Overview
Athletic and other traveling teams of the university (e.g. debate club)
are given special exceptions to normal travel procedures in recognition
of their unique travel situation. The university will prepay or
issue purchase orders where feasible. The university will not issue
a charge card or credit card for such travel.
Lodging
Lodging for athletic teams may be ordered by purchase requisition when
necessary, to alleviate coaches having to cover lodging for their entire
team using their personal or corporate charge cards, and to alleviate
students having to cover expenses out of pocket.
Coaches should confirm that the hotel they wish to use will accept purchase
orders before submitting a requisition.
Hotels will be advised by Purchasing that the university recognizes only
the cost of the rooms themselves and the associated taxes. All other
expenses, like phone calls, room service, laundry service, restaurants,
fitness clinics, and other hotel services are the responsibility of the
coach and should not appear on any bill to the university. Coaches
are expected to clear all non-room-related expenses with the hotelier
at check-out and pay all such expenses personally.
If a coach believes that some of these expenses are legitimate business
expenses, he or she may submit a claim for reimbursement upon returning
to campus. The university reserves the right to refuse any expenses
not justified as legitimate business expenses and to put the hotelier
in contact with the coach for resolution of the outstanding charges.
Coaches can preclude unauthorized expenses from appearing on their bills
by taking a few precautions:
- Have the hotel switchboard shut off the telephones to all rooms used
by the team except the coach.
- Have the hotel attach a note to each team room folio informing hotel
employees not to accept charges for room service, fitness centers, etc.
and to notify the coach if anyone attempts to charge such expenses to
a room.
While we believe students and players are inherently honest, the temptation
to charge an expense to somebody else's tab can be irresistable.
Coaches should remove the source of temptation whenever possible.
Registration Fees
Registration fees can be prepaid for an entire team according to normal
university policy. See the Travel Management section on registration
fees for additional information.
Transportation
University Transportation should be used when available; however, the
size of a traveling team, or the distance to be traveled can make university
travel unfeasible.
Rental Cars / Charter Buses
Rental vehicles may be ordered by purchase requisition. Purdue
self-insures against liability and damage. Wavers offered by the
rental agencies should be declined. Questions should be referred
to Accounting Services (481-6823).
Airplanes
Coaches must submit
a travel roster to the Athletics Business Manager prior to reserving
tickets. No tickets may be charged to university funds for
names not on the travel roster, and no tickets may be issued any
individual not having a legitimate university purpose (e.g.
player, coach, trainer, medic) in traveling as part of the
team.
Meals
Teams may handle meal money a variety of ways. Teams are under
no obligation to provide meal money to team members. Those that
do may request a cash advance from the Bursar's office. Contact
the Bursar's office at 481-6824 to find out whether your team is eligible
for a cash advance and to learn the procedures for handling a cash advance.
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