Using Travel Card

Travel Card

Each Sport Club has been assigned a Travel Card for expenses. This typically includes overnight lodging, airfare, and fuel. All travel purchase must be approved via a purchase request prior to use of the travel card.

Issues with the Travel Card

The most common issues with travel cards involve repeated swipes in a short time frame. Here are some helpful tips and information:

• Avoid using gas stations that are closed. It is best to visit the staff member inside to request a receipt before purchase. Typically, you estimate how much you'll spend on whichever pump and they will help you out.

• Caravan multiple vehicles through the same pump. Do not swipe the card at multiple pumps at the same location. This will freeze the card.

• It's frozen and/or not working!

  • Call the number on the back of the card and be ready with this info:

    • 16-digit card number, card name, expiration, code on back

• OK, it's not working and we need to pay!

  • Contact your Sport Club Advisor to discuss what's happening and if staff can remedy live.

    • Ideally, we may be able to contact the bank and get a quick fix.

    • Final option: have one individual complete the purchase(s). Save ALL receipt(s)! Upon return, work with sport club staff to submit additional paperwork for reimbursement. Except for in emergency scenarios, DO NOT ASSUME REIMBURSEMENT WITHOUT DISCUSSING WITH SPORT CLUB PRO STAFF!

Taxes During Trip

In regards to travel, sport clubs are exempt from paying State of Texas Hotel Occupancy Tax and Texas Sales Tax. Clubs should contact vendors ahead of time to remove these taxes where applicable. 

• Just pay for fuel. Don't worry about taxes.

• Staying out of state? Don't worry about taxes on the overnight lodging bill.

Driving for Trip

Verified Drivers

Each club should designate members that will serve as official drivers on club trips. These drivers will be the only members eligible to drive for the club. We recommend any member eligible to be a driver to submit their information. Each of these drivers must meet all the following requirements: 

1. Submit a valid Texas Driver License

2. Submit a copy of their current automobile liability insurance card

3. Vehicle must be registered and have the appropriate state inspection certification

4. Receive a 1 or 2 rating on the UT Driver Database*

To submit drivers license and insurance card, add to Membership Packet.

*In the event an individual's license becomes expired, is suspended, or they have any reason to believe they may be an ineligible driver, this information must be reported to Sport Club Staff immediately. These individuals may not drive on behalf of the club.

Personal Vehicles

Use of personal vehicles is NOT recommended for official Sport Club travel. The driver's personal liability insurance will be responsible for covering any liability that may result from the use of their personal vehicle for the trip. Even if a driver is using their personal vehicle, they still must be approved through the University to transport other UT club members in their personal vehicles.

Driving and Vehicle Operator Requirements

Driving Requirements

Clubs must partake in the following safe driving habits:

• Plan your route in advance. Share the planned navigation with all cars traveling.

  • Check the weather along your planned route and prepare for possible stops.

• While the vehicle is in operation all travelers must wear seat belts or other approved safety restraint devices required by law.

• Driving between the hours of 12am (midnight) and 6am is strongly discouraged except in an emergency situation. 

• Occupants of motor vehicles shall use seat belts or other approved safety restraint devices required by law or regulation at all times when the vehicle is in operation.

• Occupants of motor vehicles shall not possess, consume, or transport any alcoholic beverages or illegal substances.

• The total number of passengers in any vehicle at any time it is in operation shall not exceed the manufacturer’s recommended capacity, or the number specified by University policy, UT System Policy 157, or federal or state law or regulations, whichever is lowest.

Vehicle Operator Requirements

1. All students who will operate vehicles while engaged in travel covered by this policy must have a valid operator’s license, valid insurance, and be trained as required by law to drive the vehicle that will be used, and comply with applicable requirements of The University of Texas Systemwide Policy UTS 157, Automobile Insurance Coverage for Officers and Employees and General Requirements for the Use of Vehicles.

2. Operators of motor vehicles shall comply with all laws, regulations, and posted signs or directions regarding speed and traffic control.

3. Operators shall drive no more than four hours without a minimum rest stop of thirty minutes.

4. Operators shall drive no more than ten hours in any twenty-four-hour period.

5. Members must assign a navigator for trips if more than one member is traveling. The navigator shall remain awake while on duty. The navigator's responsibility is to assist with way finding and route planning.

6. Trips requiring more than ten hours of driving time shall include overnight lodging.

Vehicle Accidents

• Check for injuries to anyone in the vehicle.

• Move vehicle out of traffic and contact law enforcement (911).

• If anyone is injured, communicate the nature of any and all injuries to emergency personnel.

• If any other persons or vehicles are involved, exchange vital information such as Driver's License and phone numbers. WAIT FOR LAW ENFORCEMENT TO ARRIVE.

• DO NOT discuss details of the accident with any other party involved.

• Regardless of the seriousness, have law enforcement complete a report on the accident.

• If a personal vehicle, driver should contact his/her insurance company.

Rented Vehicle Accidents

• In case of an accident, the renter should notify the police and the rental location immediately. Contact the rental company at the phone number they have provided in the reservation.

  • Enterprise Roadside Assistance number should be 800-307-6666.

• You will expected to complete a form about the incident.

• The renter should: NOTE THIS IS A COMPTROLLER GUIDANCE

  • Obtain the name of the investigating police department

  • Record the time, place and nature of the accident or damage

  • Take photos of the damage to both vehicles

  • Obtain the names and addresses of parties involved, persons injured, witnesses, owners of property damaged

  • Record the place at which rental company may examine the Passenger Vehicle and such other information as may be known by the driver and promptly advise rental company of all correspondence, papers, notices and documents delivered to the driver in connection with any claim or demand involving or relating to any Passenger Vehicle or its operation.

Adverse Weather

In the event of adverse weather, before or during a trip, use your best judgment regarding safe driving conditions. If there’s inclement weather at your arriving destination, you should make sure the event is still taking place before you leave for the trip.

Trips will be canceled during adverse weather as the university deems appropriate. If there is adverse weather at your destination, please contact Sport Club Staff for guidance before traveling.