Policy Number: 130-2
Last Updated: 2/27/2020
Policy Title: Recruiting Travel - Commercial Air & Rail
Administrative Contact & Phone: Athletic Business Office: 568-3829 or 568-2367
Athletic Compliance Office: 568-7357 or 568-6248
JMU Contact & Phone: AP Supervisor of Travel: 568-8019
Websites: JMU Financial Procedures Manual
POLICY:
All recruiting travel must be in accordance with NCAA requirements and the JMU Athletics Compliance Office. Effective, July 1, 2016, Domestic Team Travel no longer requires a Travel Authorization.
PURPOSE:
To ensure that recruiting travel meets NCAA guidelines and University requirements.
DOCUMENTS:
- Official Visit Request Form (SharePoint/Compliance/Manual/Working Forms)
- Prior approval form (SharePoint)
PROCEDURES:
Refer to the JMU website listed in the heading at the beginning of this policy for important information.
In addition to the website information:
See policy 110 in this manual for instructions on preparation of the TA form. As of July 1, 2016, Travel Authorizations are no longer needed for domestic PSA visits; however, PSA’s from outside of the United States do require a Travel Authorization.
- Recruiting Coach Travels Away from JMU:
- Receipts must show the ticket class (tourist or coach), the method of payment, and the purchaser’s name. If the vendor does not have different classes of tickets, you must print a statement from the vendor’s website which attests to this.
- Airline/rail tickets are purchased by the sport program either by SPCC or by coach’s Corporate Travel Card or Personal Credit Card.
- If purchased by coach, Administrative Assistant prepares ChromeRiver Expense Report.
- The expense report will first be routed to Compliance for review and approval. Once approved by Compliance, the expense report moves to the ABO for approval.
- After the ABO approves the expense report, it is routed to the Sports Administrator and finally Accounts Payable for the last approvals.
- Purchase an Airline or Other Transportation Ticket for PSA:
- If the PSA purchases their own ticket, the Administrative Assistant must gather the necessary information to enroll the PSA in ChromeRiver as a non-employee vendor, and process an expense report for the PSA. Instructions on enrolling a non-employee vendor can be found here.
- Per NCAA regulations, it is not permissible to rent a vehicle for a PSA or to reimburse a PSA for rental vehicle expenses.
