Club sport organizations planning to
schedule trips must submit a Travel Request form (online) at least ten (10)
business days prior to the requested departure date of any
trip unless otherwise approved by the Club Sport
The Club Sports Office will notify
the club sport organization of the status of the
No travel arrangements may
be made by the club sport organization without approval of the
Club Sports Office.
The notification from the
Club Sports Office will provide instructions to the club sport
organization on how to proceed with travel arrangements.
Club Sports Office may
instruct the club sport organization to make travel
Club Sport Office may inform
the club sport organization of travel arrangements that have
Club sport organizations that have
received approval of a Travel
Request must complete and submit a Travel Itinerary (online)
at least 48 hours prior to departure, or by noon on Thursday
if departure is scheduled for Saturday or Sunday. For
Charter Buses, a Travel Itinerary form must be submitted
at least 5 business days prior to trip.
Travel Itinerary must indicate all final travel
Club sport organizations may request
to use University vehicles, rent commercial vehicles, or use
private vehicles for club travel. Regardless of vehicle
provider, Penn State, Athletic Department and Club Sports
Program policies must be followed at all times.
When using PSU Fleet vehicles,
PSU Fleet Operations
policies and procedures must be followed.
15 passenger van drivers
must be Pennsylvania State University employees and be at least
25 years old.
All other Fleet vehicles
must may be driven by Penn State University employees at least
21 years old.
Per Department of Intercollegiate
Athletics policy, maximum capacity of a 15 passenger van
(private vehicle, commercial rental or PSU Fleet) may
not exceed 10 people (including driver).
Club sport organizations may use a
personal or rental vehicle that has a minimum insurance
coverage of $300,000 bodily injury per accident/$100,000
bodily injury per person; $25,000-Medical per occurrence
and $100,000-Property damage. Only insured vehicles may
be used for club travel.
The registered owner of a personal vehicle
used for club sports travel must complete and submit a
Vehicle Owner Acceptance of
Responsibility form, a valid
vehicle registration card, a valid insurance card, and valid
drivers licenses of all drivers to the Club Sports Program
office at least 24 hours prior departure.
University and the Department of Intercollegiate Athletics does
not provide insurance for the vehicle, its driver, or occupants
and are not liable for personal injury or property damage,
including damage to the vehicle, incurred in accidents during
club sports travel.
Both the vehicle owner and
the driver should understand that they may be exposing
themselves to personal liability in the event of an accident.
Club sport organizations may travel
via commercial airlines. Clubs requesting to fly will be
notified if an officer may book the airline tickets, or if
it will be done by the Club Sports Office.
Club Sport Organizations may choose to
lodge at commercial hotels, private residences, or camp
grounds. Regardless of type of lodging, specific contact
information and location must be indicated on the Travel
The Club Sports Office must
approve the number of rooms that the club will be
incurring the cost for. As a general rule, the Club
Sport Program will approve one room per four (4) males
or females. If fewer males and/or females will be
lodging, a one room will be approved for males, and/or
one for females.
If more than two
participants are sharing a room, the Club Sports Office will
approve expenses for cost of roll-away cots, if sufficient funds
The Club Sports Program prohibits
males and females from sharing hotel rooms.
Club sport organizations may
request a meal allowance per traveler per day. The maximum
allowable amount for meal allowances is $28 per traveler per
Meal allowances must be
requested on the Travel and Accommodation form and will be
provided as a cash advance.
allowances through Allocation, OUD, and Endowment
require all travelers receiving meal allowance to sign a
Team Meal Allowance Form upon returning from trips. This
form, and any unused funds, must be submitted to the
Club Sports Office by the Wednesday following return.
organizations may use ASA accounts to get meal
allowances in the form of cash advances or as
reimbursable expenses upon returning from trips.
In the case of a cash
advance meal allowance, all original receipts and any unused
finds must be retuned to the Club Sports Office and any unused
funds must be submitted to the Club Sports Office by the
Wednesday following return. In the case of reimbursable
expenses, original receipts are required in order to receive
A Safety Officer, who accepts
responsibility to supervise the club while traveling, must
accompany all Risk Level I and II club sport organizations
No alcoholic beverages or
non-prescribed controlled substances may be present or
consumed by club sport organization members while traveling
or participating in club sponsored events (from departure to
return), regardless of age.