Sports Clubs Reimbursement Policies


NOTE: All travel reimbursements require a Sport Club Travel Itinerary to be completed before the event that is to be reimbursed takes place (or any travel to that event is performed).


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 designated Sport Club account(s). Examples of independent personal services include, but are not limited to: consultants, entertainers, individuals providing corporate or company resources, etc.

NOTE: Clubs may not use 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 a completed Purchase Request (PR) via Blueprint 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. If the individual is going to be reimbursed from multiple sources and The University is paying for less than 50% of the charges, the individual must provide a memo stating that the original receipts are to be sent to another institution or agency. The name of the other funding source must be provided in the memo.
  3. The sum of the receipts must, at a minimum, equal the amount to be reimbursed.
  4. Vendor statements, which are lists of outstanding invoice numbers and amounts, cannot be used as supporting documentation because they generally do not detail the item(s) that were purchased.
  5. The individual should always furnish a paid bill or proof that the payment was made. The bill should show "zero balance due", "Paid", "Paid by Visa", "Paid by Master Card", etc. A canceled check or bank statement may also be submitted in certain instances.
  6. If a paid bill was not provided then the individual must furnish a copy of his/her credit card statement or personal check.
  7. Cash register receipts, and the like, are considered "Paid Receipts". Restaurant check stubs (pull tabs), by themselves are not sufficient documentation.
  8. 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.
  9. Bank or credit card statements may required for support of purchased items.
  10. If clubs lose a receipt, contact the provider of the services. Most hotels, airlines and car rental agencies will provide a copy of the receipt. If a receipt or duplicate cannot be obtained, submit a completed Back-Up Documentation Form.
  11. Back-Up Documentation Forms must be used when no receipt can be obtained. Reimbursements in these situations are contingent upon the approval of the Comptroller's Office.
  12. The Back-Up Documentation Forms must be used in support of cash or lost receipts.


Reimbursement for Rental Vehicles
 

NOTE: All travel reimbursements require a Sport Club Travel Itinerary to be completed before the event that is to be reimbursed takes place (or any travel to that event is performed).

15-passenger van fees will not be reimbursed as University Of Chicago Travel Policies restrict the use of these types of vehicles.

Rental car insurance will NOT be reimbursed. The University provides blanket coverage for collision, damage waiver and liability insurance for rental vehicles.

For rental car reimbursement, a Purchase Request (PR) via Blueprint must be completed, and submitted, along with the original rental car contract.

The original contract/invoice must show a zero balance along with the method of payment used. If the invoice states the method of payment, but does not have a zero balance then proof of payment must be provided.

All completed forms should be submitted to the Director of Intramurals, Recreation and Sport Clubs who will process all approved expenses (which will then be sent on to the Financial Operations Office to be processed).


Parking, Tolls & Cab Fare

Original parking, toll and cab fare receipts are required. A Purchase Request (PR) via Blueprint must be completed, and submitted, along with the original receipts.


Personal Car Mileage
 

NOTE: All travel reimbursements require a Sport Club Travel Itinerary to be completed before the event that is to be reimbursed takes place (or any travel to that event is performed).

Drivers using personal vehicles for University Of Chicago club business MUST complete the Personal Vehicle Authorization form BEFORE travel to verify license and insurance AND in order to be reimbursed.

  1. Private car mileage will be reimbursed at the University's current mileage rate for the date(s) of travel
  2. Reimbursement may be requested at the mileage rate applicable for the date(s) of travel
    a. Complete a Purchase Request (PR) via Blueprint
    b. Submit a route map from a trip planner like Yahoo or MapQuest that shows route and mileage. The mileage will be used with the mileage rate applicable for the date of travel to calculate the reimbursement.
  3. Mileage may not exceed standard coach airfare for the trip without prior approval from the Director of Intramurals, Recreation and Sport Clubs
    a. This request requires the driver to obtain coach air fare quote for the same trip

 

 

 

 

 

 

 

 

 

 

 

 

Hotel/Motel Reimbursement 

NOTE: All travel reimbursements require a Sport Club Travel Itinerary to be completed before the event that is to be reimbursed takes place (or any travel to that event is performed).

All overnight arrangements and expenses are the initial responsibility of the traveling club participants.

Hotel/motel receipts must be the original hotel folio listing room, and applicable tax, charges. The folio must show a "zero" balance due. Credit card receipts are not accepted as a "stand alone" document.

The University will not reimburse for things such as movie rentals or fitness center fees. Any damages or unpaid expenses to a hotel/motel are the responsibility of the club members. Clubs will face disciplinary measures if any such incident occurs.

Report any other charges on the bill in the appropriate category (e.g., meals, parking, incidentals).

If payment for more than the allowable single rate was made and the additional charge was for a non-University traveler (e.g. a spouse), write the single room rate on the bill and adjust the reimbursement amount accordingly. If single and double rates are identical, please note this on the receipt.

If a room was shared with another University traveler, explain on the original receipt how the charges are being split (and change the reimbursement amount accordingly). It is usually best to let the individual who paid for the room request the reimbursement while listing other travelers on the original (submitted) receipt.

 

 

 

 

 

 

 

 

 

 



Meals - Business Purpose

Business meals are defined as meals taken with students, donors, colleagues, or individuals from companies during which University business is discussed.

Original receipts are required for ALL meal reimbursements, regardless of dollar amounts.

Receipts should list date, restaurant name and amount. The specific purpose of the meal, along with the names of all attendees, should be listed somewhere on the submitted documentation.

Credit card receipts or statements must be provided along with any restaurant check stubs (pull tabs).

Departments may require a greater degree of documentation for expenses than the general University.

Written justification must be submitted whenever the cost of a meal is $75 or more per person.


Air Travel Reimbursement
 

NOTE: All travel reimbursements require a Sport Club Travel Itinerary to be completed before the event that is to be reimbursed takes place (or any travel to that event is performed).

Pay for and complete the air travel. A Passenger Receipt must be collected at the time of check-in in order to seek reimbursement. 

What to submit: Names of all travelers, dates of travel, destination of travel, purpose of travel and one of the following options:

  1. If the traveler paid: Original (non-emailed) airline passenger receipt showing dollar amount of purchase. This can be requested at the time of check in.
  2. If someone other than the traveler paid: Original (non-emailed) airline passenger receipt showing dollar amount of purchase and a credit card statement that shows the purchaser's name and the charge.
  3. Emailed receipt/itinerary, boarding pass, and credit card statement to verify payment.
  4. The traveler will be required to sign a Travel Expense Voucher prepared by the Financial Operations Office. If the traveler being reimbursed is out of state they can provide a travel memo in lieu of signing the form.

If all of the documentation to support one of these options is not submitted then reimbursement may not be possible.