Department of Recreational Sports s1

Sport Clubs Travel Procedures

 Use this form ONLY if you are not staying overnight at your destination, or are staying overnight in New York City or Philadelphia  The procedures outlined below must be followed for all club-related travel – regardless of whether or not the club requests funding  Failure to do so may result in loss of future travel privileges, loss of funding, or other sanctions

At least 2 weeks prior to Travel Date  Complete the Travel Request Form which follows on the next 2 pages of this document  Bring Travel Request Form to Sport Clubs Office  Have Sport Clubs Assistant Director verify the following on site: o Club has sufficient funds available and has indicated from which account funds will be drawn  DO NOT DROP OFF TRAVEL REQUEST FORM AND LEAVE  Final approval will be determined by the Sport Clubs Assistant Director

At least 2 days prior to Travel Date  Forward any changes to Travel Request Form to the Sport Clubs Assistant Director o This usually means the list of the travelers has changed o It may also be a case of departure time, arrival time (back to Princeton), lodging information, transportation details, or drivers list has changed

Within 5 days of return  Submit all requests for travel-related expense reimbursement to the Assistant Director through Concur Princeton University Sport Clubs Travel Request

 This Travel Form must be submitted at least 2 weeks prior to the departure date. The Sport Clubs office must be notified of any changes to information on this form no later than 48 hours prior to departure (drivers, list of travelers, lodging info, etc)

 Please contact the Sport Clubs office immediately upon return (when entire travel party has returned) by calling the Sport Clubs Assistant Director at (609) 258-5620 or e-mail [email protected]

Club Name: ______Date Submitted: ______

Date(s) of Event: ______to______Date(s) of Travel: ______to______

Departure Time______Game Time______Return Time______

Destination (City and State): ______

Name of Event: ______Number of Travelers: ______

Princeton Team Contact: ______Phone #: ______- ______TRANSPORTATION INFO

____Bus Travel ____Coach Bus ____School Bus

_____Personal vehicle _____Rental vehicle (who are you renting from) ______Driver Name/Phone #______Personal Vehicles Only: Make/Model/Lic. Plate______Insurance Co. Name/Policy #______

_____Personal vehicle _____Rental vehicle (who are you renting from) ______Driver Name/Phone #______Personal Vehicles Only: Make/Model/Lic. Plate______Insurance Co. Name/Policy #______Air Travel ______(Airline) Departure City ______Arrival city ______======Please estimate how much money from each of the following areas this travel will be funded.

Club Allocation $______Out-of-Pocket (no funding) $______

Friends $______Print all travelers’ names below. ***Attach additional sheet if necessary***

1. ______13. ______

2. ______14. ______

3. ______15. ______

4. ______16. ______

5. ______17. ______

6. ______18. ______

7. ______19. ______

8. ______20. ______

9. ______21. ______

10. ______22. ______

11. ______23. ______

12. ______24. ______

______Signature of Club President Date

______Signature of other Club Officer Date

The officers signatures above serve as verification that all drivers are Approved Drivers by Princeton University Public Safety, properly insured, have a valid driver’s license and will not be under the influence of alcohol or drugs while driving.

______Sport Clubs Assistant Director has approved club for travel Date