly completed Expense
Accounting Form, Travel
Roster, and Per Diem
List should be attached to the Expense Report. The total
per this list must agree with the total per diems reported
on the Expense Report.
If any explanations for unusual expenditures are required,
please note them in the details space on lower left of form,
or in support attached to the Expense Report.
If you have lost or are missing any receipts, the Missing
Receipt Affidavit must be completed and attached to
the Expense Report.
Use the Less: Travel charged on the AMEX Corp Card,
to subtract out the AMEX credit card expenses included in
your report.
The Less: Cash Advance/Traveler's Cheques line
must subtract the entire amount of the cash advance received
for the trip. Please include the TR number assigned to the
cash advance on your report.
The computed balance due the University should equal the
amount of cash turned into the Business Office as an excess
cash advance from the trip. Your receipt for the excess
cash should support this amount.
The Expense Report must be signed by the Student Manager
and the head coach or his/her designee before it is turned
into the Business Office.
Personal
Reimbursements
If you spend your own money for any minor expense your
team needs, such as chewing gum, soda, etc., you can request
reimbursement by documenting the expenses on an expense
report form and bringing the original (form & receipts)
plus one copy to the Athletics Business Office. The University,
in turn, will issue you a check.
Personal cell phones used for a business purpose may be
reimbursed by submitting a copy of the bill and a memo stating
the amount you are claiming reimbursement as well as your
coach's signature to the Business Office. A check will be
issued for business calls.
A claim for reimbursement may be made for any documented
business use of a personal vehicle such as transporting
athletes to or from a practice site or competition. Claims
may be detailed on an expense report and submitted to the
Business Office for reimbursement.
Continue to Post Season
Competition
