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Tournament & Competition Procedure

Tournament & competition requests will be reimbursed to individual members of the student organization depending on their paid expenses. Payees must be registered in PaymentWorks (non-UCSD employees) or Concur (current or former UCSD employees) in order to receive reimbursement.

An approved funding source is required for all tournaments/ competitions. The main funding sources for travel are Associated Students (AS) Tournament and Competition Funds and Triton Competition Funds (TCF), both of which are managed by the Student Life Business Office (SLBO). 

Tournament/Competition documents must be submitted no later than 7 days prior to the event date. Late submissions may be denied reimbursement.

Tournament/ Competition Procedure

Note

There are two phases of the Tournament/ Competition procedure: The BEFORE phase must be completed no later than 7 days prior to the departure/ event. The AFTER phase must be completed no later than 7 days after the event. See below for details on each step.

Before the Tournament/ Competition:

  1. Determine a principal member group leader and finalize who is participating.

  2. Register for the event and begin making authorized purchases (save all receipts).

  3. Complete and submit the Tournament /Competition Request Form no later than 7 days PRIOR to the departure, including:

    1. Individual or Group Waivers

    2. Insurance Certificate:

      1. Event insurance is required for University funded tournaments and competitions taking place in-person, off-campus.

      2. Event insurance is also required for virtual tournaments and competitions that have a physical activity.

      3. You must apply for coverage to acquire the certificate of insurance. A certificate of event insurance can be obtained through a national organization or CampusConnexions. Please visit the Registered Student Organization (RSO) page, review the information under the Off-Campus Events section, and apply for coverage via the “Apply Online” button.

    3. Original receipts for approved items and expenses

  4. Payee Set-up Process:

    1. All students who are non-UCSD employees must register in PaymentWorks to be reimbursed.  If not already registered, please contact your Fund Manager to receive a registration link. 

    2. Current and former student employees must assign their SLBO Fund Manager as a Delegate in Concur. See the KBA and video for instructions on how to add delegates in Concur.

Alert

For any questions about what these documents are or how to submit them, please contact your SLBO Fund Manager BEFORE the deadlines.

After the Tournament/ Competition:

    1. Provide group leader with final itemized receipts including proof of payment for each purchase.

    2. Calculate final reimbursement amounts for each payee based on the amount funded.

    3. Group leader uploads final receipts/payment details.

    4. Your SLBO Fund Manager reviews and approves final submission.

    5. Payment is processed within 3-4 weeks.

Tournament/Competition Reimbursement Form

Use the online form to submit a reimbursement request for student organization both in-person and virtual tournaments & competitions. Requests are due no later than 7 days before the event date.

Submit a Request

FAQs

How do I fill out the Tournament/Competition Reimbursement Request Form?

The Group Leader will complete all sections of the form:
  • A) Student Organization Information
  • B) Funding Information
  • C) Tournament/ Competition/ Trip Information
  • D) Payee Information for Tournament/ Competition Participants Requesting Reimbursement
  • E) Additional Tournament/ Competition Participants
  • F) Upload Receipts
  • G) Group Leader Signature

For assistance with filling out any of the form sections, contact your SLBO Fund Manager.

What documents are required for me to submit?

Required documents to be uploaded through the form include:

For assistance with filling out the Payee Information Form or providing official receipts/ confirmation, contact your SLBO Fund Manager.

Contact your CSI Advisor for questions about group waivers or event insurance.

What happens after I submit the form?

After the form is submitted, a submission confirmation will be emailed to the Group Leader's email provided on the form. 

Your SLBO Fund Manager will be in contact with the Group Leader for any of the following:

  • Questions or clarification regarding your tournament/competition reimbursement request
  • Additional supporting documentation to be submitted
  • Photocopy of driver's license and proof of auto insurance if any participants are driving other UCSD students to the tournament/competition

Only one of our group members paid for all expenses. How does the reimbursement work?

If only one student organization member paid for all group expenses, only that student will be reimbursed depending on what they paid for and depending on the maximum funding. 

Through the online Tournament/ Competition Request Form, download and complete the Payee Information Form in Section D. Complete the expense type breakdown for just the individual who will be reimbursed. All paid expense receipts must be uploaded in Section F. 

Multiple group members paid for their own expenses. How does the reimbursement work?

If multiple student organization members paid for their own expenses, each student will be reimbursed individually depending on what they paid for and depending on the maximum funding. 

Through the online Tournament/ Competition Request Form, download and complete the Payee Information Form in Section D. The Group Leader should work with the participants to organize the expense type breakdown for each participant who will request reimbursement and list that information through the form. All paid expense receipts must be uploaded in Section F. 

Is PaymentWorks self-registration required for tournament/competition reimbursement?

Students who are Non-UCSD Employees:

  • All students who are non-UCSD employees must register in PaymentWorks to be reimbursed.  If not already registered, please contact your Fund Manager to receive a registration link. 
  • Payees have the option to select payment method through direct deposit or check. 
  • Please complete registration within 7 days of email registration invitation. 

Students who are current and former UCSD Student Employees:

  • Current and former student employees must assign their SLBO Fund Manager as a Delegate in Concur. See the KBA and video for instructions on how to add delegates in Concur.

 

When is everything due?

Important Deadlines

Apply for Funding

Submit Reimbursement Form

Follow up with SLBO

  • 14 calendar days after the event: 
    • Group leader is required to follow up with SLBO Fund Manager to provide final itemized receipts including proof of payment for each purchase.

Is a TAP required for a tournament/competition?

A TAP is not required for in-person or virtual tournaments/competitions. Procedures outlined on this page are applicable for student organizations hosting and/or attending tournament/competitions.