TRAVEL

All University regulations must be followed when a club desires to travel. It is recommended that the club advisor accompany the club on all road trips. Failure to submit all travel forms on time may result in a club not being allowed to travel. All clubs wishing to travel must follow the following procedures:

All club members driving a vehicle for the club must complete the University of Arkansas driving certification. The member must attend a scheduled training and the IMRS office must have a copy of the members’ drivers’ license and automobile insurance.
A travel information form must be filled out and submitted at least 10 business days before travel. This form must be accompanied by information about the event such as registration information and location.
If a hotel is desired it must be located and the request must be submitted at least 5 business days before departure.
A travel roster must be submitted at least 10 business days before departure along with the travel information form. This roster includes members, emergency contact, college, etc.
Trip insurance is required for all club members traveling on trips. This insurance will cover the individual members only during travel. If traveling by vehicle, insurance is $0.55 per person per day. If traveling by air, insurance is $0.70 per person per day.
Anything paid for with money from a cash advance must have a receipt and be turned in at the conclusion of the trip no more than three (3) business days following your return.
When a privately owned vehicle is used, the owner assumes responsibility for the safety of the passengers. Drivers of privately owned vehicles must be licensed and insured individuals. A minimum of $100,000 to $300,000 bodily injury coverage is highly recommended for the protection of the vehicle’s owner before a car should be used for club travel.
A report must be filed with the Department of Intramural/Recreational Sports office concerning all accidents, collisions, personal injury or property damage involving club members while on road trips.
Club members are eligible for approved gas reimbursements only if the travel dates match the dates on the gas receipt. In accordance with University policy, no money will be provided for meals.

The Associate Director of Intramurals and Club Sports, the Graduate Assistant of Club Sports, and club officers will negotiate paperwork due dates prior to competitions and/or travel. Club officers must submit all paperwork in a timely manner. All paperwork not submitted in a timely manner will result in a monetary fine and deduction from future HPER allocations.

Car Rentals

University vehicle rental reservations and procedures:

All University vehicle reservations must be made by the IMRS office.
University vehicles have the ability to utilize the Wright Express gascard for gasoline if desired.
Rental fee information can be obtained in the IMRS office.

Cash Advances

Clubs traveling are eligible to take out cash advances to pay for certain items such as gasoline. Once received, the cash becomes the responsibility of the person taking out the cash advance. Anything paid for with money from a cash advance must have a receipt and be turned in at the conclusion of the trip no more than three (3) business days following your return. If money is distributed to individuals other than the one requesting the advance, it is recommended that a sheet be signed detailing the amounts distributed. Any cash that is not used must be returned to and deposited at the treasurer’s office once the trip has ended.

Excused Class Request

Occasionally, club members will need to be absent from classes in order to attend scheduled Club Sports competitions. At such times, club members can prevent misunderstandings and academic difficulty by obtaining a letter from the Associate Director of The Department of Intramural/Recreational Sports verifying the club’s plans to travel and compete. Club Sports travel is not a University excused absence; therefore, excused class absence requests do not mandate that professors excuse the absence. To avoid a negative situation, club members are highly encouraged to discuss class absences as a result of Club Sports participation with their professors in advance. Club members are responsible for all work missed during their absence and are required to comply with their instructor’s demands for rescheduled or make-up exams and assignments.