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:
- International TA (As of 7/1/2016, TA's are not required for Domestic Travel)
- Prior Approval Form– (SharePoint/ABO/Admin Assistants)
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:
- Prior Approval Form
- 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.
