Knoxville Campus Policy: FI0705-K Athletics Travel Procedure
Version 1	Effective Date: 08/20/2024

Objective

This Procedure provides allowances to the university’s official travel policy for certain unique travel needs of intercollegiate athletics within The University of Tennessee Knoxville (UTK), which are not already addressed by UT-Fl0705.

Scope

Travel provisions in this Procedure apply to the UTK’s athletic department’s staff members, coaches, athletes, affiliated team members, and invited guests.

Roles

The Athletic Director (AD) or their designee must approve all expense reimbursement requests submitted under the provisions of this Procedure. The AD must provide a current list of authorized designee(s) to their Campus Business Officer (CBO) as necessary but no less frequently than on an annual basis.

Procedure

1. 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. Staff traveling while in recruiter status are exempt from CONUS rate policy but are encouraged to make fiscally sound decisions when booking lodging. Parking and internet are the only other reimbursable hotel expense unless an exception is approved.
   2. Meals: When claiming team and/or individual expenses for meals above the athletics meal allowances as set forth in the Official Travel Policy, an original/detailed receipt must be submitted in support of the request for reimbursement. As it relates to recruiting, a guest(s) must be present when claiming meal expenses in excess of the allowance. Athletics has a flat daily per diem rate of $60 per day. Any meal over $100 per person requires a meal prior purchase approval form in Teamworks. The campus prior entertainment approval form is not required for team travel.
   3. Game Receipts: If receipts for admission to games for scouting or recruiting purposes are not available, the request for reimbursement must contain a detailed list of the games, dates, and cost of each ticket. This information can be accessed in the recruiting evaluation packet. When recruiting, coaches can purchase tickets, recruiting packets, and other recruiting expenses related to competition on the travel card, if a valid and itemized receipt is provided.
   4. Car Services: Car services to transport recruits are permissible, if allowable under NCAA regulations. Select individuals approved by the Athletic Director with a valid business reason may use private sedan or car service provided services are secured through World Travel (i.e., executive staff). The business reason must be attached, and the expense must be treated as an exception thereby requiring the approval of the AD. The University does not allow employees to rent luxury automobiles.
2. The AD or their designee must approve travel expenses in advance for guests/spouses of athletic department staff and must ensure all applicable travel is reported as a taxable benefit. 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 UT Athletics procedures. A copy of the approval must be attached to the travel reimbursement, and a list that includes the entire travel party should be submitted to the Athletic Business Office 48 hours in advance of the trip.
3. Employment contract terms override the terms of this Procedure.
4. The travel request for team travel should be in the name of the staff member or coach who pays all expenses and requests reimbursement on a single expense report. Occasionally, multiple team travel expense reports may be submitted in conjunction with large travel parties.
   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.
   2. 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.
   3. 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, and car services.
5. 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.
   1. Guest Travelers. Guest travelers are eligible to travel with an associated employee for applicable postseason competition in accordance with UT Athletics procedures. The following guidelines apply to postseason travel:
      1. Eligible guest travelers may be 1) spouse; or 2) spouse and children; or 3) an invited guest as approved by the AD or AD Delegate. Examples of invited guests may include a domestic partner or a fiance but will be reviewed and approved on a case-by-case basis in advance of the trip.
      2. The associated employee must be a regular full time exempt employee that has direct and continuous support and substantial involvement with the sport program throughout the seasons; and
      3. The department will cover certain costs for guest travel as outlined in the UT Athletics procedures. All expenses not outlined in the policy and incurred by the guest traveler are the responsibility of the traveler.

Penalties/Disciplinary Action for Non-Compliance

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 Procedure.

Campus Responsible Official & Additional Contacts

This Campus Responsible Official and Additional Contacts section contains those who are responsible or share certain policy responsibilities, organized by subject matter, such as monitoring compliance with the policy, providing additional guidance on policy clarifications, organizing policy training, updating the policy, etc.

Subject Matter	Office Name	Telephone Number (xxx) xxx-xxxx	Email Address
Policy Clarification and Interpretation	AVC, F&A	865-974-1000	avcfinadmin.utk.edu
Policy Training	AVC, F&A	865-974-1000	avcfinadmin.utk.edu

Related Policies/Guidance Documents

UT Fiscal Policy: Fl0705 – Travel

UT Fl0705 – General Travel Procedures

Attachment A

The University of Tennessee Knoxville 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 OF RECIPIENT:

_______________________________________________________

AMOUNT PROVIDED:

________________________________________________________

DATE:

__________________________________________________________

PURPOSE:

___________________________________________________________

SIGNATURE OF RECIPIENT:

____________________________________________________________

UNIVERSITY REPRESENTATIVES:

UT EMPLOYEE DISBURSING THE FUNDS SIGNATURE:

______________________________________________________________

WITNESS SIGNATURE (MUST BE A UT EMPLOYEE):

_______________________________________________________________