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As is the case for all sport club official business, there are University policies and procedures in place that play into how we book/reserve our travel needs. The chart below will help you determine how to book logistics for your trip. We also urge you to review the "Types of Purchases" section of UTSCA Finance for additional information. A Travel Request and any Purchase Requests must be submitted before booking any of these logistics.

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AccommodationBooking ProcessCan I book this myself?Information
Airfare

Concur

Travel Card

Anthony Travel

NO

Must be done through University Staff

  • Communicate with your advisor as soon as your club is ready to book (recommend 4 months).
  • Sport Club Staff will use the travel card or the University booking tool "Concur" for 9 tickets or less.
  • For groups of 10 or more, Sport Club Staff will submit a Travel Request Form through the University's approved travel agency, "Anthony Travel".
Charter BusAnthony Travel

NO

Must be done through University Staff

  • Communicate with your advisor as soon as your club is ready to book (recommend 4 months).
  • Sport Club Staff will email your request to "Anthony Travel" to review quotes and determine final vendor for trip.
  • Sport Club is responsible for any overnight lodging costs associated with charter bus driver.
Enterprise Rent-A-CarDirect Link

No

You must set a meeting with Must be done through University Staff

  • Communicate with your advisor as soon as your club is ready to book (recommend 1 month).
  • Sport Club Staff will approve your purchase request with a comment that includes the direct booking link and access code(s).
Overnight Lodging

Concur

OR

Direct booking through hotel, Concur, or Signed Hotel Agreement

NO

Must be done through University Staff

  • Communicate with your advisor as soon as your club is ready to book (recommend 4 months).
  • Sport Club Staff will use the hotel's website or University booking tool "Concur" to secure rooms/nights.

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If you are booking a hotel that will cost greater than $4,500.00, please see the Sport Club Staff. Accommodations (hotel/motel) for four to a room is the maximum allowed. Exceptions will be made when male/female ratios make this impossible or when coaches travel with the Club, they may have a separate room. The card WILL NOT be used for incidental charges that may occur during the stay. Make an appointment via Bookings to arrange the use of the club travel card or Concur for your lodging. You must present the the Hotel Occupancy Tax Exemption Certificate at all hotel stays in Texas.

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