SUPPLEMENT NUMBER ONE

Supplement Number One supplements the university’s official travel policy and provides for certain unique travel needs of intercollegiate athletics.

Authorization for travel will not be granted and expenses will not be reimbursed unless the travel is made and reimbursement is claimed in accordance with the university’s official travel policy and the provisions provided in this Supplement.

GENERAL POLICY:

Travel provisions in this Supplement apply to staff members of the university’s athletic departments.
The Athletic Director (AD) or their designee must approve all expense reimbursement requests submitted under the provisions of this Supplement. TheAD must provide a current list of authorized designee(s) to their Campus Business Officer (CBO) as necessary but no less frequent than on an annual basis.
Athletic department staff engaged in recruiting are authorized to operate within the limits of NCAA regulations and/or appropriate athletic conference expenditure regulations. The AD may authorize the reimbursement of actual expenses incurred. The following limitations must be observed when granting such approval.
1. Lodging: Actual expenses may be claimed for lodging.
2. Meals: When claiming expenses for meals in excess of the meal allowances as set forth in the Official Travel Policy, an original/detailed receipt must be submitted in support of the request for reimbursement. A guest(s) must be present when claiming meal expenses in excess of the allowance.
3. Game Receipts: If receipts for admission to games for scoutingor recruiting purposes are not available, the request for reimbursement must contain a detailed list of the games, dates, and cost of each ticket.
4. Car Services: Car services to transport recruits are permissible, if allowable under NCAA regulations. For coaches and staff, the use of a private sedan or car service will be reimbursed only if the cost is less than other available modes of transportation or if a valid business reason precludes the use of a more economical mode of transportation. The business reason must be attached and the expense must be treated as an exception thereby requiring the approval of the CBO. The rental of a stretch limousines is prohibited.
The CBO or their designee must approve travel expenses in advance for guests/spouses of athletic department staff. A copy of the approval must be attached to the travel reimbursement request. Spouses (or an invited guest in lieu of a spouse) of coaches and other members of the athletic department staff are eligible to travel to one away trip each season exclusive of post-season travel. Such travel is to be handled in accordance with the procedures followed for team travel under Section Two below. A copy of the approval must be attached to the travel reimbursement.
Employment contract terms override the terms of this Supplement.
TEAM TRAVEL The authorization for team travel should be in the name of thestaff member or coach who pays all expenses and requests reimbursement on a single expense report.
1. When it is necessary to distribute meal allowances to team members, coaches, and other staff members, the AD or designee will determine the amount for each meal, which may be less than the rate used to reimburse employees. The amounts, however, cannot exceed the allowances paid to employees and any deductions for group meals that are provided must correspond to the university’s travel policy. To document the amount distributed, the employee responsible for distributing the meal allowance must submit a roster that contains the names and signatures, and dollar amount distributed by date/meal for each individual who received a meal allowance. A roster is not required if the funds are distributed using the pre-paid debt card program, since the amount distributed and dates are recorded in the system.

When band members, cheerleaders, and other students representing the university are considered a part of the team, the AD or designee will determine, in advance of a trip, their daily meal allowance, which will be subject to the same guidelines listed above for the team.

Receipts are required to support expenses incurred for lodging, meeting rooms, pre- game and post-game meals, snacks (in addition to regular meals) and other incidental expenses allowed by NCAA guidelines when such expenses are deemed appropriate by the AD. Receipts are also required for other miscellaneous expenses,

including, but is not limited to, baggage handling, and tips to bus drivers, police escorts.

When it is not possible to get a receipt, a copy of Attachment A or another document that contains this same information can be used to document the expenditure. The document must be signed by the individual receiving the payment and two university employees.

If permissible by the NCAA, travel expenses for student-athletes to travel home during academic breaks and return to campus for required practice/competition is permissible. These expenses must comply with NCAA regulations.
If approved by the treasurer’s office and the campus CBO, the athletic department may issue travel advances from their department instead of following the travel advance requirements of FI0705 Travel

ENTERTAINMENT

The AD may approve entertainment expenses by members of their professional staff up to

$1,000 per event. Payments exceeding this amount must be approved by the campus CBO or their designee.

MILEAGE RATE FOR COURTESY AUTOMOBILES

The Standard Mileage Rate for university employees is intended to compensate them for gasoline used plus depreciation, insurance and maintenance expenses that will be incurred as a result of using their vehicle for university business. Since employee’s assigned courtesy automobiles or receiving vehicle allowances are not incurring some of these expenses, these employees will be reimbursed at the General Services Administration’s rate for Government Furnished Automobiles.

POST-SEASON TRAVEL

The following guidelines pertain to official university travel in connection with post-season team competition by all University of Tennessee athletic teams.

Authorized University Representation. The following groups comprise the different travel parties for post-season team competition.
1. Team Party: This group may include only those individuals essential to the actual participation and representation in the post-season event as listedbelow:
  1. Student Athletes: Includes all student-athletes the head coach considers necessary to conduct practices and the game. Spouses, children, and legal dependents can be included in this party and their expenses can be paid for by the university, if approved in advance based on the recommendation of the coach and approval by the AD.
  2. Coaching Staff: Includes all full-time and part-time coaches. Spouses (or an invited guest in lieu of a spouse), children, and legal dependents may

accompany the coaches at theuniversity expense, if approved in advance based on the recommendation of the coach and approval by the AD.

- 1. Essential Athletic Support Staff: Includes all staff that the AD considers necessary to plan and execute the post-season travel. Spouses (or an invited guest in lieu of a spouse), children and legal dependents may accompany them at university expense, if approved in advance by the AD.
  1. Student Support Party: This group will include only students who provide support for the team’s post-season game and their unit’s directors and/or sponsors as listed below:
    1. Band: Includes members of the university marching band or pep band, the band director, and band support staff. Review and approval for the number authorized to travel in this group will be made by the AD and will be based on available funding and the need for a student band. Band travel may be scheduled to accommodate all mandatory post- season activities.
    2. Cheerleaders: Includes students who serve as official team cheerleaders during the regular season, their official sponsors, and the team mascot and handler. Review and approval for the number of travelers in this group will be made by the AD and be based on the available funding and the need for cheerleaders at the post- season game. Cheerleaders travel may be scheduled to accommodate all mandatory post- season activities.
  2. Official Party: This group will include only those University Board members, officials, and invited guests considered necessary to officially represent the university at the post-season event as listed below. These must be approvedby the university department responsible for paying these expenses.
    1. Current members of the University Board of Trustees and their spouses or one guest.
    2. University executive officers and their spouses or one guest, asdetermined by the President.
    3. Members of the campus athletics board and their spouses or one guest.
    4. Invited guests of the President or Chancellor.
    5. Invited guests of the AD must be approved by the applicable CBO.
1. Reimbursable Expenses. Allowable expenses of individuals attending post- season team competition may include the following:
  1. Team and Official Party Members: Transportation to and from the event, lodging, meals or meal allowances, and special event tickets as prescribed bythe A D may be reimbursed. All other expenses including but not limited to child care, car rental, incidentals and other personal expenses must be paid by the traveler. Additionally, any expense for individuals that are not identified as a member of the Team or Official Party that exceeds the party member’s normal lodging accommodations must be paid by the traveler.
  2. Student Support Party Members: Transportation, lodging, and meals or meal allowances as prescribed by the AD may be reimbursed. All other expenses must be paid by the traveler.
2. Travel Arrangements. Whenever feasible, group travel arrangements shouldbe made via an official university contract for team, student support, and official parties. Such arrangements may include but are not limited to direct billing for chartered aircraft, lodging, and special event meals.
3. Advance Cash Allowances. At the discretion of the university, student members of the team and student support parties may be given advance cash allowances to cover transportation costs and meals. Advance cash amounts will be based on current NCAA guidelines for participation outside of the team’s regular competitive season. The AD or their designee must certify that cash advances to studentscomply with the above, and students must sign to acknowledge receipt of theadvance.

This Supplement Number One, effective August 2019 supersedes all prior supplements.

ATTACHMENT A

The University of Tennessee Receipt

This document can be used to document the distribution of tips to baggage handlers, bus drivers and escorts (highway patrol, city or county police, etc.). The individual receiving the tip must sign the document.

NAME _______________________________________________________________________________

AMOUNT ____________________________________________________________________________ DATE ________________________________________________________________________________ PURPOSE ___________________________________________________________________________

SIGNATUREOF RECIPIENT

UT EMPLOYEE DISBURSING THE FUNDS _________________________________________________

WITNESSES (MUST BE A UT EMPLOYEE) ________________________________________________