department of athletics policies & procedures - UNC Wilmington ...

A Travel Fund has been established for the purpose of providing advance
money to coaches and/or administrative staff for team travel, and
recruiting.
Requests for advances must appear on a Travel Request Form, filled out in
its entirety, signed by the requester, and handed into the Business Office.
All Assistant Coaches must have travel requests approved by their Head
Coach. For all Team Travel cash advance requests must be accompanied
by a listing of all traveling party, with amount required for the trip. Any
changes or additions to the official party must be approved by the Director
of Athletics.
Travel Advance Procedures
Cash advances that will be needed for weekend activities should be
requested on or before the preceding Tuesday by 1:00 PM. Cash advances
needed for during the week should be requested at least three days in
advance. Should circumstances require a sport to exceed the basic per
diem for team travel or recruiting, approval by the Director of Athletics
must be obtained prior to departure from campus.
The Head Coach, or designated person, may pick up and sign for an
advance at the Athletic Business Office. At that time, the signee assumes
total responsibility for any cash advances until receipts documenting
expenditures and any unexpended cash are turned in to the Business
Office Assistant, closing out the particular advance.
Cash advances should be cleared in a timely manner following the trip.
Be sure to include all pertinent information as listed below when clearing
cash advances with the Athletic Business Manager
Reimbursement for Travel work sheet must be filled out completely
and assistant coaches must have the head coach initial the expense
report, signifying she/he has seen it and approves the expenditures.
All receipts, hotel, car rental, gas receipts, and miscellaneous items
must be returned whether prepaid or on Purchase Order. Team
Travel Meal Sheets must be show signature of all persons receiving
monies, the amount received, and signed by the coach disbursing the
money and verified by another member of the support staff.
All expense reports will be checked thoroughly for accuracy, supportive
receipts, and allowable expenses before a reimbursement is made or
another travel advance will be issued.
c. Recruiting Travel
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