Sports Operation STUDENT ACTIVITY ACCOUNTS... 2 EXPENSE ALLOWANCES... 2 Food and Lodging... 2 Transportation... 3 Equipment and Supplies... 4 Officials... 5 Registration and Entry Fees... 5 Miscellaneous (phones, printing, postage)... 5 Page 1
STUDENT ACTIVITY ACCOUNTS EXPENSE ALLOWANCES Food and Lodging Lodging. Use good budgetary principles when booking hotel rooms to maximize budget. (ie: students sharing rooms, breakfast included ). Adhere to the guidelines in the MSUM Student Handbook. Food for Travel. Students-athletes are allowed a maximum $21 per diem if coaches are providing cash to them. In the event that travel occurs in other Metropolitan areas, it may be necessary for coaches to exceed that limit by purchasing all meals so the student-athletes can be properly fed (see rates below). The breakfast meal is allowed when travel begins before the University s food service is operating. The dinner meal shall be allowed when the travel extends past the time the food service is in operation. Meals are only allowed when a traveler is more than 35 miles from MSUM. See Local Meal Policy for exceptions. Students Meals Per Diem: $5 Breakfast (before 7:30 a.m.) ($21/day) $6 Lunch (Weekdays 10:45-3:30 & Weekends 11:30-1:15) $10 Dinner (After 6:00 pm) Coach Meals Per Diem: ($31/day) $7 Breakfast (before 6:00 am or in travel status) $9 Lunch $15 Dinner (after 7:00 pm or in travel status) Payment or reimbursement from the above maximum meal allowances shall be at the discretion of the budget supervisor. Local Meal Policy. The payment or reimbursement for meals purchased locally, at the University s food service or otherwise, is generally not allowed within a 35-mile radius of MSUM. (This is Minnesota Department of Finance Travel policy, as well as an Internal Revenue Service regulation, and is normally allowed only when lodging expenses are incurred). Exception to the above applies if students are participating in their program s activities within this 35-mile radius, (such as at NDSU or Concordia) during normal mealtime, and the group cannot feasibly return to campus for meals. However, if the group returns to the campus in enough time to allow for dining at the food service, NO participant or coach/advisor/director will be allowed that meal to be paid from student activity funds. If scheduling of an event does not allow for a meal if participation and Page 2
event concludes after the closing of the campus food service, the missed meal may be purchased for participants and staff. Pre-season and semester break meals. These may be allowed for student groups or teams who must be at practice or training when classes are not being held. Meals are not allowed for any staff or faculty members in a bargaining unit (IFO, MAPE, Middle Management, Council 6, MSUAFF, etc.) during pre-season and semester breaks. These meals must be paid from personal funds. Non-recurring special events. If non-recurring special events, held locally, require the purchase of food, or the services of a caterer, such food or catering service may be allowed. Any payment or reimbursement from activity accounts will be limited to the maximum rate for student meals--$5.00 breakfast, $6.00 lunch, and $8.00 dinner per person. Transportation Reserving a vehicle. When submitting a Student Activities Travel Approval/Advance Request Form, it is also necessary to call and reserve with the University s Motor Pool any vehicle(s) needed for travel. MSUM s administrative policy states that state vehicle usage is not permitted on trips greater than 500 miles. In practice, this means that almost any location in Minnesota, North Dakota, or South Dakota meets this criteria, as well as close-tothe-border towns in Wisconsin. Exceptions to this policy are routinely made for athletic teams accompanied by a staff coach, where trips of up to 200 miles are generally acceptable. State vehicles may only be driven by persons employed by the University. Appeals of this policy may be made directly to the Vice President for Administrative Affairs. Suitable Transportation for MSUM s Intercollegiate teams: Leased vehicles( i.e., people movers or buses) should be seriously considered for ALL winter travel. When teams are traveling together (i.e., Men s and Women s Basketball, Men s & Women s Cross Country/Track & Field), a bus shall be considered. The mode of transportation shall be the most appropriate form available within budget. The cost for use of a state-owned vehicle(s) will be included in the total cost of a trip. If applicable, reservations must be made with the Motor Pool and the account number to be charged should be indicated at that time. An automatic chargeback to the account will be made for use of state vehicle(s). Chargeback rates are as follows: 2010/2011 State Vehicle Rates: Sedan.43/mile plus $5 a day Mini Van.48/mile plus $5 day 12 passenger van.55/mile plus $5 day Pickup Truck.55/mile plus $10 day Receiving Van.67/mile plus $10 day Page 3
Please Note: Under no circumstance are any student groups to rent 15 passenger vans from any vendor. Such a rental becomes a personal liability for the person signing the contract. The State of MN is not allowed to be a part of such an agreement (Mark Rice e- mail on 3/24/08). All other mode of team transportation shall be provided by the partnered commercial bus services or Enterprise Rental Service. Enterprise Rental: For business travel in Minnesota, Wisconsin, Iowa, Illinois, North & South Dakota call the location on the Frontage Road in Moorhead (218-422- 3001). For business travel in the rest of the U.S. (not the states listed above) book online with the following code XZ19113, your organization is the State of Minnesota. Commercial Transportation All travel using commercial transportation must be done through the following Bus Services according to the teams listed. A cost quote must be obtained and submitted prior to approval of the budget. Richards Transportation Service 2139 100 th Avenue N Moorhead, MN 56560 218/233-3404 Football Swimming Men s Basketball Wrestling Soccer Outdoor Track Schuck Bus Service 1620 29 th Ave. S Moorhead, MN 56560 218/233-1404 Women s Volleyball Women s Basketball Women s Softball Indoor Track Equipment and Supplies Procurement: The Head Coach/designee must estimate all supplies purchased for their team on their Activity Team Travel spreadsheet prior to purchase for the fiscal year (July 1-June 30). This will assist in staying within budget. After approval of your team travel budget, purchases are permitted either via Purchase Order or MSUM credit card. a. Purchase Order: Submit the supply quote with your estimates and a Purchase Order will be generated prior to ordering. Page 4
b. Credit Card: Obtain an itemized receipt for the purchase and submit the receipt with your credit card statement. Refer to Budget: Revisions to Team Travel Estimates if changes are needed to your supply estimate. Any supply item purchased that has not been preapproved may be charged to your discretionary account or will be returned to the vendor. Once the supply item is received, the coach will be required to sign the invoice indicating the item was received and to approve the payment to the vendor. The packaging slip must also be submitted if one is supplied. The signed original invoice will then be given to the Administrative Assistant to complete the payment process within 7 days of receipt of the supply item. Uniform Policy: As a general rule, all sports are required to maintain uniforms for a minimum of 3 years with some exceptions as shown: Uniforms include game jerseys, travel gear, swimsuits, and warm up gear may be included. A rotation will be on file to include date of purchase, color, and type of purchase. Officials Officials cost are charged to Activity Accounts. Each sport is responsible for estimating the costs of officials for the academic year. Official costs for some sports are billed by the Northern Sun Intercollegiate Conference (NSIC). The costs may be unknown and the billing done at different times. Please use the previous year s bill plus a slight increase for your estimates. Registration and Entry Fees The cost of registration/entry fees shall be indicated on the Travel Request. Meals included in the registration fee must be clearly indicated as such on the Travel Request form. If a registration fee must be paid prior to attending an event, the Purchase Order approving payment of that registration fee, must be approved by the appropriate advisor/administrator and forwarded to the Activities Business Manager Miscellaneous (phones, printing, postage) Please do your best to estimate your yearly cost of phone use, printing and postage. The use of this account for recruiting should be limited. Office Phone Usage **State law prohibits the use of office phones for personal calls. Local To dial local calls, you must first dial 9 + the 7 digit number Page 5
Long Distance--To make long distance calls, dial 9+1 plus the number Phone Charges--The base charge for phone use is paid by M & E funding. All local and long distance charges will be applied to the teams Activity Account. Phone Cards--Preferably, an AT&T pre paid card should be purchased for recruiting calls. This would be charged to the recruiting account. Page 6