Different Types of Travel
Traveling Without Reimbursement from SCP Funds
This type of travel is when the club does not plan to be reimbursed for any of the costs experienced while traveling.  A Pre-Travel Form and a Private Vehicle Consent Form (if applicable) need to be completed before the trip is taken, so that the Sport Club Office is aware of the trip, should any unexpected situations arise.  If a private vehicle, one owned by a club member, is being used, a Private Vehicle Consent Form for that club member must be filled out and turned in, along with a copy of the owner’s Driver’s License and Insurance Card.  Following the trip, a Post-Travel Results Form must be turned in no later than two (2) days following the trip.
Traveling With Reimbursement from SCP Funds
This type of travel is when a club plans to be reimbursed for particular costs experienced while traveling.  Reimbursement for particular costs comes from SCAC allocated funds in the traveling club’s SCAC allocated account.
Club can be reimbursed for the following expenses:
- Map mileage at $0.445/mile for non-rental vehicles
*for out of state mileage, use mapquest.com, yahoo travel, or another website to determine mileage
*for in state mileage, use http://www2.dot.state.fl.us/CityToCityMileage/viewer.html
- Entry/registration fees
- Rental vehicles (some restrictions apply – see Assistant Director prior to renting a vehicle). For rental vehicles, AVIS must be used unless there is a justification as to why AVIS could not be used.  To get a quote on car rentals from Avis, use the Florida State University contract code: AWD #A113400. The contract with AVIS includes required insurances in the quoted prices, while other rental companies do not. You must select the AWD option using the drop down arrow beside “Available Rates”
- Gas for rental vehicles
- Lodging costs (rooms only, no incidentals)
- Food and/or meals are NOT reimbursed

Basic Travel Timelines
Traveling Without Reimbursement from SCP Funds
- Turn in Pre-Travel Form – Minimum of 4 Days Before Departure
- Turn in Private Vehicle Consent Form (if applicable) – Minimum of 4 Days Before Departure
- Turn in Post-Travel Results Form – Maximum of 2 Days After Return
Traveling With Reimbursement from SCP Funds
- Turn in Pre-Travel Form – Minimum of 4 Days Before Departure
- Turn in Travel Reimbursement Request(s) (One for Each Member Being Reimbursed Any Costs) – Minimum of 4 Days Before Departure
- Turn in Private Vehicle Consent Form(s) (if applicable) – Minimum of 4 Days Before Departure
- Turn in Post-Travel Results Form – Maximum of 2 Days After Return
- Turn in Post-Travel Expense Report(s) One for Each Member Being Reimbursed Any Costs)  – Maximum of 2 Days After Return
- Turn in All Receipts for Reimbursement Costs – Maximum of 2 Days After Return
- If all the steps in the process are followed correctly, reimbursement of any remaining travel expenses will take at least 2-3 weeks for the check to be received in the mail.
Making Travel Reservations
Clubs are encouraged to make hotel and rental car reservations as far in advance as possible.  If hotel costs are being reimbursed, DO NOT use a third-party (Travelocity, Expedia, etc.) to book hotel reservations.  This will slow-down if not prevent entirely the reimbursement process