Traveling With Reimbursement from SCP Funds
This type of travel is when a club plans to be reimbursed for particular costs experienced while traveling.  Reimbursement for particular costs comes from SCAC allocated funds in the traveling club’s SCAC allocated account.
Club can be reimbursed for the following expenses:
- Map mileage at $0.445/mile for non-rental vehicles
* for out of state mileage, use mapquest.com to determine mileage
* for in state mileage, use http://www2.dot.state.fl.us/CityToCityMileage/viewer.html
- Entry/registration fees
- Rental vehicles (some restrictions apply – see Assistant Director prior to renting a vehicle). For rental vehicles, AVIS must be used unless there is a justification as to why AVIS could not be used.  To get a quote on car rentals from Avis, use the Florida State University contract code: AWD #A113400. The contract with AVIS includes required insurances in the quoted prices, while other rental companies do not. 
- Gas for rental vehicles
- Lodging costs (rooms only, no incidentals)

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 Travel Reimbursement Form
When filling out a Travel Reimbursement Request 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 reimbursement cannot take place without ALL of these fields being properly completed.  Each person requesting reimbursement must fill out a Travel Reimbursement Request Form. 
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.
Event Location ­– The Sport Club Office needs to know where you are traveling to.
Date(s) of Event – The date(s) in which the event is being held needs to be included.
Name of Traveler, Phone Number, Email Address, Street Address, Apt. #, City, State, Zip Code – This is the person that will be receiving the check for the recorded cost.  Whoever is going to pay for the costs up front, and is to be reimbursed, should provide his or her information here.  If each person is paying separately, each person needs to complete this page.  The reimbursement check will be sent to the address provided on the Travel Reimbursement Request Form.
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. 
Estimated Costs for SCP Reimbursement Amounts – For each type of cost, an estimated amount needs to be provided.  This is used to have an idea how much the trip will cost, and what will need to be reimbursed from your club’s allocated funds.  If your club does not have enough money to cover the entire trip, you will be reimbursed up to the amount remaining in your budget.  The rest will need to be covered on your own.
Signatures – A Pre-Travel Form must include the signature of two club officers that attended that semester’s office 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.

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.
Actual Costs for SCP Reimbursement Amounts – For each type of cost, an actual amount needs to be provided.  This is used to submit an Expense Report to the Travel Office at FSU, in order to get reimbursement.  The actual cost can be greater or less than the estimated costs provided on the Travel Reimbursement Request Form.  However, if there are not sufficient funds in a clubs allocated budget to cover the actual cost, the club must cover the excess cost personally.
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.
What Else Needs to be Included With the Completed Post-Travel Expense Report?
Receipts for ALL expenditures being reimbursed must be included with the Post-Travel Expense Report.  If there is not a receipt for an expense, there is no way to verify the cost of the expenditure to be reimbursed.  The Sport Club office will give you an envelope before your trip.  It is recommended that during your trip you simply put all receipts into the envelope as you receive them, to turn in to the Sport Club office upon your return.