Upcoming Event: Women's Tennis versus Big 12 Individual Tournament on September 25, 2025
Women's Tennis
vs Big 12 Individual Tournament
Travel
The University of Utah has set forth an official Travel Policy that governs all transportation from the University requiring air travel or an extended period of time. Please review the Travel Policy closely to ensure that your activities are in compliance with the University's approved policy.
In general, student-athletes may not leave campus for an away contest more than 48 hours prior to the contest and may not return to campus more than 36 hours following a contest. Several exceptions do apply, including any contest in Alaska/Hawaii, NCAA Championships, and vacation period contests. For additional information, please contact the Compliance Office.
Travel Policy
Individual Travel:
University Travel - Travel on university business that requires the traveler to be away from home or normal place of employment for a period of time that includes an overnight stay or requires the use of air transportation. Commuting between an employee's home and regular place of employment is not official university travel.
- Individuals are responsible for making their own travel arrangements. Airfare should be reserved through current department travel agency, Christopherson Travel. Traveler can purchase internet airfare if it represents a substantial savings. Receipt should be submitted with travel expense report for reimbursement.
- Coaches and designated administrators should apply for a corporate issued Diners Club Card. Applications are available from the Business Office. The employee submits expenses for reimbursement, and is responsible to pay the monthly credit card bill.
- Advances: Travelers can receive up to $50 per day advance from the business office. Rental cars should be charged to their corporate issued Diners Club Card. All other expenses can be charged to the Diners Club, or any personal card of choice. All receipts are submitted to their assigned secretary to prepare the expense report. Total expenses over and above the advance are settled from the Imprest Account. Expense report must be submitted within 5 business days from the return of trip to the business office. If no advance is taken, the full cost of the trip is reimbursed to the traveler. While on travel status, emergency cash may be obtained on a Diner's Card at a participating ATM location. Diner's Card holders, however, must submit a separate application and receive a PIN number to participate in this program. A nominal fee will be charged for each business transaction which will be reimbursed to the traveler.
- Reimbursable Costs:
   • Traveler shall only be reimbursed for expenses that are essential to transacting state business while off-campus.
Extended-day Travel is university business that requires the traveler to be away from his/her normal place of employment ten hours or more and a distance of at least 100 miles (one way), not requiring an overnight stay. The traveler can be reimbursed for one meal up to one-third the amount allowed for per diem for the destination city - receipt is required (credit card charge slip is not acceptable). Traveler can be reimbursed mileage (schedule listed below).
   • When traveling in an area that will allow the traveler to return to work or home the same day, prepaid costs and cost reimbursements for items such as registrations and automobile mileage is reimbursed through Accounts Payable, and not through the Travel Department. Meals are not reimbursed.
   • In-Lieu-of-Airfare Rate - If individual chooses to travel to a destination in his/her personal automobile or other mode of transportation, they will be reimbursed either mileage, or current airfare rate for that destination, whichever is the least. They must provide a quote from the travel agency.
   • Transportation by private automobile - The current mileage reimbursement is as follows: Day Trip= 80 miles or less, $.375 cents per mile, more than 80 miles is $.32 per mile. Overnight Trip=150 miles or less is $.375 cents per mile, more than 150 is $.32 per mile. Dealer cars are reimbursed at $.16 per mile. Mileage logs must be submitted with beginning/ending odometer readings (available from the Business Office). If two or more persons travel in one private automobile, the reimbursable expense will be limited to the lesser of (a) mileage allowance for the automobile or (b) the combined costs of the in-lieu-of airfare rates for all persons on the approved travel status traveling in the automobile.
   • Liquor is only reimbursed if consumed during the course of a meal/meeting conducted for the purpose of public relations. The Athletic Director's approval is required. Liquor expenses cannot be charged to a university operating account. Liquor expenses must be charged to the appropriate development fund.
   • Personal expenses: Expenses such as theatre tickets, entertainment, toiletries, snacks, room service, clothing, moving violations/parking tickets, ATM machine charges, etc. are not reimbursable.
Reasonable laundry is reimbursed only if traveler is on the road for at least seven consecutive nights, receipt must be submitted with expense report.
   • Long distance phone calls should never be charged to the hotel bill. The university policy will only reimburse for one personal call per day, up to $5.00. It is suggested that travelers on the department cell phone plan just use that service. - Per Diem:
   a. Daily per diem amounts are based according to destination city. For current rates, go to the University Travel Department website at http://www.travel.utah.edu/, under Per diem, to Download Per Diem Listing. Open Spreadsheet file (.xls). The university allows three meals for a full day, partial days are determined by meals needed (divide per diem by three to get the per meal allowance).
Team Travel
Coaches are responsible for making the travel arrangements for their teams, with the exception of football, and men's and women's basketball post season competition. All travel must be coordinated with the department's business office, which can provide assistance as needed (lodging and bus).
   • Imprest Advances: Travel advance request should be submitted at least three days in advance. Expense reports need to be submitted within five days from the return of the trip. Coaches should only request advances needed for meal allowance. All other expenses should be charged to credit cards and submitted for reimbursement. Maximum advance amount from Imprest is $4,000, depending on current account balance available.
   • Travel Dept. Advances: Coaches can request advances from the university for the estimated entire cost of the trip. Requests should be submitted to the Business Office at least 3 weeks prior to departure date. The advance is picked up by the coach at the Cashier Department located at the Student Services Bldg. Cashier checks are issued. It is required that all expense reports with supporting documentation be submitted within 20 business days after the conclusion of the trip. In accordance with IRS regulations, any travel costs not substantiated within 60 calendar days from the conclusion of the travel must be treated as taxable income (the advance amount) to the traveler. The amounts will be added to the gross salary for the year and will be subject to withholding and employment taxes.
- Travel Itinerary: Coaches are to provide a travel itinerary for each team trip to include departure/return times, travel party roster, as well as flight, transportation, and hotel information to both South and North side receptionists. It is recommended copies be provided to the sport's secretary, business office, and sport's supervisor as well.
- Departure: Teams may not depart for competition more than 48 hours before the start of the contest. Teams must depart no more than 36 hours after the contest. The time and departure regulations do not apply to travel that occurs during the University's official vacation period as published in the University's academic calendar. For a list of other exceptions, please contact the Compliance Office before making travel arrangements.
- Travel Party: Only student-athletes who are eligible to represent the University of Utah in intercollegiate competition may travel with the team and receive actual and necessary travel expenses. Fifth-year student-athletes, student-athletes serving a transfer year in residence and student-athletes who are not academically eligible may not travel with the team or receive actual and necessary expenses.
- Meal-Allowance: All student-athletes on a team must receive identical meal allowances and meal-allowance may not be used as a reward or punishment for team's or student-athlete's athletic performance. During an away-from-home contest, student-athletes may receive three meals per day and pregame or post game meal on game day. Student-athletes may receive per diem for meals not eaten as a team or paid for by the University (see per diem section listed below for per diem calculation). The per diem for the pre or post game meals may not exceed $10.00.
- Airfare:Coaches should make airfare reservations through Christopherson Travel. State rates are often available at substantial savings; however, there is a $30 per ticket fee applied by the agency. Tickets booked at regular rates are accessed a $12 agency fee. Electronic tickets are issued and itineraries are e-mailed to the coach and the business office.
- Bus:Local bus service should be obtained through the Business Office. Airport transfers are often bid out for discounted rates. Coaches can arrange for bus service in out-of-state destinations, or can request assistance from the business office. Most bus companies will accept purchase orders. Bus driver tips should be given on trips where you are gone several days and have the same driver for the entire time. Suggested amount is no more than $20 per day. Tips should not be given for solely an airport transfer.
- Hotel: Coaches should arrange for hotel accommodations. Charges should be charged at check-out to coaches Diners Club card, or personal credit card. Receipts should be submitted with other expenses for reimbursement. All rooms are to be double occupancy except for head coach, and trainer if approved by the sport's supervisor. For team travel, all rooms must be part of the master bill - individuals cannot pay for their room separately. If guests of coaches/staff travel and create the need for single rooms, the coach/staff member must pay for the difference in cost. Room service will not be reimbursed. All members of the travel party must pay own incidentals, preferably at checkout. The university does not reimburse for bell hops unless it meets with the approval of the business office.
- Per Diem: Teams should receive a minimum amount of $25 per person per day, with maximum being amount allowed by the university policy and procedures for that destination city (see Individual Travel, #5). Per diem should be given in accordance with budgetary allowances for that sport. Requests to exceed the $25 per day limit must be approved by the sports supervisor prior to departure and conveyed to the business office. On game day, teams are allowed four meals by the NCAA. Cash amount given to athletes should never exceed amount allowed by the university, it is recommended that the fourth meal be purchased by the coach (restaurant or other) and submitted for reimbursement. Note: Credit card charge slips are not acceptable - must provide the detailed receipt. All staff/athletes receiving per diem must sign a per diem form verifying amount received.
- Advances: Advances can be obtained for either in-state, or out-of-state travel. Available from the business office from the Imprest Account, or through the university Travel Department.
- Team Entertainment: The athletic department may pay for reasonable entertainment that occurs within a 100-mile radius of where the team plays or practices in connection with an away-from-home contest. If the entertainment exceeds $25 per-person prior approval from the supervisor should be obtained. Note: movies can be charged to the hotel rooms, if pre-approved by the coach and most of the team is in attendance. Coach needs to initial approval by movies charged on hotel bill, and record names of those in attendance. Full documentation is needed for reimbursement of any entertainment expenses. Cash may not be given to student-athletes for purposes of team entrainment.
- Injuries: Any expenses resulting from an athlete's illness or injury while on a trip (including professional fees, hospital costs, x-rays, and medication) must be fully documented and reported. Emergencies:Expenditures for emergency situations (lost luggage, vandalism, etc) may be reimbursed upon return to campus with full documentation, however, when possible the expense should be approved in advance by calling the business office during regular business hours. Staff must use best judgment during non-business hours.
- Foreign Travel: Coaches interested in traveling his/her team on a foreign tour must present to supervisor at least one-year in advance a proposal of the tour indicating projected dates, destinations, costs, and method of funding
Rental Cars
The minimum age for driving a rental vehicle is generally 21.
- Domestic/Canadian Rentals:
   • Vehicles rented which are seven passenger vans or smaller
     • The University's Driver Training Course must be completed.
     • Use state contract: Currently the University's primary car rental agency is Budget Rent-a-Car, contact #T155600. Contract number must be given at time reservation is made and must appear on the contract. If Budget cannot meet your needs, you may rent a vehicle from another company using the University Corporate Diners Card. You will be assessed a $3 per day fee for rental auto liability self insurance by the Travel Dept.
     • If renting using the State Contract - decline the Collision Damage Waiver (CDW) insurance.
     • If renting using a Corporate Diners Card and not using a State Contract - decline the Collision Damage Waiver (CDW) insurance. The Travel office will access a $3.00 per day fee.
     • If renting using a personal credit card or through some other form of payment and not using a State Contract, it is recommended that you accept/purchase the Collision Damage Waiver (CDW) as the University will not provide this insurance coverage. The Travel Office will also access a $3 per day auto liability fee. - Large Vehicles
   • The Driver Training Course and Van Orientation must be completed prior to driving a vehicle larger than a 7-passenger mini van
   • If renting a 12 or 15 passenger van using the state contract, decline the Collision Damage Waiver (CDW) insurance.
   • If renting a large van and not using a Diners Club card, or State Contract, accept/purchase the Collision Damage Waiver (CDW)
   • You may travel with no more than 9 persons in a van, whether it be a 12 or 15 passenger - Foreign Travel except Mexico - For all Vehicles
   • Using the Corporate Diners Club Card (the State Contracts are not available outside of the U.S. or Canada)
     • If not included in the basic rental fee, purchase the auto liability insurance offered by the rental company.
     • The Collision Damage Waiver (CDW) insurance may be waived, unless the driver is renting a large vehicle or unless the law in the country the traveler is in requires it to be carried. In those cases, the rental company generally advises that the coverage is required and not optional.
     • If in doubt, accept the Collision Damage Waiver Insurance.
     • The Travel Office will access a $3 per day auto liability fee.   • Using a personal credit card, or other form of payment:
     • If it is not included in the basic rental fee, purchase the auto liability insurance offered by the rental company.
     • Accept the Collision Damage Waiver Insurance.
     • The University will not provide any additional coverage.
     • The Travel Office will access a $3 per day auto liability fee. - Mexico
   • Purchase insurance prior to entering the country
     • Unless the automobile is insured through a Mexican Insurance Company or other insurer licensed under the laws of Mexico, the driver may spend hours or days in jail resulting from an accident in Mexico.
     • It is imperative that the vehicle operator purchase auto liability, medical payments and physical damage (comprehensive and collision) insurance that is valid in Mexico. - Bus Companies carry sufficient insurance for transporting all occupants. Additional university insurance is not required.
- Motor Pool
   • Local Travel: Contact Motor Pool, ext. 1-8155, Mon-Fri, 8:00 a.m. - 4:00 p.m. Drivers will be assigned an operator ID number.Campus Order will be required for payment, contact Athletic Dept. Business Office, 581-3509. Contact State Motor Pool Fleet Service, 538-3014. They require payment via U of U Purchasing MasterCard. Contact Jacquie Winrow, 581-8412 to arrange payment. You will also need to provide your operator ID number.
   • Out of State: Same process as above, Motor Pool or Fleet Service. However, you have to complete a "Higher Education Authorization for State Motor Pool Vehicle Use" form, available from Jacquie Winrow. **Vehicles are not to be rented in the University's name for non-University entities or individuals, or for non-University use. - Personal Vehicles: The University does not provide primary automobile liability or personal injury protection coverage for personal vehicles driven by University employees, volunteers or students on University Business. If a University Department allows vehicles owned by employees, authorized volunteers or students to be used for University business, the department should ensure that those vehicles are in good working condition, inspected and insured for auto liability coverage.
- Bus Companies carry sufficient insurance for transporting all occupants. Additional university insurance is not required.
- Driver Training Course    • All University Drivers Are Required To Take The Driver Training Courses Before Driving a Large Van, Drivers Must Complete Van Drivers Orientation Course    • A $10,000 deductible may be imposed on a University department, in the case of an accident, unless the driver has completed the approved drivers training course.    • Athletic Department staff may arrange viewing of the required driver-training course video (1/2 hour) with Emily Walton, ext. 1-6445. Staff only needs to view the video once every three years.