Big 10 Travel Policies
A. Club
Travel will not be funded by the Allocation account.
B. Clubs
must turn in a Club Sports Travel Form
for every trip, two weeks prior to the trip, unless approved by the Assistant
Director of Intramurals and Club Sports.
C. Clubs
may use University vehicles for club travel according to University Motor Pool
and IU Risk Management Policies and Procedures.
D. Clubs
may not utilize any 12 or 15 passenger vans. Please see the University
Vehicle Memo from the Office of Risk Management for
more details.
E. Clubs
may use a personal or rental vehicle that has a minimum insurance coverage of
$300,000 bodily injury per accident/$100,000 bodily injury per person;
$25,000-Medical per occurrence and $100,000-Property damage. Only insured
vehicles may be used for club travel. The
registered owner of a personal vehicle used for club sports travel must submit
to the Club Sports Office prior written approval for the use of his/her vehicle
and written acknowledgement of his/her understanding that Indiana University
and the Division of Recreational Sports are not providing insurance for the
vehicle or its driver or occupants and are not liable for personal injury or
property damage, including damage to the vehicle, incurred in accidents during
club sports travel. Both the vehicle owner and the driver, if these are the
same person, should understand that they may be exposing themselves to personal
liability in the event of an accident. The form for the vehicle owners is
called Vehicle
Owner Acceptance of Responsibility.
F. A
Safety Officer, who accepts responsibility to supervise the club while
traveling, must accompany the Club Sport on all trips.
G. No
alcoholic beverages or non-prescribed controlled substances shall be present or
consumed by club sport members while traveling or participating in club
sponsored events.
H. Failure
to abide by these rules and/or guidelines will subject the club sport and/or
individual club members to disciplinary procedures, including possible referral
to the Office of Student Ethics.
All club travel is governed by the rules and regulations of
the Division of Recreational Services and the
· An Application for Sport Club Travel Form must be filled
out three working days prior to day of departure at the Recreational Services
Office.
· Advanced approval is required from the Coordinator of Sport
Clubs for all travel.
· Only gas purchases are reimbursable and require receipts
and completion of a Travel Voucher. Travel guidelines for Sport Clubs using
University vehicles include the following:
· Reservations and requisitions for motor pool vehicles will
be made by a club representative by contacting
the
Sport Club Coordinator by email, phone or in person and providing the following
information:
1) Name of driver(s), driver’s license number and state.
The driver listed must be present to pick up the vehicle.
2) Date/time vehicle will be picked up and the date/time it
will be returned.
3) Destination and purpose of the trip.
4) Are you requesting a cell phone.
5) Type of vehicle requested.
6) Club name and trip contact person with telephone #.
· Additionally requests for use of University vehicles must
be made in writing to the Dean of Students using the Student Organization
Motor Pool Request Form, TWO WEEKS prior to travel.
Sport Clubs should submit request forms to Recreational Services (E216 Field
House).
· All out of state drivers must submit a Fleet Safety Out of State Driver Record Release form to be eligible
to drive a motor pool vehicle. This form can be found at the risk management
web site(http://www.uiowa.edu/~fusrm/forms3.html). The form should then be sent to the Fleet Management
Administrator, Risk management, 516 Jefferson building. The club account will
be charged a nominal feefor the review.
· To review all motor pool fleet rules and regulations
regarding training required, driver requirements,vehicles available, cost, etc. you can use the
general University web site (http://www.uiowa.edu) and go tom for the motor pool site in the index.
33 page guidebook for Travel
The rules and regulations of the Department of Recreational
Sports and the
1. A travel request form
must be completed three weeks prior to date of departure.
One week before travel,
please provide the Club Sports Office with an up-to-date
list of who is traveling.
2. You must fill out a
travel request even if you do not use University vans.
3. The Club Sports Program
staff must approve all off-campus trips by sport clubs.
4. Any citations issued by
Club participants will be the responsibility of the club.
No Club Sports Program funds
will be authorized for the payment of fines.
5. Any additional
charges incurred due to van damage or additional cleaning of a van will be the
responsibility of the club.
6. The transportation
and/or consumption of alcoholic beverages are prohibited while traveling on the
University of Michigan-sponsored club sport trips. Failure to abide by this
policy will jeopardize the club's affiliation with the
7. You are not allowed
to rent 15 passenger vans.
Drivers
State law requires that vehicle owners have automobile
insurance. Members with poor driving record (two or more traffic tickets or
accidents) should not be allowed to drive on a club trip. Safety must always be
the most important consideration.
Van Rentals
Vans will be available for rental through the University.
Mini-vans, sedans and station wagons also are available for rental. Only
Travel Request - This form is required for all club travel, regardless of form of transportation. The Travel Request holds important travel information in case of an emergency situation and must be completed, and received by the Sport Club Director before the travel date.
1.
Club sport organizations planning to schedule trips must submit
a Transportation and Accommodation Request form (online) at least ten (10)
business days prior to the requested departure date of any trip unless
otherwise approved by the Club Sport Coordinator.
a.
The Club Sports Office will notify the club sport organization
of the status of the Transportation Request.
i.
No travel arrangements may be made by the club sport
organization without approval of the Club Sports Office.
ii.
The notification from the Club Sports Office will provide
instructions to the club sport organization on how to proceed with travel
arrangements.
1.
Club Sports Office may instruct the club sport organization to
make travel arrangements.
2.
Club Sport Office may inform the club sport organization of
travel arrangements that have been made.
2.
Club sport organizations that have received approval of a
Transportation and Accommodation Request must complete and submit a Travel
Itinerary (online) at least 48 hours prior to departure,
or by
3.
Club sport organizations may request to use University vehicles,
rent commercial vehicles, or use private vehicles for club travel. Regardless
of vehicle provider, Penn State, Athletic Department and Club Sports Program
policies must be followed at all times.
a.
When using PSU Fleet vehicles, PSU Fleet Operations policies
and procedures must be followed.
i.
15 passenger van drivers must be
ii.
All other Fleet vehicles must may be
driven by
b.
Per Department of Intercollegiate Athletics policy, maximum
capacity of a 15 passenger van (private vehicle, commercial rental or PSU
Fleet) may not exceed 10 people (including driver).
c.
Club sport organizations may use a personal or rental vehicle
that has a minimum insurance coverage of $300,000 bodily injury per
accident/$100,000 bodily injury per person; $25,000-Medical per occurrence and
$100,000-Property damage. Only insured vehicles may be used for club travel.
i.
The registered owner of a personal vehicle used for club
sports travel must complete and submit a Vehicle Owner Acceptance of Responsibility form, a valid vehicle
registration card, a valid insurance card, and valid drivers licenses of all
drivers to the Club Sports Program office at least 24 hours prior departure.
ii.
Pennsylvania State University and the Department of
Intercollegiate Athletics do not provide insurance for the vehicle, its driver,
or occupants and are not liable for personal injury or property damage,
including damage to the vehicle, incurred in accidents during club sports
travel.
iii.
Both the vehicle owner and the driver should understand that
they may be exposing themselves to personal liability in the event of an accident.
4.
Club sport organizations may travel via commercial airlines.
Clubs requesting to fly will be notified if an officer may book the airline
tickets, or if it will be done by the Club Sports Office.
5.
Club Sport Organizations may choose to lodge at commercial
hotels, private residences, or camp grounds. Regardless of type of lodging,
specific contact information and location must be indicated on the Travel
Itinerary.
6.
Club
sport organizations may request a meal allowance per traveler per day. The
maximum allowable amount for meal allowances is $28 per traveler per day. Meal allowances muse be requested on
the Travel and Accommodation form and will be provided as a cash advance.
a.
Meal allowances through Allocation, ATEF, OUD, and Endowment require
all travelers receiving meal allowance to sign a Team Meal Allowance Form upon
returning from trips. This form must be submitted to the Club Sports Office
within 5 days of returning from trips.
b.
Club sport organizations may use ASA accounts to get meal allowances
in the form of cash advances or as reimbursable expenses upon returning from
trips.
i.
In the case of a cash advance meal allowance, all original
receipts and any remaining cash must be retuned to the Club Sports Office
within 5 days of returning from trips.
ii.
In the case of reimbursable expenses, original receipts are
required in order to receive reimbursement.
7.
A Safety Officer, who accepts responsibility to supervise the
club while traveling, must accompany all Risk Level II and III club sport
organizations on trips.
8.
No alcoholic beverages or non-prescribed controlled substances
may be present or consumed by club sport organization members while traveling
or participating in club sponsored events (from departure to return),
regardless of age.
9.
Failure to abide by these rules and/or guidelines will subject
the club sport organization and/or individual club members to disciplinary
procedures, including but not limited to suspension or removal from the Club
Sports Program and possible referral to the Office of Judicial Affairs.
Purdue
– http://www.purdue.edu/RecSports/programs/club/Forms/2004-05%20HandBook%20-%20CD.doc
AWAY COMPETITIVE CONTESTS
Club Trip Regulations. Requests for club sports trips
must be submitted on an Application for Club Sports Trip form (see page 26)
available at the Recreational Sports Office. The trip form must be submitted no
later than two weeks prior to the trip.
* A Club Sports Trip Safety Form must be completed
& signed before vehicles will be released for travel.
1) A club may take only one trip per weekend. Normally 300 miles is
the limit for each trip. Exceptions will be made for conference games,
qualifiers and championship travel for which a team has qualified.
2) To be eligible for a trip, club members must have their names on an
approved Application for Club Sports Trip form. Each member must have a
Confirmation of Eligibility form, a Release form, and a Swim Test form (when applicable)
on file at the Recreational Sports Office. The names of members who do not
satisfy all eligibility requirements should not be put on the application.
3) Teams are a unit. The entire team(s) must travel together.
Individuals may travel separately only with special approval from a club sports
administrative staff member.
4) Departmental financial support for vehicular travel is restricted to
travel arrangements as approved in the club trip request. Normally, funding
from the division budget is limited to no more than two teams per trip
(exception: crew).
5) The signature from the Office
of the Division of Recreational Sports indicates approval of the scheduled
activity as a legitimate activity within the Club Sports Program.
UNIVERSITY VEHICLES
Club sports members are expected to comply
with all rules and regulations governing the use of state vehicles.
1) Club sports travel in University vehicles is normally limited to
current team members, coach, and staff members. Any other person must have prior
approval from a Club Sports administrative staff member to accompany the team;
his or her name must appear on the Application for Club Sports Trip form.
2) A club sport traveling with one or two teams on a trip will travel
in University vehicles.
3) Requests for University vehicles must be submitted to the
Recreational Sports Office as soon as the trip plans are finalized. The more
advanced notice that Transportation Service receives, the better the club’s
chance of securing the requested vehicles.
4) Student drivers may be approved if they have valid
5) If a club does not require a University vehicle reserved for a
particular period, the club should contact the Recreational Sports Office immediately
to cancel the request. Failure to do so with 24 hours of your schedules
departure time will result in billing against the club for the vehicles not
used.
6) University buses are available at the clubs expense for club sports travel.
PRIVATE VEHICLES
A club sports administrative staff
member must approve requests for travel in private vehicles.
1) Before club members can drive their own vehicles, they must have a
valid driver’s license and a signed Driver Agreement on file with the
Recreational Sports Office, as well as meeting Risk Management’s recommended
insurance requirement.
2)
The Division of Recreational Sports Requires that owners of private automobiles
used to transport club sports members have their automobiles personally insured
for not less than: property damage, $50,000; bodily injury, $100,000 each
person, $100,000 each occurrence. The
individual drivers must supply official documentation to support the coverage needed before trip will
be approved.
Emergency Repair Procedure. In some instances, such as emergency repair of the University
vehicle at an away event, Transportation Service may make reimbursement for
emergency expenditures upon return of the vehicle. When emergency services are
required, use only qualified professional service and the following guidelines:
1)
For a minor condition — up to $100:
a) Use either of the credit cards supplied (kept in key case).
b) If necessary, cash, personal check, or credit card could be used.
c) Always obtain a receipt.
Personal expenditures will be reimbursed at the Transportation Service Office.
2)
For a major condition — over $100:
a) Call the Purdue Operator collect (day or night) at
(317) 494-4600; inform the operator of your situation. The call will be
transferred to the proper Transportation Service personnel.
b) Transportation Service
personnel will advise you of the necessary procedure to repair or replace the
disabled unit.
Accident Procedure. If an accident occurs, use the
following guidelines:
1) Notify area police immediately — before leaving the accident scene.
2) Render assistance at the accident scene.
3) Exchange information with the other driver(s): driver’s name,
address, city, state, zip code; driver’s license number, date of birth; license
plate number, state, year; make, model, year, color of other vehicle.
4) If there is an injury, or you cannot drive the vehicle, notify
Transportation Service immediately and follow the emergency repair procedure.
5) If the vehicle is driveable, continue
your trip as planned and inform the Transportation Service personnel when you
return to campus.
6) All accidents are to be
reported immediately to the University Risk Management Office.