Policy Number:   130-3     Last Updated:  10/21/2016

Policy Title:   Recruiting Travel – Lodging

Athletic Business Office:  568-3829 or 568-2367

Athletic Compliance Office:  568-7357 or 568-6248

AP Travel Supervisor: 568-8019

Websites: JMU Financial Procedures Manual

POLICY:

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

PURPOSE: 

 Provide sport programs information needed to secure lodging for recruitment of athletes.

DOCUMENTS:

PROCEDURES:

See the JMU website listed at the beginning of this policy for important guidelines.

In addition to the website information:

  • Per Diem Rates -  See M&IE Rate Tables at the following website: GSA Per Diems
  • If lodging is over per diem rates:  Prior approval is required in advance and proper documentation justifying the lodging exception up to 150% of the guidelines for both in-state and out-of-state travel. 

Documentation Needed:

  1. Prior Approval Form
  2. At least two hotel comparisons showing higher rates than the hotel where the coach or PSA is proposing to stay.

Recruiting Coach Travels Away from JMU:

Lodging can be paid by coach. Make sure to have an original invoice from the hotel detailing the nightly rate, taxes, method of payment and a zero balance. This must be attached to the Chrome River expense report.

PSA Official Visit:

Per NCAA regulations, it is only permissible to provide lodging for the PSA and parents, spouse or legal guardians during the 48 hour period of the official visit.

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