On Campus
Payment
for Officials
Due to stringent Internal Revenue Service guidelines, payments
for officials must be broken down into categories of:
GAME FEE
PER DIEM
MILEAGE
This is necessary because only the GAME FEE is taxable
to the Official.
As soon as the game officials are determined, please submit
the following to the Business Office:
Sport
Opponent & Date
Name
Address
City, State, Zip
Social Security Number
ND Faculty/Staff?
Amounts due per relevant category (game fee, per diem and/or
mileage if applicable)
Sandy or Lisa will submit your request to Human Resources and/or
Accounts Payable. It is recommended that officials be paid
on game day. Payments for individual services such as officiating
are only printed once a week. Requests to pay officials
should be submitted at least two weeks prior to the date
required.
Purchase
Requisitions
Requests for all purchases of supplies, equipment, etc.
from outside vendors for items in excess of $25.00 should
be placed through the Athletics Business Office using a
Purchase Request
Form as soon as possible. The Athletics Business Office
uses this form to order supplies online via Procurement's
site BuyND. All Purchase Requisitions submitted to University
Purchasing must be authorized and initiated by the
Business Office (unless a ProCard will be used for payment).
BuyND technology is not for purchases charged to travel
or entertainment.
Purchase Requests for on-campus purchases at the Bookstore,
Varsity Shop, etc., must also be authorized by the Athletics
Business Office prior to use.
Typically, the departmental secretaries do the ordering
for the coaches, so it is rare that the Student Managers
will need to complete the purchasing form. Your coach or
administrator's signature is required on Purchase Requisitions.
Most importantly, plan ahead. Procurement will no longer
issue Purchase Order numbers over the phone on the day the
request is submitted. It is necessary for the Business Office
to follow the procedures set forth by Procurement and Higher
Markets.
Training
Table & Occasional Meals
Training Table Meals are defined as any meal other than
a "regular dining hall meal" that has been scheduled
by a team (excludes competition/travel). One training table
meal is allowed each day. If a team's practice schedule
does not allow athletes to eat in the dining hall, a training
table meal may be offered without collecting payment or
deducting meals. In any other instance, the following
must take place prior to the meal:
- All scholarship athletes who have a meal plan must have
a meal deducted. In order to do so, submit a list of athletes
and their ND ID numbers to Food Services.
- Scholarship athletes who do not have a meal plan:
- Full scholarship, off-campus athletes will have
a meal deducted from their next allowance check. Give
a list of athletes, the meal date and price to the
Business Office.
- Partial scholarship, off-campus athletes must pay
for the meal prior to participating in the meal. Deposits
should be submitted to the Business Office.
- Non-scholarship athletes:
- With a meal plan should have a meal deducted from
their plan and pay the difference between the
price of the deducted meal and the regular price of
the actual meal.
- Without a meal plan must pay for the meal. Deposits
should be submitted to the Business Office.
Compliance must be copied on all correspondence.
A Training Table Meal may also be any instance in which
an athlete attempts to eat at the dining hall without a
meal plan. If this occurs, adjustments are required in the
form of a meal payment from that athlete prior to the meal
or a deduction from their monthly meal allowance, if applicable.
An institution may provide meals for a home contest at its discretion beginning with the evening before competition and ending upon release by institutional personnel. You may not provide cash in lieu of meals during this period. You may provide a meal or up to $15 cash after home contests, but not both.
Compliance allows one Occasional Meal per month to take
place without any deductions. A completed Occasional
Meals Form must be turned in to Compliance prior to
the provision of the meal.
Recruiting
Host Money
For official recruiting visits to Notre Dame, the Business
Office maintains funds to provide a host allowance. In order
to receive cash for this purpose, submit a Request
for Recruiting Host Money form along with a list of
the recruits, their student hosts and the amount of money
they are to receive. NCAA rules stipulate the following:
Student Host money may not exceed $30 per day for two days
($60) or $45 per day if one student host has two prospects.
Host money is for entertainment purposes only and is not
to be used to buy souvenirs (sweatshirts, hats, etc.) for
a visiting prospect. Under no circumstances may the money
be given directly to a prospect for use at their own discretion.
An expense report must be submitted to account for the
usage of the Recruiting Host Money. This expense report
must be separate from any other report related to recruiting
expenses, such as gas, meals, etc... Attach a completed
Student Host Statement
for each host and prospect as support for the Recruiting
Host Money expense report (sample).
Athletic Van
Use
The Athletic Department has two 23-passenger vans which
may be reserved for team transportation (see student
and employee
policies). Requests
for Vehicles should be made in writing to Lefty Smith
in the Loftus Center (631-5020). It is recommended that
vehicle requests be turned in for the entire semester based
on a team's approved schedule. Exact departure and return
times should be turned in as soon as airline reservations
have been made. This will allow the team adequate time to
seek alternative transportation if athletic vehicles are
not available. Last minute requests will be accommodated
based on vehicle and driver availability. Please include
the name of your university driver in the details of your
trip expense report and document any tips.
A van schedule will be forwarded to the user which will
include the name and daytime phone number of the assigned
driver. It is the responsibility of the user to
contact the driver 48 hours prior to use and reconfirm time
and pick up location. A cancellation charge of
4 hours driver wages will be charged to the user if a driver
is not notified at least 24 hours in advance of a cancellation.
User is responsible for providing the driver with a complete
itinerary and travel roster prior
to departure for any team travel event.
If athletic vans are not available, a university rental
motor pool is handled by Transportation
Services.
Travel expenses - User is responsible for tolls, gas, and
parking. While the driver may be included in a team meal,
he/she will have their own funds to pay for meals not provided
to the team as a group.
Drivers are not permitted to handle baggage or perform
any activities involving heavy lifting. User is solely responsible
for handling baggage.
O'Hare/Midway pick ups - It is strongly recommended that
a manager or other responsible individual accompany a driver
when traveling to O'Hare/Midway to pick up a team. Since
drivers cannot leave vehicles unattended, the manager would
be available to check on flight delays or locate arriving
team.
Overnight Trips - Driver will have a separate room and
all meals will be charged to the user.
Seat Belts - all athletic department vehicles contain seat
belts which should be worn by passengers. (It is mandatory
that passengers sitting in the front row of seats in buses
remain seated and wear seat belts.)
The wearing of cleats inside athletic department vehicles
is not permitted at any time.
Passenger Restrictions - Athletic department vehicles are
for University related business and team travel. Passengers
who are not employees, agents, or students of the University
are not permitted to board athletic department vehicles
unless a signed waiver has been submitted, in advance, to
the athletic department. Persons who are not members of
the official travel party must submit a signed waiver.
Costs for repair of any damage to the inside of athletic
department vehicles will be the responsibility of the user.
Rental cars/vans are available to the university at contracted
pricing through Avis
Car Rental. Use the provided link to take advantage
of special rates.
St. Michael's
Laundry & Dry Cleaning
Team apparel to be washed by St.
Michael's is picked up weekdays in the designated laundry
area at 4:00a.m. with a return time around 10:00a.m. Laundry
that is required prior to 10:00a.m. should be labeled and
the student manager must notify Cathy Martsolf at 631-8105
or 261-8886. All laundry is processed according to the manufacturer's
label unless otherwise stated by the manager.
Evening and weekend services are
available but budgets will be charged an overtime rate.
An evening pick up must be scheduled at least 2 days in
advance while St. Michael's must be notified of a weekend
pick up at least 3 days in advance. St. Michael's will attempt
to combine washes in an effort to lower costs. Evening and
weekend washes are returned the same day.
In order to contact St. Michael's,
please call Cathy Martsolf at 631-8105 or 261-8886 or via
email at Cathy.S.Martsolf.2@nd.edu.
When leaving a message, include Athletic team, contact person,
phone number and date of service required. You'll receive
a confirmation prior to any special pick up.
Requests
for Fundraising Memorabilia
The University of Notre Dame receives several hundred requests for memorabilia from organizations each year. Please know that all requests are given serious consideration, however, due to the high volume of requests we receive, the following guidelines must be followed to assure fairness.
Request Eligibility
Requests for merchandise and autographed items are limited to non-profit organizations located in the states of Indiana, Illinois, Michigan, and Ohio. Exceptions are made on a limited basis. The University of Notre Dame focuses its efforts on assisting organizations that benefit youth activities, disadvantaged youth, children's medical related causes, and educational programs for youth. Due to ticket demand, complimentary tickets for Football can not be provided as a donation. Requests related to the following are ineligible to receive donations:
- Due to NCAA regulations, we are unable to fulfill requests that would benefit students in grades 9-12. This includes all high school auctions and events
- Requests for operating expenses and other monetary donations
- Individuals or individual pursuits, fraternal, veteran, labor or political groups
- Business award and incentive programs (for profit)
- Memorabilia is limited to one request per organization during the University of Notre Dame fiscal year (7/1-6/30).
Application Process
We require a formal donation request letter submitted in writing on organization letterhead. Include the nature of the event, the date of the event, how the item will be used (i.e. silent auction, live auction, raffle, etc.), and include organization contact information, event coordinator contact information, and a mailing address for the donation (no P.O. Boxes please).
- All donation requests must include the form
- Must be submitted at least six weeks prior to the date for which the donation is needed, no exceptions.
- Donation requests must be received by fax or mail, please refrain from both faxing and mailing your request.
- If requesting an autographed piece of equipment, upon approval of request, requester must provide item (baseball, hockey stick, etc).
- If request is approved, the organization will be responsible for return postage charges associated with shipping pieces of equipment.
- Due to the high volume of requests we receive, we ask that you please do not call to check on the status of a previously requested donation.
- Email requests will not be considered.
- All requests should be submitted to:
University of Notre Dame
Attn: Marketing Coordinator
Joyce Center
Notre Dame, IN 46556
Fax: 574-631-3518
Sport Specific Requests
Requests specifically for the sports listed below should be sent directly to the respective sport's offices
Further information can be found on und.com
Top
of page