Officials Travel & Lodging Information
The Collegiate Water Polo Association strives to provide its referees covering varsity and club league games with not only fair wages but also assistance in covering travel expenses. We recognize the time and energy it takes to make your travel plans to ensure you are adherent to all travel policies as well as submit your reimbursement forms.
That’s why the CWPA is excited to announce a new partnership with the Corporate Travel Planners starting in the 2018-19 School Year. As a full-service travel management company based out of San Antonio, Texas, CTP Travel Leaders will be able to handle all the travel needs for our referees. This includes your hotel reservations, car rentals and air reservations. As a CWPA referee, you will be asked to create a profile that can include all your frequent flyer information and special requests. When traveling for a CWPA league event, you will be able to book your travel through the Concur Site provided by the CTP Travel Leaders. This will eliminate your need to submit a reimbursement form as you will no longer be required to put your flights, hotel, and in most cases, your car rental, on your own credit card. Plus, if you choose to use CTP for your personal travel or travel to non-league events, you can provide them your payment information so that they can continue to provide you their best service.
CWPA Officials can access the Concur Portal by clicking the button below and using their preassigned login information:
When making your hotel and travel requests, you may receive notices or alerts that your selections are above the determined cost limits based on current travel policies. In these instances, travel selections must be approved by the league office before being finalized. Officials should do their best to select airfares below $400. Additionally, hotels should be booked by the head official at each site at double-occupancy. Assigned officials should contact their head referee with their housing needs for the weekend well in advanced. Car rentals should also be discussed with the head referee before reserving as officials should work together to limit the number of rentals for a site. Any questions regarding policies should be directed to the league office.
Finally, the CWPA has a specific travel booking specialist, Katie Smith, to assist with any issues during your booking process or actual travel. Katie can best be contacted by email at firstname.lastname@example.org or 1-800-810-2695 Ext. 21117 after you have utilized the online booking portal. Katie also provides an emergency contact number in her out-of-office email response when after normal work hours. This way if you run into an issue, such as a hotel not having a credit card authorization form, you have the ability to talk with CTP Travel directly to find a solution.
CWPA Travel Policies
Referees are responsible for booking their own airline flights or contacting the Director of Membership Services with your travel details for help booking your flight (email@example.com)
A stipend is provided to offset travel costs. Amount provided depends on whether the event is a club or varsity competition. Varsity Championships and National Collegiate Club Championships air fares are reimbursed 100%.
Unless the referee is assuming the cost of the air fare, any fares above $400 must receive written approval from the Coordinator of Officials beforehand or the referee will be required to pay the difference. Officials requesting help from the office for booking flights should contact the Director of Membership Services (firstname.lastname@example.org) immediately following your acceptance of the assignment.
Officials traveling by air, and requiring the use of a rental car, will be compensated for the cost of one compact rental car per site. If you feel a second car is warranted, please obtain written permission from the Coordinator of Officials or Assistant Commissioner prior to making the reservation.
The Collegiate Water Polo Association has developed a partnership with Corporate Travel Planners to handle all travel needs for our officials. This includes car rentals for league events when required. The agreement provides both benefits and discounted rates for the league’s staff, officials, teams and student-athletes. CTP Travel Leaders will get you the best available price for your rental needs.
If you choose to make your own car rental arrangements, please recognize you must use either Enterprise or National Car Rental. Any other rental company must be approved by the Coordinator of Officials or Assistant Commissioner. Be aware, different cities will offer varying prices between the two companies, so checking both Enterprise and National Car Rental to determine the lowest rates before making a final decision is advisable to officials, teams and student-athletes. Please utilize the following instructions if making your own reservations:
To receive the optimal benefit from the plan when making your own arrangements, officials are mandated to sign-up to become Emerald Club Members at: https://www.nationalcar.com/offer/XZ17549
The cost differential for any upgrades to a car beyond a compact is the responsibility of the official unless approved by the league office.
Gasoline reimbursement for rental cars will be paid only if the fuel is purchased with an agency other than the rental car company and an original receipt is submitted with the car rental receipt. An exception to this rule will be made if the official does not have enough time before the flight departs to stop en route to the airport.
Officials receiving mileage are not compensated for gasoline and tolls as well. The mileage fee includes coverage for these costs at a maximum of $200.00 per weekend. If traveling over 175 miles one-way officials should rent a car.
Multiple Site Fee
Officials traveling from one site to another during the same weekend will be paid an additional flat fee to compensate for the inconvenience and travel costs.
HOTEL BOOKING INFORMATION
Officials are provided with lodging (double occupancy) at a designated league hotel if the tournament location is over 25 miles from referee’s home.
Head Referees are responsible for making arrangements through Corporate Travel Planners, the official travel specialist of the CWPA, at least three weeks prior to the tournament using the CTP Travel Request Portal.
Room fees are paid with CWPA’s credit card for any CWPA League Events. Payment of room fees for Non-League Events is the responsibility of the host and/or officials. Head Referees should contact the host institution to discuss before making any reservations. In either case, referees are responsible for all incidentals charged to the room.