State of Texas Citi Commercial Student Group Card

Each Sport Club has been assigned a Citi Commercial Student Group Card (aka "Travel Card") for expenses DURING travel. This typically includes hotel/overnight lodging, airfare/train tickets, and fuel. Each card has an assigned PIN that should be communicated to your traveling group upon pickup of the card (we've written it in your travel pouch). 

Issues with the Travel Card

The most common issues with travel cards involve repeated swipes and/or PIN entries 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.
• HELP! It's frozen and/or not working!
  • Verify if the correct PIN was used - but don't enter this more than 3 times!
  • 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
    • Your Role? "I am a Traveler and my Program Administrator is Bridget Tasker at The University of Texas at Austin."
    • PIN: written on white plastic card provided to your group in travel pouch
• RESETTING THE PIN 
  • Sport Clubs can fix PIN errors themselves by calling 877-905-1855 (be ready with above info).
  • We request that you keep the PIN the same. 
• 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 Citi and get a quick fix.
    • Final option: have one individual complete the purchase(s). Save ANY/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 RECSPORTS STAFF!

Taxes during travel

In regards to travel, sport clubs are exempt from paying State of Texas Hotel Occupancy Tax and sales taxes. 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.
• Eating? Contact vendor/waiter/whomever at the place of business to remove sales tax!
  • Eating out of state? We may be subject to out of state sales tax. It gets complicated. If they won't remove it, this is okay. Just pay for the food.

Driving for your 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. Possess a valid Texas Drivers License
2. Submit a copy of their current automobile liability insurance card and valid Texas Drivers License
3. 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.

Safe Driving Guidelines

Clubs are advised to partake in the following safe driving habits:

• Plan your route in advance. Share the planned navigation with all cars traveling.
  • A designated club member will serve as the navigator. The navigator will sit in the front passenger seat and will remain awake throughout his/her duty as navigator.
  • Check the weather along your planned route and prepare for possible stops.
• Passenger(s) should help keep driver(s) alert and watch for signs of drowsiness.
• Driver(s) must adhere to posted speed limits, and must obey all traffic laws and regulations.
• While the vehicle is in operation all travelers must wear seat belts or other approved safety restraint devices required by law.
• Drivers are responsible for determining that no objects in the vehicle obstruct rear or side views. 
• Driving between the hours of 12am (midnight) and 6am is strongly discouraged except in an emergency situation. 
• The following regulations concerning the balance of driving, sleeping, and breaks should be followed: 
  • For every 4 hours of driving, drivers must take a 20-minute break. 
  • For each 12 hours of driving, drivers must take at least a four-hour rest period. 
  • Alternate drivers must be provided for trips expected to take more than eight hours.


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 an Enterprise rental vehicle, contact the rental company at the phone number they have provided.
  • You will expected to complete a form about the incident.
  • Please forward the completed form to the Sport Club office for their records.
• If a personal vehicle, driver should contact his/her insurance company.

Regardless of a minor or major accident, contact the Sport Club Staff immediately.

Inclement Weather

In the event of inclement 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. The Sport Club Staff is here to support you in your decision-making – consult them for advice.