Travel Requests Requirements

Accessing Travel Requests

Travel Requests are located on Internal Services. They are located on top right corner of your club's official roster page. If you need help submitting one, follow instructions here. 

Travel Request Submission Deadline

Travel Requests for any trip 25 miles outside Austin and/or for an event that has a duration of 24 hours or more must be completed and submitted via RecSports Internal Services by 5pm seven (7) days before departure of the trip. Failure to meet this deadline can result in cancelation of the trip (for individuals or the entire organization), restrictions on university funds for the trip, and/or disciplinary actions at the discretion of the Sport Club Staff.

1. After you submit a travel request, please complete a purchase request (or multiple) for travel expenses. It is recommended to separate out travel expenses in your request (i.e. gas, etc.). 

2. Check out your Sport Club's travel pouch which contains tax exempt documents and your club's Travel Card.

Membership Packets

Every member of your sport club, including coaches/instructors, must have an approved membership packet on file with RecSports in order to participate in any activity including travel. Please see the Completing a Membership Packet page to review all pertinent info.

All members must have membership packets submitted and accepted 14 days before departure and a week before a Travel Request is submitted. Any member(s) missing from the list by the above deadline may not have University approval to travel.

1. Make sure all drivers have their information submitted at a minimum of 14 days in advance.

2. Only approved drivers listed on the approved Travel Request may drive for the trip.

3. All drivers and members must be approved before travel related purchases may occur (airfare, rental vehicles, etc.).

Travel Expenses

Authorized Representatives should budget in advance of all trips to determine what expenses the sport club will cover and what expenses will be left for the individual member. Typically, Clubs submit purchase requests related to travel for fuel, lodging, rental vehicles, charter buses, and airfare.

1. Review Type of Purchases to ensure you submit your travel purchase request appropriately.

2. No travel purchase appointments should happen week of departure. We recommend having lodging, small group airfare, and rental vehicles at least a week before departure. Larger travel expenses (group airfare, large group lodging, charter buses, etc.) to be done at least a month in advance if not more.

Best Practices for Travel Request Process

1. Throughout the semester and at least two weeks prior to the trip, confirm your Internal Services roster to ensure all traveling members have been approved.

   1. While checking the roster, ensure you have enough drivers for your trip. Our rule of thumb is one driver per 5 people on the trip.

2. Submit the initial travel request with your expected roster and drivers. You will need to enter lodging information if staying overnight. Although you have not booked lodging yet, enter the address where you plan to stay. It can be edited after your Travel Purchase Appointment with the correct address - as long as it before departure.

3. Submit all travel related purchase requests.

4. Complete all travel related purchase requests.

5. Schedule an Travel Card Check-Out Appointment within 48 hours before departure.

6. Prior to picking up the card, review your Travel Request roster for accuracy.

7. Once you return from the trip, schedule a Travel Card Check-In Appointment. Ensure you all receipts prepared to be returned during this appointment.

Excuse Letters

Sport Clubs may request an excuse letter at the bottom of the Travel Request . Please note that these excuse letters are just requests and professors do not have to accommodate for any absence(s) from class related to sport club activity.

Clubs who fail to meet the travel request deadline will not receive letters. Exceptions may be made in the case of Regional or National competitions, where a club qualified within the two-week period, provided the Sport Club Office is notified immediately and a Travel Request has been submitted.

To find the Excuse Letters, please log into Internal Services. You will see the "Travel Button" in grey. Once your travel request is approved, you will see a red "Excuse Letter" button under the orange "View" button for request. 

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