U.S. Figure Skating Travel and Expense Policy (July 2007)

Transcription

1 1.0 GENERAL PRINCIPLES U.S. Figure Skating Travel and Expense Policy () 1.1 The purpose of this policy is to ensure that travel expenses incurred by U.S. Figure Skating are cost effective and efficient while acknowledging that travelers should be accorded the best possible travel arrangements. 1.2 Everyone traveling on behalf of U.S. Figure Skating is expected to take advantage of the lowest fare offered regardless of airline. 1.3 This policy applies to all traveling on behalf of U.S. Figure Skating. Upon accepting to serve as an official, athlete, coach, etc., the traveler agrees to abide by U.S. Figure Skating s travel policy. Refusal to do so may result in removal from the official list of travelers. 1.4 Any exceptions to the Travel Policy must be approved by the Senior Director of Finance before ticketing. 2.0 DEFINITIONS 2.1 Volunteer any person other than paid U.S. Figure Skating staff, who is traveling on U.S. Figure Skating s business but not furthering their personal skating career while doing so. Examples of furthering one s career would be a skater or coach traveling to a competition or sports camp. On the other hand, an athlete or coach traveling to the Board of Directors or committee meeting would be considered a volunteer and would be treated as such. 2.2 Traveler any one traveling on behalf of U.S. Figure Skating. 2.3 Headquarters staff any person who is employed by U.S. Figure Skating. 2.4 Team member anyone who is a part of the official delegation traveling to an event. 2.5 Confirmed ticket A ticket that has been issued and nothing further needs to be done with the ticket. 2.6 The Senior Director of Finance oversees and approves all domestic and international travel paid for by U.S. Figure Skating. 2.7 The Travel Coordinator implements the U.S. Figure Skating travel program. When problems occur in any travel arrangements other than routine itinerary changes, the Travel Coordinator should be notified. The Travel Coordinator will attempt to resolve the problem. 1

2 3.0 TRAVEL AUTHORIZATION AND NOTIFICATION 3.1 The appropriate Headquarters Staff will provide approved lists of those traveling on U.S. Figure Skating business. A. International team travel will be coordinated by the Athlete High Performance Department in conjunction with the International Committee Chair. U.S. Figure Skating s Team Coordinator will list all those traveling to international events. This includes international competitions held within the United States where the International Committee has selected skaters (i.e. Skate America). B. The appropriate Headquarters Staff will provide a list to the Travel Coordinator of those selected for domestic and international events by the Selection and Judges Committees. C. The appropriate Headquarters Staff will provide a list to the Travel Coordinator of those participating in committee and/or task force meetings. D. The Director of Member Services will list those traveling to the Board of Directors and Governing Council meetings. E. The appropriate Headquarters Staff will provide lists for those traveling to approved programs, camps and clinics. F. Each Senior Director will provide authorization for travel within their Division. 3.2 Notification of travel to the Travel Coordinator from the appropriate Headquarters staff will be made no less than 30 days prior to the intended departure date if applicable. 3.3 Because U.S. Figure Skating incurs the financial responsibility, a list of authorized travelers must be given to the Travel Coordinator by the appropriate individual before any arrangements are made. 3.4 For international team travel, the U.S. Teams Coordinator will contact each traveler no less than 60 days prior to travel or within 7 days after selection. 3.5 When traveling to an international event, in most cases athletes are required to depart at least two days before the start of their official practice day. 4.0 TRAVEL ARRANGEMENTS 4.1 All arrangements must be made through U.S. Figure Skating s Travel Coordinator unless alternate arrangements are approved in advance by the Travel Coordinator. Arrangements made through the U.S. Figure Skating s Travel Coordinator will be paid by U. S. Figure Skating. 4.2 U.S. Figure Skating will not reimburse travelers if arrangements are not made through the Travel Coordinator. 4.3 Travelers may research flights; however, all reservations must be made through U.S. Figure Skating s Travel Coordinator. 4.4 Travelers will be booked roundtrip from their home/training city to the competition and back to the same city, unless traveler specifies otherwise (see paragraph 4.14). 2

3 4.5 The Travel Coordinator will search for the best fare regardless of airline. However, the Travel Coordinator will make every effort to take the traveler s requests into consideration. If a traveler prefers to fly on a specific airline, the traveler may pay the difference between the fare found by the Travel Coordinator and the airline the traveler wishes to use. 4.6 All domestic and international tickets purchased will be in economy class unless prior arrangements are made to use the traveler s miles to upgrade and he/she pays any applicable difference in fare (see paragraph 6.0) or the traveler pays the difference between economy and a higher class of service. 4.7 All tickets must be confirmed no later than 14 days in advance. The traveler must make appropriate arrangements in advance in order for U.S. Figure Skating to obtain the best fare possible. 4.8 After speaking with the Travel Coordinator regarding travel arrangements, the traveler or traveler s representative must respond to a proposed itinerary sent by the U.S. Figure Skating s Travel Coordinator within 48 hours. Itineraries not confirmed within the 48 hour period will be automatically issued. 4.9 Travelers who do not confirm their itineraries prior to 14 days in advance of travel will have two options: A. If the fare is equal to or less than the 14 days advance fare, U. S. Figure Skating will pay for the ticket. B. If the fare is higher than the 14 days advance fare, the traveler will be billed for the difference The traveler is responsible for notifying the Travel Coordinator of any errors upon receipt of their confirmed itinerary All travelers should check the type of ticket issued before arriving at the airport. If a paper ticket is issued, and the traveler arrives at the airport without it, they will be required to purchase a new ticket at their expense. Each case will be reviewed by the Senior Director of Finance At no time will U.S. Figure Skating be responsible for lost airline tickets. Replacement will be at the traveler s expense. If a ticket is lost, U.S. Figure Skating must be notified immediately Once tickets have been issued, and the traveler desires a change in itinerary, the traveler will be responsible for any fare increase and change fees. Changes requested by U.S. Figure Skating will be charged to the association Any special requests resulting in any cost over the lowest roundtrip fare will be charged to the traveler. The U.S. Figure Skating Travel Coordinator must inform the traveler of any extra cost before issuing ticket. This includes any incremental ticket costs due to lengthened stay requested by traveler for personal reasons. A credit card will be required before issuing the ticket When a guest (i.e. spouse, companion, etc.) accompanies a U.S. Figure Skating traveler, the traveler is responsible for any increase costs to U.S. Figure Skating caused by the guest Athletes under the age of 18 must travel with their coach, unless accompanied by his/her parent or guardian. 3

4 4.17 When traveling to an event, Team Leaders are required to be scheduled to arrive at least 30 minutes before the arrival of the first team member and depart when or after the last team member leaves, unless approval is obtained in advance to do otherwise by the International Committee Chair All judges must take into account that they may be required to attend a post-event judge s evaluation meeting. If changes are made after the ticket has been issued, the traveler is responsible for any change fees If the U.S. Figure Skating s Travel Coordinator is not available, travelers should contact U.S. Figure Skating s Team Coordinator. In addition during event travel, the Team Leader will be given an emergency phone number to contact the Travel Coordinator. 5.0 CANCELLATIONS 5.1 All airline tickets are non-transferable, and most tickets issued will be nonrefundable. 5.2 In the event that illness, injury or death of an immediate family member prevents an individual from attending an event, a physician s letter stating condition and airline ticket (if paper) must be submitted to the U.S. Figure Skating Travel Coordinator in order to apply for a refund. If the airline ticket and physician s letter are not returned to U.S. Figure Skating within 30 days of notification, the traveler will be charged for the full price of the ticket. 5.3 If a traveler requests their ticket to be cancelled for any reason other than injury, illness or death of an immediate family member, the traveler may be charged for the ticket. Travelers must contact U.S. Figure Skating immediately so that inquires can be made about reusing the ticket. If U.S. Figure Skating is able to reuse the ticket within one year the traveler will only be responsible for change fees and any additional charges above the cost of the new ticket. 5.4 If an athlete retires from competitive skating, the athlete will be responsible for the expense of any unused ticket(s) purchased due to the athlete s involvement with an event (i.e. ticket for athlete, coach, etc.). In addition, if an athlete changes coaches after a ticket has been purchased for the former coach, the athlete will be responsible for the ticket expense of the former coach. Any added expenses due to late changes or lack of space in economy for the new coach s ticket will be the athlete s or new coach s responsibility. 6.0 TICKET UPGRADES TO HIGHER CLASS OF SERVICE 6.1 U.S. Figure Skating does not purchase First or Business class tickets. 6.2 If the international portion of a trip is more than five hours, a traveler may request a ticket that is capable of being upgraded to a higher class of service using miles or certificates. However, if the ticket is being paid for by a foreign Local Organizing Committee, U.S. Figure Skating will not purchase an upgradeable ticket. 4

5 6.3 Regarding any upgradeable ticket, U.S. Figure Skating will pay up to 25% of the lowest fare available, not to exceed $300. The traveler will be responsible for any cost over the initial 25%. For example, if the lowest fare available was $1,000 and an upgradeable ticket cost $1,500, U.S. Figure Skating would pay an additional 25% of $1,000 (i.e. $250). The traveler would then pay the additional difference of $250. If the lowest fare is $1,500 and the cost of an upgradeable ticket is $2,000, U.S. Figure Skating would pay an additional 25% of the $1,500 not to exceed $300, which would be $300. The traveler would be responsible for the additional $200 for the upgradeable ticket. 7.0 CERTIFICATES AND UNITED STATES OLYMPIC COMMITTEE UNITED AIRLINES VALUE IN KIND (USOC VIK) 7.1 When a ticket cost exceeds the budgeted amount, the Travel Coordinator may use a certificate or USOC VIK. The Senior Director of Finance may adjust this budgeted amount at any time. 7.2 Travel certificates or USOC VIK will be used for the following purposes, listed in order of priority: A. U.S. Figure Skating staff that are traveling to a U.S. Figure Skating event and the cost of the ticket warrants the use of a certificate. B. International events (i.e. Skate America) paid by U.S. Figure Skating for non- U.S. Figure Skating athletes and officials. C. Coaches traveling to a U.S. Figure Skating authorized event. D. Volunteers tickets. E. Athlete and coaches traveling to events which promote their careers. These may include sports camps, competitions etc. F. U.S. Figure Skating s officials traveling to competitions where they will receive a stipend (not including Per Diem) for service. 7.3 Travelers do not accrue frequent flyer miles when a ticket is purchased using a certificate or USOC VIK. 7.4 Tickets purchased using a certificate or USOC VIK is not upgradeable to a higher class of service. 7.5 Other restrictions and considerations when using a certificate: A. No bonus miles will be awarded. B. U.S. Figure Skating travelers may elect to use a certificate or USOC VIK in lieu of a paid ticket. C. Travelers can only travel on the airline that has issued the certificate. 7.6 Volunteers should receive frequent flier miles for their travel whenever possible and within the policy set forth herein. 7.7 The Travel Coordinator will report monthly to the Senior Director of Finance on the use of the certificates and the USOC VIK. 5

6 8.0 PER DIEM AND EXPENSES 8.1 Per Diem is set at $10 for breakfast, $10 for lunch, and $30 for dinner. 8.2 Per Diem calculations for travel time are as follows: Outbound/First Day of Trip Daily Per Diem amount Flight scheduled departure time Midnight- 10 a.m. $50 10:00 a.m. 3:00 p.m. $40 3:00 p.m. - Midnight $30 Return/ Last Day of Trip Daily Per Diem amount Actual Flight arrival time Midnight 11 a.m. $10 11 a.m. 5 p.m. $20 5 p.m. - Midnight $ Per Diem will be paid to officials, volunteers, coaches and staff for U.S. Figure Skating business travel purposes for the duration of the time in which the individual(s) is required to travel on behalf of U.S. Figure Skating. 8.4 If meals are provided to officials, volunteers, coaches or staff, the Per Diem amount for that meal ($10 for breakfast, $10 for lunch and $30 for dinner) will be deducted from the total amount of Per Diem. 8.5 Per Diem for athletes will be covered two days prior to the official practice day and the scheduled return day, unless it is covered by the LOC. Any additional day(s) must be approved by the Senior Director of Finance or the Senior Director of Athlete High Performance. 8.6 Per Diem requests are to be sent to accounting no later than one week prior to travel. If not, advance Per Diem is not guaranteed to the traveler. 8.7 U.S. Figure Skating will pay for the traveler s miscellaneous items required for travel such as visas and inoculations. Any other items will require prior approval. 8.8 Reimbursement requests of all approved travel expenses, not including airline tickets, must be submitted no later than 30 days after the event to the appropriate Headquarters staff member or Senior Director of Finance for approval. All reimbursement requests must be submitted on a Travel Expense Reimbursement form and accompanied by all related receipts. 6