Each coach will complete a detailed budget for review by the Director of Athletics, Assistant Director of Athletics for Facilities and Operations and the Assistant Director Athletics for Administration and Business Operations. The existing and previous year\u2019s expenses will accompany the request for submitting the sport\u2019s budget. At a later scheduled time, the coach will review the budget request with athletics administration, resulting in an approved budget for the coming year. Once the budget is approved, requests for funding will be handled through the normal funding request channels: purchase orders and University credit cards. Items that exceed the amount indicated on the approved budget, or are not included in the budget, will not be approved without adjusting the approved budget or identifying restricted funds to cover the overage. You must turn in a budget before drawing on funds.<\/p>\n\n\n\n
St. Mary\u2019s University is tax-exempt. All coaches should retain in their possession, a copy of the Sales Tax Exemption Certificate to be used with purchases, and payment of food and accommodations within the State of Texas. Not all states accept out-of-state exemptions and may legally collect sales tax from visitors. It is the responsibility of the coach to familiarize themselves with the rules that govern tax exemption. It is suggested, for example, that all accommodations be paid by university check or credit card in order to qualify for tax exemption.<\/p>\n\n\n\n
Trip itinerary must be completed and submitted at least 72 hours prior<\/strong> to all travel. This includes individual and team travel whether it is overnight or for a day trip. Times of departure\/return and contact phone numbers need to be included on all itineraries. Itineraries are to be given to the Associate AD for Internal Operations, Assistant Director of Athletics for Facilities and Operations and the Assistant Director Athletics for Administration and Business Operations.<\/p>\n\n\n\n Additionally, should you approve a student-athlete\u2019s request to travel separately from the team to a site of practice or competition, you must have the student sign and submit the Travel Liability form found on Spry.<\/p>\n\n\n\n As soon as your travel needs are known, coordinate with Assistant Director of Athletics for Facilities and Operations and the Assistant Director Athletics for Administration and Business Operations to request rental vans. Drivers of rented vehicles must have a valid driver\u2019s license and a good driving record. All drivers must complete van training and be cleared by UPD. When contracting for rental vans, do not take their collision insurance. St. Mary\u2019s University is covered as long as the transaction is invoiced and a contract is signed. Follow the procedures as outlined by the leasing agency regarding the pickup and return of the vehicle.<\/p>\n\n\n\n In the event that a charter bus is needed and the St. Mary\u2019s Athletics charter bus is in use, the Assistant Director Athletics for Administration and Business Operations will be the only individual permitted to make reservations for bus rentals. The coach must meet with the Assistant Director Athletics for Administration and Business Operations upon completion of the schedule to finalize bus travel for the season. The coach will be responsible for letting the Associate AD for External Operations know the times and dates of departure. The cost will be charged to respective coaches\u2019 travel budget.<\/p>\n\n\n\n The cost will be internally charged to the respective coaches\u2019 recruiting budget. However, coaches should be sure that the cost of traveling is within their respective recruiting budgets.<\/p>\n\n\n\n Reimbursements may be requested for reasonable and necessary expenses incurred in the conduct of official University activities. For business-related meal reimbursements, the original itemized meal receipt must be attached to the form. The names of the individuals attending the meal, along with their affiliation with the University, and the business purpose must be written on the form or receipt. \u201cBusiness Meeting\u201d is not a valid business purpose; need to include the general topic of discussion. Only reasonable tips (15-20%) will be reimbursed. Tips in excess of 20% are considered personal expenses and is not reimbursable.<\/strong><\/p>\n\n\n\n Employees conducting multiple business trips and purchases on behalf of StMU are entitled to a Bank of America VISA credit card. A VISA card with a credit limit will be issued to each coach or staff member for use on university-related business. After obtaining your VISA card from the Assistant Director Athletics for Administration and Business Operations, please sign it immediately. You are responsible for all receipts. Receipts for all charges should be uploaded in your respective folder on SharePoint. If receipts are not submitted, you may be personally liable for payment of the bill. It is essential to return documentation promptly to avoid interest charges to your sports budget. VISA bills are paid monthly. Please pay attention to how much is being charged should a temporary limit increase be necessary.<\/p>\n\n\n\n The StMU Bank of America VISA is to be used for University-related business only<\/strong>. Delinquent accounts are subject to review and there is a potential cancellation of the card if not resolved.<\/p>\n\n\n\n 30th<\/sup>\u00a0of the Month –<\/strong>\u00a0Statements become available, and the Athletics Business Ops Office will begin sending those out to each cardholder for signature and review\u00a0<\/p>\n\n\n\n 30th<\/sup>\u00a0– 3rd<\/sup>\u00a0of the Month –<\/strong>\u00a0Folders should be updated by each cardholder with receipts to prepare for allocations\u00a0<\/p>\n\n\n\n 4th<\/sup> of the Month –<\/strong> Athletics Business Ops Office submits all allocations <\/p>\n\n\n\n 5th<\/sup> – 10th<\/sup> of the Month –<\/strong> Notification for missing receipts will be sent out again by Athletics Business Ops Office <\/p>\n\n\n\n 15th<\/sup> of the Month –<\/strong> The Business Ops office must upload all statements for University review <\/p>\n\n\n\n The cardholder should keep his\/her corporate card number confidential. Lending or sharing the individual card is not permissible (e.g. giving the card to a work-study or assistant coach). If you lose your card, report it immediately to the bank and the Assistant Director Athletics for Administration and Business Operations.<\/p>\n\n\n\n Coaches and staff members have authority to make purchases on behalf of the University for goods and services under $1,000. Purchases under $1,000 may be processed with a purchase order or university issued credit card. Purchases that are $1,000 and over require a university purchase order. This means that if the vendor is going to deliver materials or render services in advance of receiving payment, a purchase order must be issued. These purchases also require the approval of the area Vice President, and purchases over $10,000 require the approval of the President.<\/p>\n\n\n\n The only exception to this rule would be for travel-related expenses (such as hotel, meals or flights) approved by Athletics administration. These expenses must still fit within the head coach’s approved operating budget.<\/p>\n","protected":false},"featured_media":0,"parent":0,"menu_order":0,"template":"","class_list":["post-3441","athletics","type-athletics","status-publish","hentry"],"acf":[],"yoast_head":"\nBus and Van Rentals<\/h2>\n\n\n\n
Recruiting Travel<\/h2>\n\n\n\n
Travel – Reimbursable Expenses<\/h2>\n\n\n\n
Corporate Credit Card<\/h2>\n\n\n\n
Corporate Credit Card Timeline<\/h2>\n\n\n\n
Confidentiality<\/h2>\n\n\n\n
University Purchasing Policy<\/h2>\n\n\n\n