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Process for Coaches' Recruiting Travel

Steps:

1. Go to www.fiscal.ttuhsc.edu and complete on-line application (this serves as a requisition).
A. Complete estimates of costs for destinations to be traveled (See Exhibit A)
B. All recruiting applications should designate Chris Corder as E-Raider Supervisor. Chris's E-Raider is ccorder This will notify Jennifer of your recruiting travel.

2. Print on-line application with signature lines and obtain appropriate supervisor signature.
Examples:
Assistant Coach - Head Coach and Sport Supervisor
Head Coach - Sport Supervisor
Staff - Department Head and Account Manager
Department Heads - Account Manager

3. Hold the application in your own file until trip is completed.

4. Take the trip. Keep all receipts.

5. Upon your return from the trip, complete the travel expense worksheet (hard copy) (See Exhibit B) and attach all itemized receipts for any expenses claimed. You may find this worksheet on the Compliance shared drive folder labeled "Compliance Forms" on your computer (desktop).

6. Attach travel application with signatures to this worksheet and related receipts.

7. Go to www.fiscal.ttuhsc.edu and complete on-line voucher, review worksheet for accuracy of trip details and print this worksheet (See Exhibit C).

8. Next, click on, print on-line voucher. ( Do NOT click on SUBMIT voucher. )

9. Traveler should sign and have Head Coach sign approval.

10. Send copy of application worksheets (hard copy and on-line worksheets), voucher and receipts to the Compliance Office for approval.

11. Send originals of application signed travel worksheet along with original receipts (hard copy and on-line worksheets) to the Athletics Business Office.

12. Compliance will review, and if approved, will notify the Athletics Business Office of approval for reimbursement.

13. Athletics Business Office reviews allowed expenses and checks receipts against voucher. If approved, the Athletics Business Office submits voucher for payment to University Travel.

Note: If all appropriate supporting (itemized/original) receipts are not included, traveler will be notified and payment will be withheld until necessary receipts are submitted to the Athletics Business Office.

Once all necessary receipts are provided to the Athletics Business Office, voucher will be submitted to University Travel.

14. University Travel reviews voucher and if approved, processes reimbursement.

15. Check is mailed to traveler at campus mail stop.

16. See Helpful Hints (Exhibit D).

~ Exhibit D ~

~ Travel Information ~ ~ Notes ~ ~ Helpful Hints ~

  • Reasons to use Bank of America - State Credit Card:

    1. Allows for state contract airfare rates.

    2. Allows for reimbursement before trip is taken (airfare and registration fees only) Use of personal credit cards requires reimbursement after trip is taken.

    3. Allows for change or cancellation of flight without penalty.

  • Book airline reservations directly with airlines to avoid travel agency service charges. If state rate (base) is cheaper than on-line special but by adding the service charges from the travel agent the overall price for the state rate costs more, you should purchase the cheapest ticket (overall price). You will be reimbursed.

  • If your Bank of America credit card is at its maximum, and you want to free the balance quickly on the Bank of America travel card, you may pay directly at any Bank of America Bank. (Closest location is at 19th Street and University). At this location you may endorse the TTU reimbursement check to pay the credit card bill. The Bank of America will issue a receipt. You must keep this receipt as proof of payment. This will enable you to pay the bill before the statement is received.

  • E-Raider supervisor is your immediate supervisor (except recruiting, who is Chris Corder).
    Examples:
    Assistant Coach - Head Coach
    Head Coach - Sport Supervisor

  • Emergency Travel - The application for travel should be completed by traveler or his/her administrative support on the first business day after departure.

  • Travel vouchers need to be completed immediately upon completion of the trip in order to expedite your reimbursement.

  • No cash advances will be given (even for per diem) unless the employee does not qualify and has been denied the state travel card.

  • Please note all transactions entered prior to 4:30 p.m. will interface with TECH-FIM overnight.

  • Regarding advances: Please note that ample time will be needed to process the information prior to 4:30 p.m., and Travel Services Staff will need to be informed if someone needs a travel advance the next day.

    ~ Exhibit A ~

    ~ Exhibit B ~

    ~ Exhibit C ~

    ~ Exhibit A Instructions ~

    ~ Exhibit B Instructions ~

    ~ Exhibit C Instructions ~

    • Official Gear of the
    Texas Tech Red Raiders