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					                               Sport Clubs Travel Procedures

      The procedures outlined below must be followed for all club-related travel –
       regardless of whether or not the club requests funding
      Failure to do so may result in loss of future travel privileges, loss of funding, or other
       sanctions

At least 2 weeks prior to Travel Date
     Complete the Travel Request Form which follows on the next 2 pages of this
       document
     Bring Travel Request Form to Sport Clubs Office
     Have Sport Clubs Coordinator verify the following on site:
           o Club has sufficient funds available and has indicated from which account funds
              will be drawn
     DO NOT DROP OFF TRAVEL REQUEST FORM AND LEAVE
     Final approval will be determined by the Sport Clubs Coordinator

At least 2 days prior to Travel Date
     Forward any changes to Travel Request Form to the Sport Clubs Coordinator
           o This usually means the list of the travelers has changed
           o It may also be a case of departure time, arrival time (back to Princeton),
               lodging information, transportation details, or drivers list has changed

Within 5 days of return
    Submit all receipts for reimbursement to the Coordinator with documentation if
      necessary
                                          Princeton University
                                       Sport Clubs Travel Request

       This Travel Form must be submitted at least 2 weeks prior to the departure date. The Sport Clubs office
        must be notified of any changes to information on this form no later than 48 hours prior to departure
        (drivers, list of travelers, lodging info, etc)

       Please contact the Sport Clubs office immediately upon return (when entire travel party has returned)
        by calling the Sport Clubs Coordinator at (609) 258-5620 or e-mail clubsprt@princeton.edu

Club Name: ___________________________                       Date Submitted: _______________

Date(s) of Event: _________to_________                       Date(s) of Travel: _________to_________

Destination (City and State): ______________________________

Name of Event: ______________________________                Number of Travelers: __________

Event Contact: ______________________ Phone #: ________ - ___________

Purpose of Trip: _______________________________________________________________________
____________________________________________________________________________________

       Is this event part of your league/conference/division?                 Yes               No
       Is this an “open” or “invitational” event?                             Yes               No

LODGING INFO

Motel: ____________________________________                  Phone #: (______) _______ - ___________
Address: ________________________________________                 # of Rooms: _______

TRANSPORTATION INFO

_____Personal vehicle    _____Rental vehicle (who are you renting from) ________________________
Driver Name/Phone #___________________________________________________________________
Make/Model/Lic. Plate__________________________________________________________________
Insurance Co. Name/Policy #_____________________________________________________________

_____Personal vehicle    _____Rental vehicle (who are you renting from) ________________________
Driver Name/Phone #___________________________________________________________________
Make/Model/Lic. Plate__________________________________________________________________
Insurance Co. Name/Policy #_____________________________________________________________
Air Travel __________________________ (Airline)              Departure City ______________________
                                                             Arrival city ________________________
=============================================================================
Please estimate how much money from each of the following areas this travel will be funded.

Club Allocation $_______________                    Out-of-Pocket (no funding) $_________________

Friends $__________________
Print all travelers’ names below. ***Attach additional sheet if necessary***

1. ___________________________________           13. ___________________________________

2. ___________________________________           14. ____________________________________

3. ___________________________________           15. ____________________________________

4. ___________________________________           16. ____________________________________

5. ___________________________________           17. ____________________________________

6. ___________________________________           18. ____________________________________

7. ___________________________________           19. ____________________________________

8. ___________________________________           20. ____________________________________

9. ___________________________________           21. ____________________________________

10. ___________________________________ 22. ____________________________________

11. ___________________________________ 23. ____________________________________

12. ___________________________________ 24. ____________________________________


___________________________________________________________                    ______________________
Signature of Club President                                                    Date

_____________________________________________________________                  ______________________
Signature of other Club Officer                                                Date

The officers signatures above serve as verification that all drivers are Approved Drivers by Princeton University
 Public Safety, properly insured, have a valid driver’s license and will not be under the influence of alcohol or
drugs while driving.




__________________________________________________                                _______________
Sport Clubs Coordinator has approved club for travel                              Date

				
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