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Committee Travel Policies

Non-Staff Travel, Expense, Meeting and Events Policy

I. Purpose

This document defines and governs NCAA policy of travel, expense, meetings and events reimbursement.  Any travel, entertainment or expenses incurred that do not comply with NCAA policy will not be reimbursable.

Any possible exceptions to the policy must be approved in advance by the NCAA travel staff.  Please contact the NCAA travel staff with any questions or for any items not specifically mentioned in the policy prior to incurring the expense.

II. Statement of policy

When traveling on Association business or conducting Association meetings, all travelers are expected to be fiscally responsible with funds.  All committee, program or other travel must be authorized through the staff liaison.

TRANSPORTATION

Air Travel: 

Committee, program and all other travelers are to schedule commercial airline flights and make rental car arrangements through Short’s Travel Management, the Association’s exclusive travel agency.

Contact Information:  Short’s can be reached at 866-821-8547.

  1. Booking: The NCAA will pay the cost of the lowest available fare and must be booked through Short’s Travel.  Travelers must pay the difference if they wish to fly in a higher class of inventory, have a refundable ticket or fly first-class.

    Travelers are asked to book airfare through Short’s Travel as soon as possible (at least 30 days in advance of travel to take advantage of zone and other discounted airfares contracted through the airlines).
  2. Fees/Reimbursable Expenses: Fees charged by the airlines to pre-assign seats, choose premium seats, or receive priority check-in (e.g.:  Southwest Airlines Early Bird Check-in) are not reimbursable expenses.

    The Association will reimburse the cost to check one bag each way for trips less than five days.  For trips lasting five days or more, two bags each way will be reimbursed.  The Association will not reimburse costs for oversized or overweight bags.
  3. Connecting and Non-Stop Flights: Travelers will be required to take connecting flights when non-stop flights cost $400 or more over the connecting flights.  When requiring travelers to take connecting flights, the NCAA travel staff will take into consideration the additional amount of time the traveler will be required to travel.  Connecting flights should not add more than approximately three hours of travel time each way to the non-stop option.

    Travelers will not be required to take more than one connection, unless there is no other way to get the traveler to their destination.  If there is a significant cost difference, a travel option with more than one connection may be offered.
  4. Propeller Aircraft:  Travelers will not be required to take propeller aircraft.  Short’s Travel may offer options that utilize this kind of equipment.  However, travelers can request other arrangements.  Please be aware that some airports are only serviced by propeller equipment.
  5. Ticketing and Change Fees: The NCAA will cover fees associated with allowable ticket changes (normally $350 including change fee).  If re-ticketing results in additional airfare, then reasonable costs and scheduling changes will be accommodated.  Changes made necessary due to NCAA requirements, (date or time changes) will be paid for by the NCAA.  If a change is required due to non-NCAA related reasons, those change fees will be the responsibility of the traveler (or must be approved by the NCAA travel staff).
  6. Personal Travel: Short's Travel is able to book your reservations if you need to combine Association business with personal travel.  If necessary, Short's Travel can split bill the flight between the two parties.  The NCAA will be billed for all legs of the trip that are Association business.  The traveler must provide another form of payment for the other legs (e.g.:  A member of the Management Council has an NCAA meeting in Dallas and must travel directly from there to go to a conference meeting in San Diego.  The NCAA will pay the quote of the traveler's flight from campus to Dallas and return.  The traveler is then responsible for the balance of the ticket to get them to their conference meeting.).  Any change fees associated with the personal travel will be the traveler’s responsibility.
  7. Spousal or Partner Travel: The NCAA will not pay any costs associated with spousal or partner travel.  Any traveler who would like their spouse or partner to accompany them will be responsible for all costs for that spouse or partner.
  8. Frequent Traveler Profile: You may maintain a frequent traveler profile in the Short’s Travel’s online system to capture your travel preferences for seat assignments, contact information, frequent traveler identification numbers and TSA data.  These profiles can be accessed via a link in your committee or program email meeting invitation or by going to www.shortstravel.com/ncaaprofile.  When accessing the website, committee, program or other travelers will be asked to create a unique login code and password so that you may update your profile securely at any time.  You are responsible for keeping your profile up to date.  Short’s will not be responsible for inaccurate information.
Ground Travel:
  1. Personal Automobile/Mileage: If travel is via personal automobile, mileage is paid at the IRS rate (currently 53 cents per miles) round-trip, if more than 25 miles each way.  Mileage is determined by the Travel and Expense System (TES) mileage calculator and will be paid up to the cost of the lowest available, non-refundable airline ticket.  Mileage reimbursement is meant to cover gas and tolls.  These expenses are not reimbursable when mileage is paid.  Mileage will be calculated based on the starting point for your trip (e.g.: if you start your trip from home, mileage will be based on a round trip to and from your home.  If you start from the office, it will be calculated from the office).

    Please note:  if an accident or damage occurs to a personal vehicle being used for business purposes, the Association does not cover any costs associated with that accident or damage, including but not limited to repairs, use of rental vehicles, insurance deductibles, etc.
  2. Rental Cars and Rental Car Insurance: Rental cars must be rented through the NCAA’s corporate partners, Enterprise or National, via Short’s Travel.  When renting vehicles through either of these two companies for business reasons, the insurance coverage should be declined.  If these companies do not have vehicles available, Short’s Travel will find an alternative company.  If a different company is used the insurance should be accepted.

    The NCAA will not reimburse for rental cars for travelers at annual meetings.  If a traveler wishes to rent a car, the reimbursement for the vehicle would be covered by per diem.

    On occasion, the traveler’s staff liaison may approve a rental car to transport other travelers.  In this situation, the rental cars must be arranged through Short’s Travel with our corporate partners (Enterprise or National whenever possible) and will be direct-billed to the NCAA.  When a rental vehicle is approved, the traveler will be reimbursed for fuel, parking and tolls as needed.

    Rental vehicles should be returned fully fueled as required by the rental agency.  Extra costs for fuel charged by the rental agency due to vehicles being returned without being refueled and without the pre-paid option being chosen will not be reimbursed.
  3. Airport and Local Transportation: Transportation from the airport to hotel is not reimbursable if attendees receive per diem.  Attendees should plan to walk from the hotel to the NCAA office as transportation will not be provided.

EXPENSES

  1. Per Diem: A per diem of $75 may be claimed for each day away from home or school.  No more than one day's travel each way may be claimed.  Per diem covers all incidental expenses including parking, tolls, airline seat fees, internet access, ground transportation, and meals not provided by the NCAA.
  2. Filing Expense Reports: Expense reports should be filed within 15 days of each trip.  A separate expense report should be filed for each NCAA trip using the online expense tool.
  3. Receipts: Receipts are required to be submitted for all miscellaneous charges not covered by per diem.  Receipts should include detailed information on the expense.  For meals, the receipt must include the itemized, detailed receipt not just the credit card receipt.  For lodging, the receipt must be the itemized, detailed invoice from the hotel not just a credit card.  Tips are to be included within the appropriate expense type (i.e. meal tips add to meal total, hotel tips add to lodging total).
  4. Hotel Arrangements: The staff liaison will make all hotel arrangements and communicate those to travelers in advance of the meeting.  The Association will pay single-room and tax charges for travelers attending on Association business.  Incidental charges shall be the responsibility of the traveler.

    Travelers will be expected to utilize the hotel rooms reserved for them by the staff liaison.  Travelers who choose to stay elsewhere will not be reimbursed for the cost of lodging.

MISCELLANEOUS

  1. Travel Insurance: The NCAA provides several liability and accident-medical insurance coverages for NCAA committee, program or other travelers.  When travel is an element, coverages apply when travelers are traveling directly to and from their home communities and the site of their committee or program responsibilities.  When a travel itinerary includes interim stops for business not associated with committee or program duties, NCAA travel coverage applies only during the legs of the trip immediately to or from the committee or program activity site.
  2. Accident Medical Coverage Insurance: The NCAA's participant accident policy provides up to $90,000 accident medical coverage for a traveler who is injured while performing committee or program duties or while traveling directly to or from committee or program activities.  This insurance is available only after all other coverages available to the traveler have been exhausted.  Please note that this insurance does not apply to illnesses.
  3. Taxable Expenses: Certain items on the statement of expense are considered taxable.  This includes honorariums, per diems and allowances.  If your annual taxable income from the NCAA exceeds $600, a 1099-MISC will be issued to you.  This amount should be included on your annual income tax return.  It is the responsibility of the recipient to keep track of actual expenses incurred in order to reduce the tax liability.
  4. Electronic Reimbursement: Travelers must file an expense report through the online Travel Expense System after each trip to claim their reimbursement.  Travelers may have their reimbursement made electronically payable to their university, conference or business.  If this is desired, it must be noted on each online reimbursement submission.  Payments made to the university will not be considered taxable income.
  5. Meeting or Event Attendance: Travelers shall not qualify for reimbursement of expenses if they fail to remain in actual attendance at the committee, program or other meeting for its entire duration as announced in advance.  However, committee, program or other travelers with valid reasons for late arrival or early departure may be granted permission by the NCAA travel staff and receive reimbursement.
  6. Subcommittee and Program Policies: Subcommittee or programs are treated the same as committee, programs or other in regard to travel policies.
  7. Exceptions: Some exceptions to these policies will be approved for the Board of Governors, Division I Board of Directors and Presidential Forum, Division II Presidents Council and Division III Presidents Council, as allowed by the NCAA chief financial officer.
  8. Exceptions to the Travel Policy: Any travel outside travel policy must be authorized by the NCAA travel staff.

III. Contacts

Subject matter
Office name
Telephone number
Policy clarification and interpretation
Travel and Insurance
317-917-6757

IV. Definitions

Term
(alphabetical order)
Definition
Centerplate
official catering company at the NCAA national office with exclusive rights to provide food and beverage in the NCAA Conference Center and Hall of Champions
Committee, Program or Other Traveler
non-NCAA staff person approved to travel on NCAA business at NCAA expense
NCAA Travel Staff
NCAA staff responsible for management of all travel paid for by the Association.  This staff is also responsible to review requests for exceptions to the policy and make decisions on their appropriateness.
Short’s Travel Management
the official travel management company for the NCAA