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Policy Number:   130-1

Last Updated: 2/25/2020

Policy Title:   Recruiting Travel–Ground Transportation

Administrative Contact & Phone:   Athletic Business Office:  568-3829 or 568-2367

Administrative Assistant, Athletic Facilities:  568-8810 

Transportation Office Coordinator:   568-7429    AP Supervisor of Travel: 568-8019

Websites: 

JMU Financial Procedures Manual

Athletic Facilities Transportation

POLICY:

All recruiting travel must be in accordance with NCAA requirements and the JMU Athletics Compliance Office.  Athletics submits requests to the Transportation Office on a different form than the rest of the university.

PURPOSE: 

Provide sport programs information needed to secure ground travel for recruiting and to outline a consistent method for measuring actual gasoline used for reimbursement.

DOCUMENTS:

PROCEDURES:

You will not be required to turn in gas receipts in order to get reimbursed for business travel. In an effort to reduce the number of unnecessary stops at the gas station both before traveling and upon your return and to simplify the reimbursement process, Athletics mileage reimbursement policy is similar to those that do not receive stipends or a courtesy vehicle.

Effective September 1, 2012, you will be reimbursed based on mileage. For those employees on stipends, you will continue to provide your administrative assistants with the same information, except you do not need to submit gas receipts.

Reimbursement will be at the University rate of $0.246 for those receiving stipends.  For those with courtesy vehicles, the rate will be $0.19.  The difference in the two rates is based on maintenance being provided through the JMU Foundation for the courtesy vehicles.

You DO still need to turn in gas receipts for rental vehicles. The State will not reimburse mileage for a rental vehicle.  Be sure to fill up the rental vehicle before you return it. The State will not reimburse for gas on the rental car receipt, nor will the State reimburse for the Fuel Option when you rent the vehicle.  Finally, the State will not pay for insurance on rental vehicles for JMU employees; always decline that option.

Athletics employees should check with Enterprise first when coordinating a rental car.

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