Sport Club Travel

Student travelers must submit their own travel applications. Professional staff cannot submit travel on behalf of student travelers.

Please follow the steps below to apply for sport club travel award:

  1. All required documents must be submitted for approval to the Competitive Sports Office, at least 14 days prior to the departure date.
  2. A club officer must submit a Travel Request Form, prior to each requested travel competition/event
  3. Each traveler must read the Student Travel Policy. Download the Student Travel Procedures
  4. If traveling internationally, students are required to register with the Education Abroad office and to purchase the university-approved international health and travel insurance for the duration of official programming or activities.
  5. Gather the following information:
    • Each member must have a Sport Club Participation Waiver on file with the Competitive Sports Office in order to travel
      • Each member should only complete once (valid for 1 – full academic year)
    • Proof of Competition or Event
    • A travel roster with each traveler's name, email, phone number, and z-number

Funded Travel

If requesting funding via the Competitive Sports Office, you will need to provide the following additional documentation below (Note: Sports Club Council funded travel request(s) that are approved, are subject to funds available):

  • Proof of estimated trip cost:
    • Airfare
    • Rental Car/Van
    • Round Trip mapped Mileage if driving own car
    • Hotel
    • Incidentals: Gas, Parking, Tolls, Misc, etc.,
    • Registration

Pre-Travel

  • Travelers that are employees, must setup a Campus Recreation professional staff member as their Delegate in Workday, to create Spend Authorizations and Expense Reports on their behalf.

Post-Travel

  • Upon return, the Risk Management Officer must notify the Competitive Sports Office of any injuries or incidents that occurred.
  • If travel reimbursement was approved, clubs must turn in receipts for all reimbursable expenses within 5 business days of the trip return date. These receipts may include:
    1. Enterprise/National rental receipt (received when vehicle is returned)
    2. Detailed Hotel receipt with zero balance (received at check-out) showing the student as the guest
    3. Registration receipt
    4. Gas or Parking receipt(s) (pre-paid receipts are not allowed)
  • All receipts should be handed in together and must contain the name of the person who made the payment (must be the person who is setup for reimbursement via workday with the Competitive Sports Office)
    1. For Hotel and Registration receipts, please ensure that the company/organization indicates the student as guest
    2. For Gas and other receipts, officers may have to write in the name of the person who made the payment (should match the person whose name is on the spend authorization)

Non-Funded Travel

If you are not requesting funding via the Competitive Sports Office, you will only need to provide the travel information listed at the beginning of the Sport Club Travel page.