OFFICE OF INTRAMURAL, RECREATION, AND SPORT CLUBS

SPORT CLUB FINANCIAL REIMBURSEMENT POLICY

Reimbursement of Expenses

NOTE: All reimbursements require Sport Club Travel Itinerary completed before the event to be reimbursed

Retailers

Required Documentation

Rental Car/Mini Van (7 passenger)

Parking, Tolls, Cab Fare

Personal Car Mileage

Hotel/Motel

Meals

Air Travel

Supporting Documentation Standards for Reimbursements
Per IRS regulations, payments for corporate, company, or personal services constitute reportable and taxable income. Therefore, these payments must be made directly to the individual or business entity through the Sport Club accounts. Examples of independent personal services include, but are not limited to: Consultants, Entertainers, Individuals providing corporate or company resources

NOTE: Clubs may not render services from an unapproved vendor. These debts will not be reimbursement due to federal taxation rules for service providers.

Purchases from Retailers - Cash register receipts from retailers such as Sam's Club, Jewel, Kmart, and the like, are acceptable documentation and must be submitted with Expense Form to the Sport Club Office.

Required Documentation

Each disbursement transaction must be supported by adequate documentation. This requirement is primarily driven by federal regulations.

1. Original receipts must always be provided regardless of dollar amount.
   
2. Reimbursement of Travel Related Expenses may have different dollar limits based on the category of expense. View the Matrices of Allowable Travel Expenses by Category of expense.
3. If the individual is going to be reimbursed from multiple sources and The University is paying for less than 50% of the charges. In this situation, the individual must provide a memo stating that the original receipts must be sent to another institution or agency. The name of the other funding source must be provided in the memo.
4. The sum of the receipts must, at a minimum, equal the amount to be reimbursed.
5. Vendor statements, which are lists of outstanding invoice numbers and amounts, cannot be used as supporting documentation because they usually do to detail the item(s) that were purchased.
6. The individual should always furnish a paid bill or proof that the payment was made. The bill should show "0 balance due" or "Paid", "Paid by Visa, Master Card" or canceled check or bank statement..
7. If a paid bill was not provided then the individual must furnish a copy of his/her credit card statement or personal check.
8. Note: Cash register receipts and the like should always be considered "Paid Receipts". Restaurant check stubs (pull tabs), by themselves are not sufficient documentation.*
9. Credit card receipts and/or copies of personal checks submitted without supporting documentation cannot be considered adequate documentation unless they sufficiently detail the item(s) that were purchased.
10. Bank or credit card statements will be required for support of purchased items.
11. If clubs lose a receipt, contact the provider of the services. Most hotels, airlines, and car rental agencies will provide a copy of your receipt. If a receipt or duplicate cannot be obtained, submit an itemized list indicating what the expenses.
12. Lost receipts forms must be used when no receipt can be obtained. This reimbursement is pending approval by the Comptrollers office.
13. Backup documentation form us used for copies of Receipts, or when only a bank or credit card sttatemnt can be supplied.
14. The Back-Up Documentation form* must be used in support of cash or lost receipts.

Note: 12 or 15 passenger vans will not be reimbursed due to University Of Chicago Travel Policies restrict use of these vehicles outside of the Chicagoland area and approved counties.

1. Insurance will not be reimbursed. The University provides blanket coverage for collision, damage waiver and liability insurance for rental cars.
2. Fill out an Expense Request Form, available on line or Sport Club Office (Rm 141 near mailboxes)
3. Attach original receipts to your expense request form.
4. Original invoice must state paid with a zero balance along with the form of payment on the invoice. If the invoice states form of payment but does not have a zero balance then you must supply proof of payment.
5. Submit the form to Assistant Chair Sport Clubs, who will approve your expense and send the paperwork to Financial Operations office to be processed.

Parking, Tolls, Cab Fare
Parking & toll receipts are required. Submit Expense Request form, and attach receipts to Sport Club Office.

Personal Car Mileage NOTE: All reimbursements require Sport Club Travel Itinerary completed before the event to be reimbursed

Note: Driver's using personal vehicles for University Of Chicago club business must complete the Personal Vehicle Authorization form to verify license and insurance in order to be reimbursed.

1. Private car mileage is reimbursed at $.405/mile.
2. Reimbursement may be requested at the mileage rate
3. Complete Expense Request Form
4. Attached Document: dates, number of miles traveled, starting point and destination (Mapquest or a reliable map mileage documentation computerized system)
5. Mileage may not exceed standard coach airfare for the trip without prior approval from the Assistant Chair of Intramural, Recreation, and Sport Clubs.
6. This request requires the driver to obtain coach air fare quote by either accessing the designated travel agency or by contacting another travel agency and submit quote for comparison to amount requested.

Hotel/Motel Reimbursement NOTE: All reimbursements require Sport Club Travel Itinerary completed before the event to be reimbursed
All overnight arrangements and expenses are the initial responsibility of the club participants.

1. Hotel/motel receipts must be the original hotel folio listing the per room and tax charges. The folio must show a "zero" balance due. Credit card receipts are not accepted.
2. The University will not reimburse for movie rental or fitness center fees. Any damages or unpaid expenses to a hotel or motel are the responsibility of the club members. Clubs will face disciplinary measures if any such incident occurs.
3. Original itemized paid (zero balance due) hotel bill for room and tax in all cases regardless of amount
4. Report any other charges on the bill in the appropriate category (e.g., meals, parking, incidentals)
5. If you paid more than the single rate and the additional charge is for a non-University traveler (e.g., your spouse came along), write the single room rate on the bill and adjust the bill. If single and double rates are identical, note this on the receipt.
6. If you share a room with another University traveler, explain on the original receipt how you are splitting the charges and requesting reimbursement. The easiest way is to let the individual who paid for the room request reimbursement and list other travelers on the receipt.

Meals - Business Purpose
Business meals are defined as meals taken with students, donors, colleagues, or individuals from companies during which specific University business discussions take place.

1. Credit card receipts or statements must be provided.
2. Restaurant check stubs (pull tabs), by themselves are not sufficient documentation.
3. A unit may also require a greater degree of documentation for expenses than the University level (e.g., the unit may require receipts for meals over $25, instead of the $75 limit established in the policy
4. Original receipts (e.g., credit card receipts, Quad Club chits) are required for ALL reimbursements, regardless of dollar amounts
5. Restaurant pull tab receipts are not acceptable documentation.
6. List on the receipt: date, place, specific purpose of meal or activity, persons in attendance and business relationship.
7. Traveler must provide written justification whenever the cost of a meal is $75 or more per person.
8. Names of all persons who benefited from meal reimbursement.

Air Travel Reimbursement NOTE: All reimbursements require Sport Club Travel Itinerary completed before the event to be reimbursed

1. Complete a Travel Expense Voucher (TEV), Expense Request Form, and submit to the Assistant Director, Intramural, Recreation, Sport Clubs
2. Original receipts must be submitted for transportation, lodging, business meals, other business expenses (charges incurred for equipment rental, supplies, or delivery services), and for any single expense that is $75 or more.
3. All travel expenses, regardless of dollar amount must be itemized by day on the TEV.
4. If additional space is needed, use a copy of the TEV worksheet or attach a plain sheet of paper to detail daily expenses. Forward the form and receipts to Assistant Chair Intramural, Recreation, and Sport Clubs
5. If you purchase tickets on the Web or from another agency, a ticket receipt must be turned in for reimbursement.
6. If you paid for the tickets on your credit card, you may only submit an expense request form once travel is completed.
   You must retain your passenger receipt or itinerary and proof of payment in order to be reimbursed. The boarding pass is used only if a statement is supplied.

For University of Chicago Students
Traveler signs the original Travel Expense Voucher (TEV) Form.
Traveler signs a Travel Expense Envelope Form that shows the total amount that is going to be reimbursed. Must be attached to the original TEV.

For Approved Guest Instructors

1. Traveler signs the original Travel Expense Voucher Form.
2. Traveler signs a faxed copy of the Travel Expense Voucher Form that shows the total amount that is going to be reimbursed.
3. Traveler signs the Travel Expense Envelope that shows the total amount that is going to be reimbursed. Must be attached to original TEV.
4. Traveler provides a signed memo that indicates the total amount that is going to be reimbursed. Must be attached to original TEV.
5. Traveler provides e-mail document that indicates the total amount that is going to be reimbursed. Must be attached to original TEV.

Purchasing Tickets with Personal Credit Card, traveling with an E-ticket
If you purchased your ticket you must have proof the flight was taken. Iteninary, boarding pass, passenger record, (these are obtained at the check in counters), credit card statement, Expense Report form.

If you are using an Electronic ticket, an original (not fax) receipt must be requested from the airline/vendor at check in. Electronic tickets are treated exactly the same as paper tickets
Submit this original receipt for reimbursement. Most airlines charge a $20-$50 fee for issuing a receipt after the flight has been taken.

Questions or comments?
Contact the University of Chicago Office of Intramural, Recreation, Sports Clubs.