The Sport Club Staff must approve all official club travel whether or not the club intends to use University funds. The Sport Club Staff will assist clubs with their travel plans, if needed. Club members must receive staff approval prior to departure and have sufficient funds to cover travel expenses prior to the trip.
Whether the club has a designated officer for travel or the responsibility is shared by multiple positions, it is up to those in charge of travel to ensure that the following items are completed:
Table of Contents
Approved Travel Requests Requirements
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.
Make sure all drivers have their information submitted. Only approved drivers listed on the approved Travel Request may drive for the trip.
Submit the travel request at least 7 days before departure.
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,
meals, etc.).
Check out your Sport Club's travel pouch, containing tax exempt documents and your club's Citibank Travel Card.
UTSCA Membership Packets
Every member of your sport club, including coaches/instructors, must have an approved UTSCA membership packet on file with RecSports in order to participate in any activity including travel. Please see the 2024-2025Completing a Membership Packet page to review all pertinent info.
Membership Packets are due 14 days before the travel in order to have them completed and accepted by the Travel Request due date.
Travel Request Submission Deadline
Travel Request Forms for any trip 25 miles outside Austin 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 non-allowance to attend 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.
Accessing Travel Requests
Travel Requests are located on Internal Services. Travel Requests are located on top right corner of your club's official roster page. If you need help submitting one, follow instructions here.
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, Sport Clubs submit purchase requests related to travel for fuel, food, lodging, rental vehicles, charter buses, airfare, etc. This must be done prior to checking out the travel credit card before departing Austin.
Excuse Letters
Sport Clubs may request an excuse letter at the bottom of the Travel Request Form. 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 this 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 an approved 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.
