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Athletic Department Travel Policy

As a representative of the university and the athletic program, staff and student-athletes are expected to conduct themselves in professional manner. Please dress appropriately when traveling on business or with a team. Coaches are responsible for establishing and enforcing a dress code for their teams when traveling.

All travel must be preceded by completing a travel request form. Without this form your travel is not authorized, you are not covered by insurance, and it is not possible to receive a travel advance. Travel requests are available on the University website Forms Page. All advances must be reconciled within 10 days after completion of the trip. Additionally, in advance of travel a final copy of the official travel roster and itinerary are to be distributed to the sport administrator and a copy should be given to the administration front desk. The travel itinerary should include the following:

Official Travel Party List

  • Each person traveling with the team must be listed by name and purpose of travel. Only persons whose names are on the approved list may travel with the team.
  • Departure date and time, return date and time.
  • Mode of transportation and name of carrier.
  • Lodging, including name, address and telephone number of property.
  • Telephone contact number (cell) of coaching staff and other official staff members traveling with the team.
  • Itinerary
  • Date the itinerary and official travel party list.

Transportation for Team Travel

The mode of transportation is selected by the head coach and approved by the sport administrator. When choosing the mode of transportation the following factors must be considered: Safety, impact on academics, number of travel days, expense, availability, distance and budget.

Air

  • Commercial airlines are an acceptable means of travel for athletic teams for competition over six (6) hours or 350 miles (one-way) away.
  • Charter services are subject to the approval of the athletic director and can only be procured through the involvement of the BCN Purchasing department

Bus/Mini Bus

  • Buses may be used as transport to away venues, transport to hotels from airports and transport from hotels to playing venues.

Vans/Automobiles

  • Student athletes may not drive the other athletes as part of team travel. All other drivers (managers, volunteer coaches, etc.) must have prior approval from sport administrator before driving.
  • Drivers must be at least 21 years of age (or meet the requirements of the state where the team is renting the van or automobile), have a valid and approved State of Nevada driver's license and be rested.
  • Fifteen passenger vans shall be loaded with no more than 10 passengers and equipment. 12 passenger vans may be loaded with no more than 8 passengers and equipment.

Hotels

  • Hotel rates should not exceed current NSHE rates unless approved by a sport administrator or designee. Rates vary according to the destination city. For accurate hotel rates, please check the federal travel website at gsa.gov. Rates are based on a per person, per day.
  • As a general guideline, no more than 3 student-athletes may be assigned to a room, one per bed. Special circumstances may occasionally arise in which more than 3 to a room will be authorized.
  • Single rooms are reserved for head coaches only except in a situation where travel circumstances and/or gender mix dictates other arrangements.
  • Sales tax is not to be paid on in-state hotel charges. The university is a tax exempt institution.

Meals

  • As required by the state of Nevada the maximum per diem for meals is $39 ($7.00, $11.00, $18.00 with $3.00 in incidentals) per day. Team meals may be provided to the staff and student-athletes in place of cash per diem. A list of all attendees and their purpose of travel (coach, trainer, student-athlete, etc.) must be submitted with the team meal receipt. Head coaches are encouraged to provide team meals for the travel party.
  • Due to the large size of the official travel party, football may be an exception to this policy.
  • All meals/snacks/per diem allocations provided to student-athletes must be in accordance with NCAA regulations.

Other

  • Student-athletes not traveling to or from a competition with the team must sign a release of liability waiver and it must be approved prior to travel by the sport administrator or a parent if SA is under 18.
  • If a non-University of Nevada employee is traveling with the team they must sign a release of liability waiver and must have prior approval from the athletic director or designee.

Administrative and Recruiting Travel

  • All employees are reminded per university policy, the least expensive method of travel should be used whenever possible. If circumstances dictate an alternate method of travel, in-kind donations may be solicited. Donations should be made directly to the party providing travel so the department bears no expense. Please see a member of the business office staff for further explanation if needed.
  • All individual administrative and recruiting travel must follow the guidelines above.
  • Travel for incoming recruits must follow the guidelines in the "Nevada Recruiting and Retention" policy.
  • If a staff member's departing destination is anything other that from Reno, NV, employee may be held responsible for an increased cost for such travel if higher cost is incurred due to departure city travel rates differing from a comparable Reno departure. A commercial flight equivalency formula may be used.

Volunteer Travel

Volunteers are defined as non-paid workers. The sports administrator or designee must approve travel with the team. For insurance purposes, all volunteers must be signed up as volunteers with the department of athletics prior to traveling with the team.

Charter and Guest Travel

Guests are defined as non-employees/non-volunteers who have a business purpose for traveling (e.g. donor cultivation or donor appreciation). Travel with the team must be approved by the Director of Athletics.

  • Travel party must meet all timelines as outlined by the Athletic Department. An itinerary shall be provided in advance.
  • Professional conduct is expected at all times during the entire trip.
  • Dress Code shall be business casual on the plane. No shorts or tank tops. Appropriate or casual apparel for game day and trip home.
  • Guests are required to pay for all hard costs (hotel, meals, etc.) unless otherwise notified by the athletics staff.
  • Alcohol is prohibited on the plane.
  • Children under 12 are not allowed to travel with the charter without permission of Director of Athletics.
  • The athletic department needs to be informed in advance of the possibility of traveling with children ages 12-18, so clearance can be obtained in advance per NCAA regulations.
  • If you are not participating in any of the scheduled events, please notify the Athletics staff as to avoid any unnecessary delays.
  • All guests are required to sign a volunteer travel waiver in advance of traveling.
  • Emergency contact information needs to be provided to Athletics in advance.

Last Modified 01/05/2009

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