Guidelines for Advances and Team Travel

 

 

  1. Advance requests should be made as early as possible.  It generally takes a week to ten (10) days to process an advance.

 

  1. Each advance request form must be completed in entirety, including the number of students going on the trip.

 

  1. If you leave before 6:00 am, you may feed them breakfast.  If you return after 6:00 pm, you may feed them dinner.

 

  1. Each meal may cost up to $6.00.  Please calculate the amount of money needed per student for meals, then multiply this by the number of travelers.

 

Example:      Leave at 5:30 am on 9/20/01

                    Return at 7:00 pm on 9/20/01

                   13 students

                   2 coaches

                   1 bus driver

                  

                   Each = 1 breakfast + 1 lunch + 1 supper = $18.00

                   $18.00 X 16= $288.00

                   Advance should be for $300.00

 

Coaches are encouraged to be creative when feeding student athletes.  A traveling breakfast of fruits and muffins from the grocery can cut expenses.

 

  1. When spending the night, make your hotel reservations as far in advance as possible.  Remember your hotel tax form.  Look for continental breakfasts to help with your food expenses.

 

  1. When advance money is issued for student travel, any excess funds must be turned in with appropriate tax exempted meal receipts within ten (10) days following your return from the trip.  This will be strictly enforced. 

 

  1. Any handwriting must be legible and include your social security number and mailing address.  If your address has changed, please notify the athletic office.

Travel Guidelines and Procedures