POLICY OBJECTIVE

To provide guidance, clarification, and best practices for group travel for athletic teams and athletic team staff.

POLICY STATEMENT

100 Cash Advances

Athletics staff in charge of teams may request cash advances related to group travel. All cash advances must be settled within a reasonable time period established by the campus but within the IRS guidelines.

Cash advances should only be allowed for those business situations where a University-issued charge card cannot be used. Cash advances are intended to cover anticipated expenses associated with a particular trip and will not be issued more than 30 days before the date of departure.

Settlement of cash advances is handled through submission of a travel claim showing itemized expenses and associated advances. Claims should include any expenses incurred and reimbursements paid prior to the trip departure date. Users may be held accountable for their conduct under any applicable University or campus policies, procedures, collective bargaining agreements, and/or applicable provisions of the California Education Code.

If a trip is cancelled or postponed any associated advances must be returned immediately.

200 Group Team Travel Meals

Snacks are allowable under NCAA rules and may be purchased up to three days in advance of a departure for a trip.

A pre or post game meal is allowed. In lieu of a pre- or post-game meal, cash may be provided as an allowance for team members. The amount and timing of the meals are established in the NCAA guidelines.

Cash distributed to student athletes must be acknowledged in writing by the students at the time of receipt and attached to the travel claim form filed by the recipient for the cash advance.

Although not governed by NCAA, group meals may include staff (including medical staff), independent contractors, and volunteers. Cash in lieu of meals is not allowed for these individuals. Established campus policies for such meals should be followed.

300 Team Travel Transportation and Accommodations

Campuses should establish procedures for providing detailed lists of attendees for travel and accommodations. Purchase orders may be prepared and submitted for hotel accommodations as well as airfare, bus, and train transportation.

Excess baggage fees may be paid at the discretion of the responsible CSU employee. Reimbursement for paid fees may be submitted on the travel expense claim.

400 Prospects’ Recruiting Visits

Prospective students, their parents or guardians, and certain staff are allowed hotel accommodations during the recruitment process. The athletic department may pay for transportation, meals and accommodations of recruits and their parents or guardians. Attendees for covered meals may include staff, volunteers, prospects, current student athletes (1 per recruit), and prospect’s parents or guardians. All elements of prospective student athlete travel and duration of stay shall be conducted under NCAA guidelines.

500 Gifts of Travel

In some cases, gifts of travel can be considered a gift to the campus, in which case it is not considered reportable for the individual, if: the gift does not designate the individual to travel, the gift is used for official CSU business, the gift is reported within 30 days of use, and appropriate approvals are received before use of the gift.

For gifts of athletes’ travel, prior approvals must be obtained in order for the travel to be considered official CSU business and not a personal gift.

Benjamin F. Quillian
Executive Vice-Chancellor/Chief Financial Officer

Approved: April 26, 2012

APPLICABILITY AND AREAS OF RESPONSIBILITY

REVISION HISTORY

RESOURCES AND REFERENCE MATERIALS

Useful Guidelines:

Related Principles:

Sound Business Practices:

Laws, State Codes, Regulations and Mandates:

COGNIZANT OFFICE(S)

CO Manager:

Ms. Lauri Reilly
Accounts Payable Manager
CSU Office of the Chancellor
lreilly@calstate.edu

Subject Expert:

Affinity Group: