Payment and Reimbursements for Travels

**Please keep in mind that all payments/reimbursements will come out your

Club Sport Operating Budget**

Paying for Lodging and Meals

There are a couple different ways to pay for lodging and meals:

  1. Each individual team member can pay for lodging out of their own pocket using cash or a credit card.
  2. Each individual team member (Butler students only, up to 4 at one time) may obtain a cash advance for a maximum of $200.00. (Please see Obtaining a Cash Advance). *CASH ADVANCES ARE NOT CURRENTLY BEING UTILIZED. WE HOPE TO HAVE THIS OPTION AGAIN SOON.*

Reimbursement for Lodging and Meals

Below are reimbursement procedures for any out-of-pocket expenses incurred for lodging and meals.  The following must be brought to Joyce at the HRC. Emails will not be accepted.

Note: Reimbursements may take up to 2 weeks to process.

If you paid cash:

  1. A receipt must be obtained from the motel/hotel with the following information on it:
    • Name, address, and phone number of the motel/hotel
    • Receipt number (if any)
    • Receipt date
    • A statement showing you paid cash
    • Dollar amount paid

2. A completed Reimbursement Form with the following information on it:

    • Date and Club name
    • Name, address, and phone number of person being reimbursed. Check will be mailed to this address.
    • Dollar amount paid
    • Short description of what was purchased

If you used a credit card:

  1.  If a personal credit card was used, a copy of your credit card statement must be made showing that the motel/hotel charge actually occurred in your name.
  1. A receipt must be obtained from the motel/hotel with the following information on it:
    • Name, address, and phone number of the motel/hotel
    • Receipt number (if any)
    • Receipt date
    • A statement showing you paid cash
    • Dollar amount paid

3. A completed Reimbursement Form with the following information on it:

    • Date and Club name
    • Name, address, and phone number of person being reimbursed. Check will be mailed to this address.
    • Dollar amount paid
    • Short description of what was purchased

 If you obtained a Cash Advance and spent more than $200.00:

  1. Please follow the cash and credit procedures above for the amount spent over $200.00 only.

Example:              Hotel Charge           $250.00

                             Cash Advance            $200.00

                Your personal cash or credit             $50.00

Follow the procedures above for the $50.00 only. (There are separate procedures for Cash Advances).

Reimbursement for Fuel

You may request to be reimbursed for fuel only if your personal vehicle was used for travel.  The Business Office will not reimburse travel expenses for travel within Indianapolis and the surrounding counties. 

  1. Club Treasure must drop off original receipt for fuel, a bank statement showing fuel purchase (only if a credit/debit card was used), and a completed Reimbursement Form.                                                                                                                                                                                                                                                  

INCLUDE ON THE RECEIPT IN WRITING:

    • Name of Club Sport
    • Your full name
    • Your address (home or school — just be consistent with future reimbursements)
    • “Mail” or “Pickup” (whether you want your check mailed to you or available for pickup by treasurer in Joyce’s Office)

 

2.   Club Treasurer must send Joyce an email (jradford@butler.edu) informing her that he/she dropped off a receipt          in the corresponding envelope outside her office.

3. Unlike previous years, it is no longer required that a MapQuest of travels be provided with receipt. We do, however, need the location of where you traveled to.