Traveling Without Reimbursement from SCP Funds
This type of travel is when the club does not plan to be reimbursed for any of the costs experienced while traveling.  A Pre-Travel Form and a Private Vehicle Consent Form (if applicable) need to be completed before the trip is taken, so that the Sport Club Office is aware of the trip, should any unexpected situations arise.  If a private vehicle, one owned by a club member, is being used, a Private Vehicle Consent Form for that club member must be filled out and turned in, along with a copy of the owner’s Driver’s License and Insurance Card.  Following the trip, a Post-Travel Results Form must be turned in no later than two (2) days following the trip.

How to Fill Out a Pre-Travel Form
When filling out a Pre-Travel Form properly, all fields, other than those noted as “Office Use Only” must be completed before turning in to the Assistant Director of Sport Clubs.  Provided below are explanations of the different fields, what they are and why they are needed.  Please note that any travel cannot take place without ALL of these fields being properly completed.  A
Required Fields
Sport Club Name – The name of the club making the purchase is needed on all Travel Forms.
Event – Name of the event your club is traveling to.
Location of Event (City/State) ­– The Sport Club Office needs to know where you are traveling to.
Host School/Organization/Site – Who is hosting the event?
Date(s) of Event – The date(s) in which the event is being held needs to be included.
Date & Time of Departure and Return – The Sport Club Office needs to know when you are planning on leaving, and when you are planning on returning.  This information is needed in case any situations arise in which the office staff needs to know the location of club members.  This information also is needed to ensure proper hotel/lodging arrangements are made.  The time of departure is when you will be leaving Tallahassee, and the time of return is when you will be arriving back in Tallahassee.  Travel reimbursement cannot occur without this information, as it is required by the Travel Office during the reimbursement process completed by the Assistant Director of Sport Clubs.
Host Contact Person – In case the Sport Club Office has any inquiries, the name of a contact person from the host school or organization must be provided.
Contact Person Phone # – In case the Sport Club Office has any inquiries, the phone number of a contact person from the host school or organization must be provided.
Contact Person E-Mail – In case the Sport Club Office has any inquiries, the email address of a contact person from the host school or organization must be provided.
If overnight trip, where staying (Hotel Name, Address, other) – The Sport Club Office needs to know your whereabouts while you are away.  Because this is university-related trip, you must provide the Sport Club Office with the location in which you are staying while you are away.
Hotel Phone Number – The phone number of the hotel you are staying at, if applicable, needs to be provided in case the Sport Club office needs to contact you.
Method of Travel – The method of travel you are planning to use needs to be checked, so the appropriate process for the corresponding type of travel can be taken care of.
Trip Leader, Signature, Phone Number, Date  – The trip leader must acknowledge that he or she is responsible for the club’s actions on the trip.  The trip leader will be the contact person used by the Sport Club Office during the trip, should the club need to be reached by anyone in the Sport Club Office.
Name of Traveler – Every traveler taking part in this trip must be listed on this part of the form.  If a traveler is not listed, he or she cannot go on the trip.  This part of the form must be filled in by hand, so the traveler can read and sign that he or she acknowledges the guidelines of the trip.  If traveler is listed on semesterly Travel Roster, and has signed, he or she does not have to sign in this field.
Driver? – If the traveler will be driving at any point during the trip, it must be indicated in this section.

How to Fill Out a Private Vehicle Consent Form
When filling out a Private Vehicle Consent Form properly, all fields, other than those noted as “Office Use Only” must be completed before turning in to the Assistant Director of Sport Clubs.  Provided below are explanations of the different fields, what they are and why they are needed.
Please note that travel cannot take place without ALL of these fields being properly completed.  Each private vehicle being used needs an accompanying Private Vehicle Consent Form to be filled out. 
Required Fields
Sport Club  – The name of the club making the purchase is needed on all Travel Forms.
FSU Card # (last 8 digits) – The date last 8 digits of your FSU Card number must be entered.
Make and Model of Vehicle – The make and model of the private vehicle being used for travel is required.
Phone Number – The phone number of the vehicle owner is required.
Driver License #, State, Expiration - The DL # for the owner of the vehicle is required.  This person is the one to be driving the vehicle at all times.  The Driver’s License must not be expired.
Street Address – The address of the owner of the vehicle is to be included.
Auto Insurance Company, Policy #, City and Zip – Personal auto insurance is required for the vehicle to be used for Sport Club travel.  To verify that the owner of the vehicle has auto insurance, the company name, policy number, city and zip code are all required.
Answers to the Yes or No Questions – Answers to these questions are required so the Sport Club Office can make sure responsible drivers will be doing the driving during a club’s travel.
Driver’s License / Auto Insurance Card Expiration Dates – The dates for the expiration of each of these cards needs to be included on this form.  An expired card will not be accepted.
Driver Signature, Date – The driver of the vehicle must sign and date the form, to be approved, signed and dated by the Assistant Director of Sport Clubs.
What Else Needs to be Included With the Completed Private Vehicle Consent Form?
A copy of your Driver’s License and Auto Insurance Card must be attached to the Private Vehicle Consent form.

How To Fill Out a Post-Travel Results Form 
When filling out a Post Travel Expense Report properly, all fields, other than those noted as “Office Use Only” must be completed before turning in to the Assistant Director of Sport Clubs.  Provided below are explanations of the different fields, what they are and why they are needed. 
Required Fields
Sport Club  – The name of the club making the purchase is needed on all Travel Forms.
Name of Traveler – The name of the traveler getting reimbursed is required.
Event – The event traveled to which requires reimbursement is required.
Event Location – The phone location that was traveled to must be included.
Date(s) of Event - The dates of the event traveled to are required.
Signatures – A Post-Travel Expense Report must include the signature of two club officers that attended that semester’s officer training before it can be processed.  This requirement is to make sure that club officers know about the expenditures, can double check that the form is properly completed, and can properly track the club’s budget.