Athletics Transportation and Travel Policy Overview

DEPARTMENT OF ATHLETICS TRANSPORTATION AND TRAVEL POLICY

DEPARTMENT OF ATHLETICS TRANSPORTATION AND TRAVEL POLICY This presentation is intended as an overview of this Policy and is not intended as a replacement for a thorough reading. Please consult the UNC Department of Athletics Policies, Procedures, and Risk Management Resources page on GoHeels.com for full policies. When necessary, also consult applicable provisions of NCAA, ACC, and University of North Carolina rules and regulations. Other federal, state, and local laws may also apply.

TRAVEL ITINERARIES Each UNC varsity sport program shall designate an Itinerary Custodian to receive and store travel itineraries for Official Department of Athletics Business Travel by the varsity program s staff members. Each program must also store itineraries for travel by the program s staff members, student-athletes, and accompanying guests. Itineraries of all such travel shall be provided to the Itinerary Custodian prior to departure. When possible, Team Travel itineraries should be submitted electronically or in writing to the Itinerary Custodian no later than two weeks prior to departure.

TRAVEL ITINERARIES Each itinerary provided to an Itinerary Custodian shall include, at a minimum: The name of each member of the travel party; The date and destination of each individual segment of the trip; and The mode of transportation. (In the case of air travel, this should include the airline and flight number.) 1. 2. 3.

AUTHORIZED TEAM TRAVEL PERSONNEL Regular Season Travel Authorized Team Travel personnel during regular season competition for each respective UNC varsity athletic team shall include: Student-athletes approved for travel by the Department of Athletics Compliance Office; Required coaching staff; The team s athletic trainer;

AUTHORIZED TEAM TRAVEL PERSONNEL Team managers and similar support personnel as required; ASPSA staff and other academic staff as necessary; and Other necessary Department of Athletics or Educational Foundation staff members which are approved in advance by the Director of Athletics. Spouses, family members, and other special guests may also accompany the team if approval is provided in advance by the Director of Athletics.

POSTSEASON TEAM TRAVEL PERSONNEL Travel to Bowl Games or Postseason Competitions The Director of Athletics or his designee shall determine the individuals who will be invited to attend bowl games and any other postseason competition event. At his discretion, the Director of Athletics may include spouses and children of those invited as well as other special guests. Composition of Team Travel parties to such events is largely influenced by the nature of the competition(s) to be attended.

POSTSEASON TEAM TRAVEL PERSONNEL The Department of Athletics Compliance Office shall review the Team Travel roster prior to departure to ensure compliance with all applicable legislation. It shall be the responsibility of the applicable sport program s Sport Administrator to facilitate and coordinate travel to bowl games and any other NCAA postseason competition event in which a UNC student-athlete is participating. There may be tax implications associated with approved guest travel. It is the responsibility of the applicable employee, not of the University or Department of Athletics, to determine the tax implications for such travel.

CHARTER BUS PROTOCOL

PURCHASING PROCEDURE Normal Purchase Procedure The Official Third Party Travel Agency s motor coach connection collegiate bus program helps secure discounted ground transportation rates. All charter bus travel for individual trips and season-long accommodations shall be booked through the Official Third Party Travel Agency. The Official Third Party Travel Agency will invoice the Department of Athletics after the charter bus service has been provided. These invoices will be sent for individual trips or season-long accommodations as appropriate.

PURCHASING PROCEDURE If charter services cannot be secured through the Official Third Party Travel Agency, the procedures below must be followed through the University s Purchasing Services unit: If the total cost is less than $5,000, a voucher may be submitted for payment after the trip takes place. If the total cost is greater than $5,000, a Requisition must be submitted to the University s Purchasing Services unit with either a sole source letter or three competitive bids for the service.

PURCHASING PROCEDURE The University s Purchasing Services unit may permit an individual sport program to establish a Standing Order for charter bus trips to accommodate the program s travel needs for a full regular season of competition. If the total cost is greater than $5,000, the University s Purchasing Services unit will solicit bids for the service. A Standing Order will then be established with the lowest bidder, provided that such bidder meets all of the technical requirements of the bid. If the total cost is less than $5,000, a Standing Order will be established with the appropriate charter bus company. Tips provided to charter bus drivers should not exceed $50.00 per day of driving.

USE OF VANS, MINI-BUSES, COMMERCIAL, AND NON-COMMERCIAL AIR TRAVEL

USE OF VANS AND MINI-BUSES Use of vans and mini-buses owned by the Department of Athletics is governed by the Department of Athletics Vehicle Use Policy. If such vehicle owned by the Department of Athletics is not available at a specific time, the Fleet Management Coordinator or another Department of Athletics staff member may provide assistance in securing an alternate vehicle. As required above, itineraries for such travel should be provided to the appropriate Itinerary Custodian before departure.

COMMERICAL AND NON-COMMERCIAL AIR TRAVEL The University owns several planes to provide a means of travel for designated officials and employees in order to limit non-productive time during travel in furtherance of official University business. The Director of Athletics shall have the authority to designate staff members from the Department of Athletics who may be permitted to use such planes for Official Department of Athletics Business Travel. Use of University planes for personal reasons is not permitted, even if the employee reimburses the University for the associated expenses.

COMMERICAL AND NON-COMMERCIAL AIR TRAVEL It is permissible for coaches and other Department of Athletics employees to travel on private planes owned by donors or other third parties during Official Department of Athletics Business Travel. All fees, expenses, or obligations incurred by the University or its Department of Athletics associated with private travel must be documented and submitted to the Director of Athletics. This includes, but is not limited to, any gifts, tickets, or other University or Department of Athletics assets provided or committed to be provided in exchange for such travel. Any commercial relationship between the University or Department of Athletics and the owner or facilitator of private travel must be documented and disclosed to the Director of Athletics.

COMMERICAL AND NON-COMMERCIAL AIR TRAVEL Before departing on any travel contemplated by this section, the traveling employee shall ensure that the appropriate Itinerary Custodian receives an itinerary of travel.

FOREIGN TOURS

APPROVAL FOR FOREIGN TOURS All requests for Foreign Tours must be submitted for prior written approval by the: Director of Athletics; Department of Athletics Compliance Office; Department of Athletics Senior Woman Administrator; Department of Athletics CFO; and Applicable Sport Administrator. Unless an exception is provided by the Director of Athletics, such requests must be submitted no later than two months prior to the proposed date of departure.

REQUESTS FOR FOREIGN TOURS Requests should be made by submitting the Foreign Tour Request Form located in the Department of Athletics Transportation and Travel Policy. In addition, the request should include, at a minimum, the following proposed information about the Foreign Tour:

REQUESTS FOR FOREIGN TOURS The destination(s); The departure date(s) and return date(s); The dates of the team s last Foreign Tour; A list of any of the team s current student-athletes who participated in a previous Foreign Tour; In the event of a summer Foreign Tour, confirmation that all participating student-athletes were eligible for intercollegiate competition during the previous academic year; In the event of a Foreign Tour during the academic year, confirmation that all participating student-athletes are regularly enrolled at UNC and eligible for intercollegiate competition;

REQUESTS FOR FOREIGN TOURS A list of any current student-athletes in the sport program who are not eligible for intercollegiate competition (if applicable); The first permissible practice date for the applicable sport under NCAA rules; All practice dates prior to the team s departure for the Foreign Tour; All opponents and competition dates during the Foreign Tour; The number of days for which student-athletes will receive per diem; and A list of any student-athletes for whom passports will be purchased by the University.

LIMITATIONS AND PROTOCOL FOR FOREIGN TOURS No Foreign Tour shall be permitted involving any region, country, state, or city which has been identified by the Provost or United States State Department as an area to which travel is restricted or discouraged. No invitations to participate in a Foreign Tour should be extended until written approval is provided by the: Director of Athletics, the Department of Athletics Compliance Office, the Department of Athletics Senior Woman Administrator, the Department of Athletics CFO, and the applicable Sport Administrator.

LIMITATIONS AND PROTOCOL FOR FOREIGN TOURS Once the request has been approved, the Department of Athletics Business Office should be contacted regarding funding and insurance requirements so appropriate arrangements may be made. University policies require all international travelers to submit rosters and purchase international travel insurance through the University. Prior to departure on a Foreign Tour, the Head Coach and Sport Administrator shall coordinate with the Director of Sports Medicine to ensure that all University-affiliated members of the travel party receive all necessary vaccinations and other preventative medical treatments appropriate for the region to be visited.

LIMITATIONS AND PROTOCOL FOR FOREIGN TOURS Prior to departure on a Foreign Tour, all members of the travel party must register with the Global Travel Registry. It shall be the responsibility of the Head Coach to ensure that all student-athletes receive appropriate supervision throughout the duration of the Foreign Tour.

TRAVEL REIMBURSEMENT AND MANAGING EXPENSES

TRAVEL REIMBURSEMENTS All travel reimbursement requests must be completed within ten days of the traveling individual s return to UNC s campus. Reimbursement requests should be made using the University s online web travel system. A copy of the applicable form should be printed and submitted for requisite approvals with original copies of the corresponding receipts. If necessary, photocopies of such documents should be made and kept on file before submission. One reimbursement form should be prepared for the duration of each trip constituting Official Department of Athletics Business Travel.

EXPENSES RELATED TO MILEAGE Departmental Vans and Mini-Buses The applicable sport program s or Department of Athletics unit s budget will be charged the appropriate rate established by the Department of Athletics Transportation Unit each time a member of such sports program or unit uses a Departmental vehicle.

EXPENSES RELATED TO MILEAGE Personal Vehicles and Dealer Automobiles Individuals may be reimbursed at rates established by the IRS and University when using personal automobiles for Official Department of Athletics Business Travel. Individuals may be reimbursed at rates established by the Department of Athletics when using car dealer automobiles for Official Department of Athletics Business Travel.

EXPENSES RELATED TO MILEAGE Rental Cars Receipts may be submitted for reimbursement for gas used in rental cars during the course of Official Department of Athletics Business Travel. A written, signed justification for use of the rental car must be submitted with each such reimbursement request when the associated travel is not designated as recruiting travel.

EXPENSES ASSOCIATED WITH COMMERCIAL AIR TRAVEL Expenses associated with Team Travel by commercial airline are reflected on the Department of Athletics monthly Diners Club statement. Copies of such statements shall be sent to cost center managers and other necessary individuals for review and approval. Once approved, the statement should be sent to the Department of Athletics Business Office to be filed and retained. The Diners Club Team Travel account number may only be used for air travel. Airfare expenses should not be included in advance requests for away competitions.

EXPENSES ASSOCIATED WITH COMMERCIAL AIR TRAVEL Under the University s Central Airfare Billing System, airfare can be charged directly to University accounts and need not be claimed as an expense on the travel reimbursement form. This is only intended for Official Department of Athletics Business Travel by air by University employees. Excess costs, indirect routes, and unnecessary or unjustified services are prohibited.

EXPENSES ASSOCIATED WITH COMMERCIAL AIR TRAVEL First class or business class airfare may only be purchased if it meets one of the two criteria below. Domestic travel by business or first class is permitted if the traveler is accompanying a major donor or dignitary who is traveling by business or first class and if the funding source of the travel is an allowable funding source. Business class travel may also be approved when a traveler has a doctor-certified medical condition. International travel by business class is permitted.

REIMBURSEMENT FOR COMMERCIAL AIR TRAVEL When traveling as part of Official Department of Athletics Business Travel, Department of Athletics staff members may be reimbursed for: Travel between the employee s office or home (whichever is closer) to the nearest airline terminal; and/or Appropriate parking for the duration of the Official Department of Athletics Business Travel.

REIMBURSEMENT FOR COMMERCIAL AIR TRAVEL If traveling to the nearest airline terminal by airport limousine or taxi, the staff member may be reimbursed for one round trip fare. If traveling to the nearest airline terminal by personal vehicle, the staff member may be reimbursed for either: Two round trip fares of a maximum of 36 miles each at the statutory rate with no parking charge; or One round trip fare with parking charges.

EXPENSES RELATED TO MEALS Per Diem Before distributing per diem funds to student-athletes or Department of Athletics staff members, the appropriate staff member shall create a per diem distribution sheet indicating the amount(s) allocated and date(s) of provision to each recipient. Each recipient must then sign their full name on the per diem distribution sheet acknowledging their receipt of the per diem funds. The per diem distribution sheet should not be altered after it is signed by the recipient(s).

EXPENSES RELATED TO MEALS Upon return to campus, a completed expense report and an original, signed version of the corresponding per diem distribution sheet must be submitted to the Department of Athletics Business Office. Itemized receipts must be provided for all meals exceeding established per diem limits. Such meals must also be detailed on the appropriate expense report. Maximum Allotments Meal allotments shall be subject to limitations established from time to time by the State of North Carolina, University, NCAA, and Department of Athletics. The Department of Athletics Business Office and Department of Athletics Compliance Office shall provide information about current limitations upon request.

EXPENSES RELATED TO MEALS Team-Related Activities and Non-Team-Related Activities Coaching staff members, sport program support personnel, and volunteers may not be reimbursed for per diem funds associated with non-team-related activities. Such individuals may be reimbursed for per diem expenses associated with official intercollegiate competition and Team Travel in the applicable sport(s).

EXPENSES RELATED TO MEALS Non-student Department of Athletics staff members and volunteers may not receive per diem or be reimbursed for personal expenses while on campus or within 35 miles of Chapel Hill for team-related activities during breaks in the University s academic calendar. Student-athletes, student managers, student trainers, and student assistants, however, may receive per diem or appropriate reimbursements directly from the Department of Athletics.

EXPENSES RELATED TO MEALS Reimbursement requests for meals used to entertain individuals outside of the Department of Athletics must include an itemized receipt for the purchase and a statement including: The name of each person who ate part of the meal; Each such individual s relationship to the Department of Athletics; and The reason for the meal. The Department of Athletics typically cannot provide reimbursement for Alcohol purchases made during Official Department of Athletics Business Travel.

EXPENSES RELATED TO MEALS Reimbursement requests for the first and last days of individual Official Department of Athletics Business Travel may only be made for meals purchased within the specific timeframe of such travel. On the first day of such travel, a traveler may claim reimbursement for breakfast funds if the traveler leaves his or her place of work before 6:00 A.M. On the last day of such travel, a traveler may claim reimbursement for dinner funds if the traveler returns to his or her place of work after 8:00 P.M.

EXPENSES RELATED TO MEALS For a single day trip constituting Official Department of Athletics Business Travel, a traveler may request reimbursement for breakfast funds if the traveler leaves his or her place of work before 6:00 A.M. and the work day has been extended by at least 2 hours. Similarly, a traveler on such a single day trip may request reimbursement for dinner funds if the traveler returns to his or her place of work after 8:00 P.M. and if the work day has been extended by at least 3 hours. Reimbursement funds shall not be provided to a traveling employee for lunch if the Official Department of Athletics Business Travel does not include an overnight stay, unless the lunch is part of a conference registration fee.

ENTERTAINMENT EXPENSES The Department of Athletics will only provide reimbursement to staff for entertainment expenses incurred for activities related to legitimate Official Department of Athletics Business purposes. The Department of Athletics may not provide reimbursement for golf expenses, even if conversations involving legitimate Official Department of Athletics Business matters take place during play. To receive reimbursement for such legitimate Official Department of Athletics Business purposes, all entertained individuals names and affiliations with the University must be submitted with the request for reimbursement.

ENTERTAINMENT EXPENSES Funds for team entertainment may occasionally be provided if the provision of such funds is permissible under NCAA rules and other applicable legislation. In such cases, each student-athlete receiving funds for entertainment purposes must sign a form acknowledging the amount received and the date on which the money was provided. The Director of Athletics must provide advance approval for any payments or reimbursements to be made by the Department of Athletics for costs incurred due to travel by a spouse or guest of any Department of Athletics employee. In such cases, there may be tax implications for the employee.

LODGING EXPENSES Direct billing is encouraged for lodging expenses, although travel advances may also be used to pay for such expenses. In the event a lodging bill associated with Official Department of Athletics Business Travel includes any expense(s) for telephone calls or wireless internet access, a statement must be submitted with the corresponding reimbursement request detailing: Which calls, if any, were for legitimate Official Department of Athletics Business purposes; and All parties involved in any such calls.

LODGING EXPENSES Personal Calls When requesting reimbursement for lodging expenses, Official Department of Athletics Business-related telephone calls and wireless internet access should be listed separately from the hotel bill and included under other expenses. The Department of Athletics will not provide reimbursement for charges for personal calls. The Department of Athletics must be reimbursed by the traveler if expenses for personal calls listed on a lodging bill were not previously paid directly to the hotel. Any such payments should be submitted with the corresponding expense report.

EXPENSES RELATED TO PROSPECTIVE STUDENT- ATHLETES OFFICIAL VISITS TO CAMPUS Funds Used by Prospective Student-Athletes and Family Members Thereof When a prospective student-athlete and his or her parents or guests are flown to the area for an on-campus Official Visit, the flights should be booked through the Official Third Party Travel Agency. The cost of the airfare will then be charged to the account of the appropriate sport program.

EXPENSES RELATED TO PROSPECTIVE STUDENT- ATHLETES OFFICIAL VISITS TO CAMPUS When such airfare expenses for prospective student- athletes are to be covered using Department of Athletics funds, each recipient individual and involved Department of Athletics coach must be specified on a form acknowledging the provision of funds for such airfare. A copy of all such forms should be attached to the applicable monthly statement. After receiving the requisite approvals, such statements and documentation should be filed by the Department of Athletics Business Office.

EXPENSES RELATED TO PROSPECTIVE STUDENT- ATHLETES OFFICIAL VISITS TO CAMPUS Funds Used by Current Student-Athletes while Hosting Prospective Student-Athletes Any time funds are provided to a current UNC student- athlete for purposes of entertaining a prospective student- athlete on an Official Visit, a form must be signed by the recipient UNC student-athlete and his or her coach verifying receipt of such funds. All such forms shall be provided to the Department of Athletics Compliance Office for retention.

EXPENSES FOR TRAVEL TO VISIT OR WATCH A PROSPECTIVE STUDENT-ATHLETE When a Department of Athletics staff member travels away from campus to visit a prospective student-athlete, the airfare may not be charged to such individual s Diners Club account. All expenses incurred during such travel must be paid by the traveling individual, who may then later obtain reimbursement for the expenses through the appropriate processes.