Policy Number:   130-4                                                                  Last Update:  2/24/2020

Policy Title:   Recruiting Travel - Meals

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

AP Supervisor of Travel:  568-8019

Website:  JMU Financial Procedures Manual

POLICY:

All recruiting meals must be in accordance with NCAA requirements and the JMU Athletics Compliance Office.  Sport programs perform recruiting travel via blanket TA for the fiscal year.

PURPOSE: 

To outline which documents are needed and how to process them to ensure that recruiting meals meet both NCAA and University requirements.

DOCUMENTS:

• Chrome River
• FBCF
• Official Visit Request Form – (SharePoint/Compliance/Working Forms)
• Host sheet - (SharePoint/Compliance/Working Forms)

PROCEDURES:

1.     Recruiting coach travels away from JMU:

• Coach is reimbursed based on per diem rates for meals; see GSA per diem tables.  If actual meals are over per diem rates, the difference can be reimbursed through the Foundation, as long as those meals are within NCAA regulations.
• Day trips (not overnight) are not entitled to per diem, but are limited to overtime meals.  See Overtime Meal rates (.352).

2.     PSA visits JMU:

• Coach is reimbursed based on per diem rates for meals; see GSA per diem tables.  If actual meals are over per diem rates, the difference can be reimbursed through the Foundation, as long as those meals are within NCAA regulations.
• If coach has meal with a PSA and parents, a FBCF is required.  For instructions on preparation of the FBCF, see JMU FPM travel section 4205.635.
• Meals reported on the FBCF must have actual itemized receipts and an attached list of meal participants. Meals can only be provided to the PSA, up 4 family members or guardians of the PSA, as well as any student hosts. Sport programs need to compare actual cost to per diem rates and recalculate any tip if needed. Tips must be within 15% of total bill before taxes. If tip is over the 15% before tax rate and/or meals are over per diem, these overages can be reimbursed through the Foundation.
• The expense report is routed through compliance, the ABO, and the Sports Administrator for approvals before reaching Accounts Payable.
• Assistant Athletic Director for Business & Finance approves and Administrative Assistant sends original to AP.