Group and Team Travel

Group and Team Travel

When one UO employee, such as a coach or group leader, pays for the travel expenses of a team or group, do the following when preparing the travel reimbursement request. Use account codes 39446, 39546 or 39646.

  • Keep non-employee travel expenses separate from those of employee's.
  • Include an attachment that provides a detailed itemization of each employee's expenses.
  • Attach receipts for all items that were paid for by the person asking for reimbursement.
  • Include an itemized receipt for meals provided to the group members. If no receipt is available such as when individuals are provided with cash to buy their own meals, a list of the individual's names, their signatures and the amounts disbursed is required. The individuals should fill in the amount themselves when they sign.

One Day Trips

Meal expenses for an athletic team or student group on a one-day trip may be reimbursed at actual cost. A receipt is required. Coaches, trainers or group leaders who accompany the group and are responsible for the care and control of the team or group are also eligible for meal expense reimbursement. The request for reimbursement must state that the expenses result from a trip by a team or student group.