ARTICLE TEN

TRANSPORTATION

Article 10, Transportation is part of the University of Richmond Intercollegiate Athletic Policies and Procedures Manual.

The purpose of this article (hereafter referred to an Transportation policy) is to provide athletic coaches, athletic staff members, students, members of the University Community, and the general public a concise basic reference on matters concerning transportation and travel policies.

The material and information presented here are a condensation of a number of policies, procedures, and references pertaining to transportation. Users of this policy are encouraged to make note of any information in the policy which conflicts with existing University, NCAA, and/or conference policies, procedures, or legislation. Noted conflicts and/or recommended changes or comments which may improve the transportation policy should be submitted to the Associate Director of Athletics/Business and Finance, Robins Center, University of Richmond, VA 23173. The information submitted should be keyed to the specific page, paragraph, and line of text. Request reason be provided for each comment to insure understanding and complete evaluation.

A. Individual Travel

Section 1. General

All Department of Athletics staff (coaches, staff and administration) are subject to the guidelines contained in this section. Travel includes recruiting, travel to meetings of organizations and conferences, travel to clinics, etc. All individual travel must be approved in advance by the Associate Director of Athletics/Business and Finance. A Travel Request [Appendix A] must be submitted to the Associate Director of Athletics/Business and Finance prior to departure from campus. Travel expenses incurred without prior approval will not be reimbursed.

Section 2. Meals

Meal expenses will be reimbursed at the following rates:

                 Meal              Rate
  
                 Breakfast         $6.00
                 Lunch             $6.00
                 Dinner            $16.00

NOTES: Meal expenses are allowable only if the individual is at least 50 miles away from the University of Richmond campus.

Section 3. Lodging

Individuals are expected to utilize moderately priced hotels and motels (such as Holiday Inn, Ramada Inn or Quality Inn) when traveling. Coaches and staff traveling together are expected to be housed two to a room. Single rooms must be authorized in advance by the Associate Director of Athletics/Business and Finance.

Section 4. Transportation

Actual costs of coach (Y class) air fare, train fare, bus fare, or automobile may be claimed if one of those methods of travel is utilized. Air travel to points within Virginia is prohibited. Air travel to points in Maryland, West Virginia and North Carolina must be approved in advance by the Associate Director of Athletics/Business and Finance. Tickets for all air travel must be purchased through Covington Travel Service or the U.S. Air City Ticket Office. A Travel Request must be completed by the individual traveler and approved by the Associate Director of Athletics/Business and Finance prior to making reservations.

1. Transportation costs by air, train, or bus must be supported by original receipts.
2. If a privately owned vehicle is used for travel, $ .30 will be reimbursed according to the University's mileage chart. Odometer readings may be required if mileage exceeds the standard mileage chart.
3. When official travel is performed in courtesy cars, reimbursement will be based and made on receipts obtained for actual gas, oil and related expenditures.
4. If several people travel together in a privately owned vehicle, only the driver of the vehicle may claim transportation costs, and a list of passengers must be included with the travel voucher.
5. Use of University vehicles and rental vehicles must be arranged by the Associate Director of Athletics/Business and Finance. All gasoline receipts must state what type of vehicle (University, rental car, or personal) is being used.

    

Section 5. Other Expenses

Other expenses at the place of the traveler's destination that may be reimbursed include:

1. Registration fees for clinics and conference. (If meals are included in the registration fee, an appropriate reduction is to be made in the meal expenses claimed). A receipt must be submitted for these expenses.
2. Parking, taxi and other ground transportation fares between the airport/station and hotel may be claimed to the extent that they are reasonable. Expenses must be supported by receipts.

    

Section 6. Automobile Rental

Automobiles may be rented when it is economically feasible. National Car Rental is to be used unless National cars are not available. Cars rented should be no larger than mid-size and the rental agreement should reflect Recap #5601074. Staff members are encouraged to enroll in National's Emerald Club, a free service which provides numerous benefits to members. When renting from National, use your University of Richmond US Bank VISA-card. Also, DECLINE all optional insurance offered by National or any other rental car company.

Section 7. Travel Expense Vouchers

Travel expense vouchers must be submitted to the Associate Director of Athletics/Business and Finance within three working days after the trip has been completed. If a travel advance was received and not fully used, a check for the unused funds should be returned with the voucher. Travel vouchers lacking receipts or containing errors will be returned to the traveler. Reimbursement will not be made until receipts are obtained or errors corrected. All claim for travel expenses must be submitted on the proper form. Improperly submitted expense vouchers will be returned to the traveler.

Section 8. Travel Advances

Travel advances of up to $500.00 should be obtained through the staff member's University of Richmond US Bank VISA card. For advances greater than $500.00, arrangements may be made through the Associate Director of Athletics/Business and Finance. These arrangements must be made at least 5 working days prior to the date the advance is needed.

Section 9. Entertainment

Entertainment costs must be reasonable and must be within limits established by the Director of Athletics. Entertainment expenses must be listed on the travel expense statement with the following information attached:

1. Who was entertained.
2. Who provided the entertainment.
3. Purpose of the entertainment.

Receipts must be provided for all entertainment costs.

Section 10. Exceptions

Exceptions to the policies outlined above must have the prior written approval of the Director of Athletics.

B. Team Travel

Section 1. General

All athletic team travel is subject to the guidelines contained in this section. This includes travel to regular season events, post-season events, and invitational events (state, regional and national). All team travel must be approved in advance by the Associate Director of Athletics/Business and Finance and be within budget limits. A Travel Request form must be submitted to the Associate Director of Athletics/Business and Finance prior to departure from campus. Also, a list of the team members traveling and a complete itinerary for the trip should be attached to the Travel Request. Travel expenses incurred without prior approval will not be reimbursed.

Section 2. Meals

Meal expense allowances will be at the following rates:

               Meal                   Rate
  
               Breakfast              $6.00
               Lunch                  $6.00
               Dinner                 $10.00

Meal expenses are allowable only if the team is away from campus during the regular meal hours or if at-home competition directly conflicts with the regular meal hours.

Section 3. Lodging

Teams traveling are expected to utilize moderately priced hotels and motels when traveling. Team members should be housed at least two per room (or three per room if so dictated by room costs or budget restraints). Coaches traveling together should, where feasible, be housed two per room. Single rooms must be authorized in advance by the Associate Director of Athletics/Business and Finance.

Section 4. Transportation

Transportation of teams is subject to the same guidelines as those of individual travel. However, van and bus travel are expected to be the primary means of travel for teams. Arrangements for van and bus travel should be made with the Athletic Equipment Manager and arrangements for all other modes of travel should be made through the Associate Director of Athletics/Business and Finance. Departmental policy is that team members and coaches stay with the team during team travel. If a team member departs with a team, that team member returns with the team.

Charter bus is the preferred mode of transportation for teams traveling to away contests unless the competition is within a 75 mile radius of the campus. Within a 75 mile radius, van travel is authorized. Van travel is also authorized if the size of the travel party is such that a charter bus is impractical. Generally speaking, travel parties exceeding 16 (and utilizing 2 vans) are expected to travel by a charter bus.

Airline travel is the preferred mode of transportation when travel time via ground transportation would exceed 6 hours one way. Proposed air travel and arrangements for air travel are to be coordinated through the Associate Director of Athletics/Business and Finance.

It is important to note that transportation costs represent a significant portion of a team's travel budget. Coaches should exercise good judgment in preparing a schedule of contests to assure that travel expenses are within the team travel budget.

Section 5. Other Expenses

Other allowable expenses at the site of team (or individual) competition are subject to the same guidelines as those for individual travel. In addition, entry fees, if not paid in advance, are reimbursable if supported by a receipt. Because of limited funds, University funds are not to be used for purchase of team pictures, souvenirs, T-shirts, or other memorabilia. Any expenditures for team entertainment must be approved in advance by the Associate Director of Athletics/ Business and Finance.

Section 6. Travel Expense Vouchers

Travel expense vouchers must be submitted to the Associate Director of Athletics/business and Finance as outlined in Section 7 of Individual Travel.

Section 7. Travel Advances.

Travel Advances may be obtained as outlined in Section 8 of Individual Travel.

Section 8. Exceptions

Exceptions to the policies outlined above must have the prior written approval of the Director of Athletics.

C. Use of Motor Vehicles on University Business.

Applicability

These guidelines apply not only to the operation of vehicles owned or leased by the University, but also apply to the operation of personal vehicles when used in the conduct of University business.

General

1. Vehicle operators are expected to obey all traffic laws and otherwise exercise due care in the operation of the vehicle. To assure the safety of all University Staff, Faculty and Students, safety belts should be worn at all times by drivers and all passengers in vehicles owned or leased by the University. this also applies to the operation of privately owned vehicles while used in the conduct of University business. The driver of the vehicle is responsible for insuring compliance by all occupants of the vehicle.
2. Particular care should be exercised when operating a University van or truck. Drivers should not back up without the aid of another person standing outside of the vehicle in a position to observe its path of travel. Objects, including compact cars, are often difficult to see in rearview mirrors.
3. If an accident should occur - no matter how minor the accident - vehicles should not be moved and the police should be called immediately.
   1. Although state and local police generally do not respond to accidents occurring on private property, they nevertheless should be called.
   2. If an accident occurs in the Richmond area, campus police should be called in addition to local police.
   3. Do NOT admit fault under any circumstance. The police, insurance companies and/or the courts will make this determination. Any statement you make may be used against you in court.
   4. Secure the names, addressed and phone numbers of witnesses and write your own description of what happened while it is fresh in your mind.
   5. If police do not respond, you should also exchange identification and insurance information with the other party.
   6. Notify Herb Peterson (8150) as soon as practical.

       

4. When a personal vehicle is used in the conduct of University business, the vehicle owner's personal liability insurance policy provides the first line of coverage in the event of an accident. The University's insurance provides excess coverage when, and if, the owner's insurance coverage is exhausted.

    

Team Travel

Because team travel involves the transportation of large numbers of individuals, the University and the personnel who supervise such trips take on special responsibilities. When a commercial carrier is employed, many of the responsibilities are assumed by the carrier, but they remain with the University if the travel takes place in vehicles owned or leased by the University or in vehicles owned or leased by the participants themselves.

1. If a faculty or staff member is a passenger in a vehicle, he or she is "in charge" and responsible for the safe conduct of the trip. The faculty or staff member is expected to exercise his/her authority as a University official to assure that the vehicle is operated in a safe and lawful manner.
2. The faculty or staff member is also responsible for seeing that vehicles are not occupied beyond their capacity. Overcrowding may be construed as an unsafe condition and should always be avoided.