Page Comparison

Direct Bill

• UT Sport Clubs Enterprise link must be used

For trips inside the state of Texas, or some surrounding border states, it is encouraged that clubs use rental vehicles for official club travel. University policy prohibits the use of 12 or 15 passenger vans for any club travel. To reserve the rental vehicles through Enterprise, follow the steps below:

• Drivers must be at least 18 years of age
• Clubs will reserve the vehicles through a link that will be sent to you by the SC Office
• Loss Damage Waiver and liability insurance are included in the rate - do not purchase additional insurance
• All rentals include unlimited miles on the contract rate
• Only authorized drivers, approved through the University, are permitted to drive rental vehicles (or any vehicle with multiple university club members). Those who aren't approved won't be eligible to drive.

You will receive the booking link and code once the purchase request is submitted and approved. The final bill will be sent directly to RecSports.

Club Travel Card

• Concur Solutions (University Portal) AND/OR
• Call hotel/vendor directly

Perform a preliminary Google search to determine where your club wants to stay and at what budget. Submit that to us in a corresponding purchase request. We may book here or elsewhere at your Travel Purchase Appointment. Hotels must be booked directly with the hotel or via Concur.

If staying in Texas, you must provide the hotel with tax exempt information - Hotel Occupancy & Sales Tax (will be given to you in your travel pouch). 

Clubs are not permitted to use third-party websites, such as Expedia, Orbitz, Travelocity, Lucid, etc.

Direct Bill via Hotel Contract Agreement

Perform a preliminary Google search to determine where your club wants to stay and at what budget. Submit that to us in a corresponding purchase request.

Large and/or long group stays must be completed well in advance of trip (preferred at least two months prior). Sport Club Directors will work with the club and hotel to complete the contract.

Pre-Travel Expense

Direct Bill

• Up to 9 travelers - Concur Solutions or Travel Card
• 10+ travelers - Anthony Travel

Submit a Travel Request with the following pertinent info in your itinerary: Number of Travelers, Location of Departure & Arriving Location, Departure TO & FROM Date/Time (morning, afternoon, evening).

Example: Austin to Boston - 4/15 morning 45 travelers - Returning from Boston to Austin on 4/19 afternoon 45 travelers

For airline ticket purchases of one to nine people, we will use UT's Concur booking site to secure your airline seats. We must have the ACCURATE NAMES of individuals the club is purchasing flights for. These are purchased individually and cannot be changed. We can access all the same airlines and fares you see at major airline sites. There is a $12.50 booking fee per ticket for this service. It utilizes UT contracts and discounts to ensure we are traveling at the lowest rates possible and protects our ticketing in case of extenuating circumstances.

Pro’s & Con’s to booking airfare on Concur

• Option to purchase refundable or non-refundable
• Reduced ticketing fee
• Agent support for the traveler’s if needed with schedule changes
• If booking refundable and replacing the booking with a new ticket, there is a risk of flight load availability at time of the new booking

For airline ticket purchases exceeding ten (10) or more members, the club will use Anthony Travel to acquire those tickets. We must have the ACCURATE NUMBER of individuals the club is purchasing flights for. The names can change at a later date. So, tell us if you require 25 or 40 tickets or whatever that number is by selecting that many travelers on your Travel Request. Clubs can only purchase Anthony Travel flights bearing you have sufficient funds in your account(s). Only tickets used by club members and coaches may be charged using your accounts. Parents, family members and friends may not acquire tickets through this method if club funding is being used. Anthony Travel also has a $25 booking fee per ticket, so please consider this cost when planning your trips.

Pro’s & Con’s to booking Group Airfare

• No deposit required at time of booking for most of the Anthony Travel group airline vendors
• Only certain airlines allow for a group booking for a party under 10
• Name changes allowed under a certain time limit
• Agent handles the administration of the booking
• Ticket fee is higher than a Concur booking

If you are able to find a more affordable quote versus what Anthony Travel provides, you must present that to your advisor. We will present the option to Anthony Travel for negotiation.

Direct Bill - Anthony Travel

Petty Cash Check

or

Club Travel Card

If a club choses to pay for their members meals on a trip, the meals must be completed at one location per meal. The club should not offer its members separate restaurants per meal.

State law restricts us to a maximum 20% tip.

If the club is carpooling to their competition, the club should stop at the same gas station and use the same pump. Do not try using the card at separate pumps at the same location. The card could report this as fraud. Speak with the station attendant to ensure you can use the card for enough cost with one transaction.