TEAM TRAVEL AND UNIVERSITY VEHICLES
I. Team Travel
A. Travel Advance
Team travel advances should be sent to the athletic business manager at a minimum two weeks prior to departure. Upon completion of the trip, the expense report (and any cash, if applicable) must be returned and settled within 30 days. See Business
Policies pages 4-5 for more information.
B. Transportation and Lodging
Game schedules should be given to the athletic business manager as soon as possible so work can begin to secure favorable travel arrangements.
Plane -
Anthony’s Travel is the official partner for Butler Athletics. Contact the athletic business manager with plans. Anthony’s must used first before obtaining any other quotes.
Bus - Contact the athletic business manager for quotes. Charter a bus if travel party exceeds two vans (20 people) or if trip is more than two hours.
Van - Same-day trip if opponent is within a two-hour drive (120 miles) or for smaller teams for up to a five-hour (one-way) trip. See Assistant Athletic Director for Facilities and Events for reservations.
Hotel - Head coaches have the responsibility for obtaining hotel accommodations for teams. Consult the Athletic Business Manager. There should be one studentathlete/bed.
C. Travel Itinerary
Team itineraries must be submitted to the Athletic Information Office Administrative
Assistant and the Athletic Director’s Administrative Assistant.
The itinerary must include a list of everyone who is traveling with the team (including trainers and volunteer coaches), times of travels and competition(s), addresses and phone numbers for hotel(s) , site of competition(s), and coach(s’) cell phones (so that the team can be reached at all times).
D. Safety
The well-being of the student-athlete is a priority of Butler Athletics at all times. If the conditions are NOT SAFE due to weather, road conditions or any other reason, DO
NOT TRAVEL.
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E. Student-Athlete per Diem Policy
When traveling with a team, coaches have the option to hand out per diems to each student-athlete or eat as a team, with the staff handling payment of the bill. When per diems are used, the following minimum guidelines for meals are to be followed:
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$10.00 for breakfast per person
$12.00 for lunch per person
$18.00 for dinner per person
The total is $40.00.
If per diem is given out, the per diem sheet must be signed by the student-athlete at the time the money is given. All per diem sheets should be returned with the appropriate expense reports.
The expense reports will be reviewed to ensure policies are being followed. Head coaches are requested to provide explanations (prior to team travel when possible) for those situations where meal expenditures do not appear on the trip expense report
(parents furnished meal, used the Butler Visa card, etc.)
II. UNIVERSITY PROVIDED CARS
A. Authorized Driver for University Vehicle or Rental Vehicle
The Business Operational Office (Karen Quattrocchi
– ext. 8466) must certify a person in order for them to drive a Butler University Athletic Department vehicle. Everyone who drives a university vehicle, a rental vehicle or transports student-athletes in any official capacity must be 22 years of age. Unapproved employees absolutely may not drive a university vehicle, rental vehicle or transport student-athletes.
If a Butler Athletics’ employee is planning on driving student-athletes on a team trip, a completed Request for Driving Privileges Form (page 4) with a copy of a current driver’s license must be submitted two weeks prior to driving a university vehicle.
Each driver’s record is cleared with the Bureau of Motor Vehicles in order to be covered by University Insurance. Each year in the fall semester employees who will continue to drive for the university must complete a Driving Renewal Form that will be distributed by the Athletic Information Office Administrative Assistant Completed forms should be submitted to the Athletic Information Office Administrative Assistant.
B. Cars
Cars may be assigned to an individual within the athletic department. All persons driving a Butler University owned car must fill out an auto log form by the 5 th of each month for the previous month. Auto log forms can be obtained through the Athletics
Administrative Assistant (page 5).
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It is required that each person assigned a vehicle must keep the vehicle in good running condition. The Assistant/Associate Athletic Director in charge of vehicles should approve all maintenance.
All accidents must be reported to the Assistant/Associate Athletic Director in charge of vehicles and the Business Operations office. A police report must be obtained for all traffic accidents. Please contact the BUPD 317-940-9396 (if on campus) or the local police department to obtain a police report.
Any traffic violations must be reported as soon as possible to the Assistant/Associate
Athletic Director who is in charge of vehicles.
C. Vans
Requests for use of the vans should be made through the Assistant/Associate Athletic
Director in charge of vehicles. Any problems with vehicles should be reported immediately to the Assistant/Associate Athletic Director in charge of vehicles.
D. Vehicle Maintenance
The maintenance of the assigned car is the responsibility of the designated person with the approval of the Assistant/Associate Athletic Director in charge of vehicles.
Tom O’Brien Chrysler, Jeep, Dodge provides regularly scheduled oil changes at no charge for vehicles leased from them by the department. The maintenance of the vans is the responsibility of the Equipment Manager with the approval of the
Assistant/Associate Athletic Director in charge of vehicles.
Team Travel Policy
A student-athlete must travel with the team to and from all away-from-home competition outside the local Indianapolis area. The only exception to this policy is a situation in which a student-athlete wishes to travel with a parent or legal guardian. The studentathlete may only travel with a parent or legal guardian after this waiver is signed and submitted to the Athletic Department. The waiver will also be required if a studentathlete will be traveling with their parents or legal guardians at any point during a team trip (i.e. Dinner with parents).
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