TRAVEL: PROSPECTIVE STUDENT-ATHLETES
NCAA regulations permit member institutions to finance only one official campus visit, which may not exceed 48 hours for a prospective student-athlete. The Compliance Office, coaches and other staff members involved in recruiting visits are responsible for ensuring that all pertinent NCAA rules and regulations are strictly followed. The Head Coach or his/her designee is responsible for making arrangements for all official visits by prospective student-athletes with the assistance of the Travel Coordinator. Official visit travel and entertainment expenses are confined to the following benefits:
Payment for actual round-trip transportation, by the most direct route, between the prospect’s home and the campus; (The prospect may travel by personal car and be reimbursed mileage expenses or travel tourist class by air). If driving, the Official Recruiting Mileage Reimbursement form must be submitted to Business Office at least five working days in advance of trip. Attach mapquest printout to verify distance traveled. If done in a timely manner, check will be available when prospect arrives. If not, check will be mailed out following the trip.Under no circumstances is a Coach allowed to personally reimburse a prospect or prospect’s parents and then submit for reimbursement. In an emergency situation, contact Sport Administrator who will be able to facilitate.Entertainment, which may not be excessive, for the prospect, the prospect’s parents, legal guardians or spouse only within a 30-mile radius of the institution’s main campus;Complimentary admissions to a campus athletics event for the prospect and the prospect’s parents (or legal guardians) or spouse. Such admissions may provide seating only in the general seating area of the facility. Seating in the press box, bench area or VIP seating is prohibited.Housing and meals for the prospect and his/her parents, legal guardians or spouse on a scale that is comparable to a normal student’s housing and meals.
Reimbursements for legitimate expenses associated with the official visit of a prospective student-athlete to the University are allowable if the Compliance Office approves the visit in advance and associated expenses are in compliance with the rules and regulations of the respective Conference and the NCAA. (See Policy 502A, Student-Athletes: Recruiting, for additional compliance information.)
Transportation, Meals and Lodging
The “48-Hour Recruiting Visit – forms packet” must be completed prior to any official visit. The packet includes, but is not limited to, all travel plan information, test scores(s) and transcript reviewed by Student Support Services, 48-Hour Visit form including a copy of the test score(s) and transcript for review by the Compliance Office, the five visit letter sent by the Compliance Administrative Assistant, coaches’ check list, and student host information. These packets are available in the Compliance Office. When the 48-Hour Recruiting Visit Authorization form has been completed, the staff member may present the form to the Athletics Business Office and receive a check for the amount authorized.The NCAA has specific guidelines concerning reimbursable expenses and permissible lodging, transportation, entertainment, etc., for the prospective student-athlete and his/her parents/legal guardians or spouse. No other family members are involved. Permissible expenses include the following:
1. Actual round-trip transportation expenses by direct route from the prospect’s home or school to the University by:
a. Tourist or coach class airfare on commercial carrier;
b. Private aircraft rates that are the established rates at the aircraft’s home airport; or
c. Personal car mileage at up to $0.40 per mile, Head Coach to decide based on each prospect.
2. Transportation to and from the airport to the University.
3. Necessary and reasonable meal costs incurred while traveling to and from the campus for the prospect only. It is not permissible to pay the meal and lodging expenses incurred in transit for the prospect’s family or friends.
4. Cost of actual meals, not to exceed three per day, for the prospect, his/her parents or legal guardians, or spouse while visiting the University.
5. Accommodations for lodging in an on-campus facility or in a local (within 30 miles radius of campus) commercial facility at a scale comparable with that of normal student-life.
6. A maximum of $30.00 per 24-hour period to cover actual and necessary expenses, excluding the cost of meals and admission to campus athletic events, provided to a student host assigned to entertain a prospect, not to exceed $60.00.
The Official Recruiting Visit Mileage Reimbursement form must be submitted five (5) working days in advance of the visit for all prospective student-athletes requesting cash reimbursement for personal vehicle mileage. The form requires the signatures of the prospective student-athlete (can be signed when providing check) and the recruiting coach and documents the mileage travel (include printout of mapquest confirming mileage), the rate of payment per mile (up to .48 cents) and the total sum paid. Failure to submit the form in advance results in delayed payments. Under no circumstances is a Coach allowed to personally reimburse a prospect or prospect’s parents and then submit for reimbursement. In an emergency situation, contact Sport Administrator who will be able to facilitate.
Direct Billing For Meals
Several local restaurants have agreed to provide direct billing of meal charges to Kansas Athletics. Coaches are responsible for ensuring that the requests of the restaurant’s management are met in conjunction with each visit. In general, the following guidelines apply:
1. Prior to each visit, a Kansas Athletics staff member must call the establishment to verify that the meal may be charged.
2. One enrolled student-athlete host may receive a meal. Only the prospective student-athlete and either his/her spouse, parents or guardian may be included in the meal charges. Other guests may attend but are responsible for their own bills. This includes additional members of a team (i.e., enrolled student-athletes).
3. A Kansas Athletics staff member must be attendance and is required to show photo identification when signing the bill. The staff member must designate the student-athlete’s name and the names of others whose meals were charged.
Direct Billing For Lodging
Several local hotels/motels have agreed to provide direct billing for lodging charges to Athletics. When making reservations, the Kansas Athletics staff member must verify that the lodging charges (e.g., room rates and taxes) may be billed directly. All other charges (movies, phone charges, etc.) are the responsibility of the prospective student-athlete. (Kansas Athletics has an agreement with local hotels to preclude a prospect from having any incidental expenses charged to the room.)
The Head Coach and/or Assistant Coach are responsible for ensuring that entertainment of prospective student-athletes is in compliance with Kansas Athletics, Conference and NCAA rules and regulations. The Compliance Office should be apprised of all entertainment plans prior to each visit to ensure compliance regulations are met. Entertainment of prospects is limited by the following NCAA rules and regulations:
1. Entertainment may be provided only to the prospect and the prospect’s parents or guardians or spouse, and must take place on the campus or within 30 miles of the main campus.
2. Excessive entertainment is not permitted. Moreover, prospects may not be given cash or the use of automobiles during their official visits.
3. Complimentary admissions (via a pass list only), plus $30.00 per day to cover actual and necessary expenses, may be provided to student hosts assigned to entertain the prospects during an official visit. An additional $15.00 per day may be provided for each additional prospect the host entertains.
4. Complimentary admissions may be provided to a prospect and his/her parents or guardian or spouse for a campus athletics event. However, complimentary admissions may not be provided for a prospect’s friends.
5. Souvenirs, such as shirts, photographs, jerseys, etc., are prohibited as gifts for the prospect or his/her friends and family. Such items and other souvenirs may not be purchased using the $30 in host money.
Student hosts are selected and trained by the Head Coach or designated recruiting coordinator. In addition, the Compliance Office conducts annual Student-Athlete Host Seminars with each team to review NCAA rules and Kansas Athletics policy for official visits. Distribution of funds to the designated hosts must be documented on the Student Host Receipt/Instructions form which requires the signature of the student host.
Additionally, the host is required to report expenses related to entertainment of the prospect and to return any unused portion of the entertainment allowance after the completion of the official visit. For more detailed information, see Policy 502A, Student-Athletes; Recruiting, in the Manual.
Cash advances for host expenses must be requested a minimum of five (5) working days in advance of the visit.
Reimbursement of Expenses
Upon completion of the official visit, an expense report is required to document all expenses and to reconcile the cash advance. The form must be signed by that individual responsible for coordinating the visit and his/her immediate supervisor prior to being submitted with all receipts to the Business Manager in the Athletic Business Office. A copy of the Official visit paperwork (Official Visit Recruiting Record, Student Host Receipts, Prospect Receipt) should be submitted to the Compliance Office as well. Additional documentation, if appropriate, may include the following:
1. If the prospect traveled by personal car, he/she may be reimbursed in an amount equal to the current IRS reimbursement rate per mile, which must be receipted on the Official Recruiting Visit Mileage Reimbursement form. Requests for cash reimbursements must be submitted a minimum of five (5) working days prior to the visit. For current mileage reimbursement rates, contact the Business Office or visit the IRS website at www.irs.gov.
2. Attach mapquest printout to verify distance traveled. If done in a timely manner, check will be available when prospect arrives. If not, check will be mailed out following the trip. Under no circumstances is a Coach allowed to personally reimburse a prospect or prospect’s parents and then submit for reimbursement. In an emergency situation, contact Sport Administrator who will be able to facilitate.
3. If a student-athlete host receives the $30 per day in cash to cover entertainment expenses, as allowed by NCAA rules and regulations, the receipt of such monies must be documented in writing using the Student Host Receipt/Instructions form.
4. A coach who receives a cash advance to cover any entertainment expenses for a prospective student-athlete must also sign and acknowledge the Official Recruiting Visit Entertainment Cash Advance. All cash advances must be repaid and an expense report submitted within one and one-half (1 1/2) days following the conclusion of the visit.
5. Each prospective student-athlete should sign the Prospect Receipt Form at the end of his/her visit.
Extreme care must be used to comply with Kansas Athletics, Conference and NCAA rules and regulations related to the activities of prospective student-athletes on unofficial campus visits. Unofficial visits are visits made at the expense of the prospective student-athlete and his/her family. A prospect may visit a member institution’s campus at his or her own expense an unlimited number of times. There is no “entertainment” or expenditure of funds on a potential student athlete during an unofficial visit.
Per NCAA rules, the only benefit Kansas Athletics can make available to a prospect on an unofficial visit is a maximum of three (3) complimentary admissions to athletics events held on campus. In addition, prospects accompanied by staff members may be provided transportation to a practice or competition site within a 30-mile radius of the campus. No other benefits may be provided.