UMass Boston

Travel Requirements  

1. Prior to departing for any trip, it is the responsibility of the head coach to complete a travel manifest. The travel manifest should include:   

• List of all passengers,   
• departure and return times  
• emergency contact information and insurance information for everyone in the travel party. 

2. Travel manifests are to be sent to the Deputy AD for Internal Administration/SWA and their sport administrator 24 hours before the team departs and kept with the head coach during a trip.   

3. Dress for team travel on a UMB athletic trip should be appropriate as directed by the head coach.  When attending meetings and coaches' functions as a representative of UMass Boston athletics, athletes and coaches should dress in a professional manner so that a positive image is projected. Whenever possible, wear UMB clothes and especially refrain from promoting other Universities. 

4. Safety - When drivers are tired or when encountering potentially dangerous road conditions, coaches should reach out to their sport administrator. 

Travel Party  

Athletic Team Travel is defined as all travel (e.g. pre-season, regular season and post-season) for sponsored teams within the Division of Athletics.    

Primary travel party members include:  

• Head coach  

• Assistant coach(es)  

• Athletic trainer  

• Student-athletes   

Secondary travel party includes:  

• Sport administrator  

• Athletic administrators are defined as sports information, compliance, associate/assistant athletic directors, etc.   

Any individual (including family members) not meeting the above criteria must have approval in writing from the Deputy AD for Internal Administration prior to joining a travel party and they must sign a University liability waiver.   
  

The secondary travel party will make their own travel arrangements via their US Bank card, purchase order, or the Business & Operations Manager’s US Bank card. The secondary travel party must receive approval from the Deputy AD for Internal Administration before the trip.   
  

Team Overnight / Spring Break 

• Travel is required to be registered online 21 days before departure, or as soon as travel dates are known for all overnights taking place outside of Massachusetts.  

• Coaches must email a completed travel party roster with hotel and airfare information to travelexpense-services@umassp.edu to follow University policy.   

• Upon completion of the trip, expenses are processed through Concur Travel and Expense software 

International Trips  

• When planning international trips, prior approval for the trip must be approved by the Vice Chancellor, Director of Athletics and follow the appropriate University approval process. Trainers must accompany all international or extended break trips unless prior approval is given by UMB’s Head Athletic Trainer.  

• Proper (quality and number) chaperones must be arranged for international trips as to allow the Head Coach enough assistance to ensure the safety of team members and trip participants. Any expenses for the said chaperone(s) are the responsibility of the Head Coach and/or trip organizer.   

Team Meals  

Team Meals are paid for with the head coach’s US Bank card or Dash Per Diem card prior arrangement.  Refer to Department of Intercollegiate Athletic Policies & Procedures Regarding Per Diem and Meal Allowances for Student-Athletes.  
  

Trip Expenses  

Hotel and airfare expenses for the primary travel party will be paid by the university via purchase order or the Business & Operations Manager’s US Bank card. Secondary travel party expenses will be paid via the head coach’s US Bank card.   
  

Travel for assistant coaches or employee without a US Bank card should be purchased by their head coach or the Business & Operations Manager. Assistant coaches and employees without a US Bank card should not purchase travel out of pocket.   
  

Buses will be paid through a purchase order by the Business & Operations Manager.   
  

Rental vehicles and emergency expenses are to be paid by head coach via their US Bank card.  

  

Transportation Policy  

UMass Boston athletic teams typically travel to and from intercollegiate contests by charter buses or UMass Boston vans. The distance of travel, size of travel party, and financial circumstances will determine the mode of transportation to be used for each contest.  The Deputy AD for Internal Administration/SWA will work with the Business & Operations Manager to make a final determination on the mode of transportation.   

  

Student-athletes are required to travel with the team, using University transport to and from all sport-related activities.     

  

In order for a student to have permission to travel from an event by means other than school-provided transportation, the following must occur:  

• The student must have a legitimate, necessary need for alternate travel.  

• The student must request permission from the head coach a minimum of 24 hours in advance.  

• The student travels only with their parent(s) or guardian(s).  

• All other exceptions regarding travel to or from an event require approval from the sport administrator.  

  

Visitors while traveling  

Visitors are not permitted in UMass Boston student athlete, assistant coach or manager guestrooms unless those guests are prior approved by the head coach.    

  

Travel Reimbursements  

Travelers are responsible for prompt submission of travel expenses. Employee travel reimbursements not submitted within 120 days of the completion of the travel will be considered taxable income.