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The UTRGV Athletics Business Office serves the UTRGV Department of Intercollegiate Athletics in the organizational, operational, fiscal and human resource management for the department. Our goal is to serve athletic staff, student-athletes and external stakeholders in an efficient, accurate, timely, and professional manner. We believe in developing meaningful relationships across all UTRGV communities. Developing these relationships helps support our department's mission. Ultimately, the Athletics Business Office is here to help.
This page serves as a resource to help staff manage various aspects of business operations. Updates and additions to various forms and processes will be displayed here. Notifications of updates will be sent out to staff when changes are made.
Recommendations are gladly accepted and encouraged.
Team Travel
Travel Guide
Find information on the following travel types: Team, Official Visit, Individual and Recruiting. It provides information on Travel suppliers, point of contact and reservation process for team travel.
Anthony Travel Team Travel
Trip request form when making reservations with Anthony Travel. Provide this form to the agent with team and trip information and any other requests.
Greenphire Card Request
When using Greenphire credit cards for student travel meals, complete this form at the beginning of the season and send it to the Athletics Business Office. Note that all fields are required.
Texas Sales Tax Exempt Form
Provide this form to all suppliers to comply with tax exempt purchases when using University’s funds. If making the purchase online, you may need to contact the supplier directly to apply tax exempt status.
UTRGV Walmart Tax Exempt Card
Present the UTRGV Walmart Tax Exempt Card when making purchase online or in-person. The login information for this card is available at the Athletics Business Office.
Hotel Tax Exempt Form
Use this form when traveling within Texas. UTRGV is exempt from State occupancy taxes but still pays City and County taxes at lodging establishments. Prior to check out from the hotel, review your itinerary to make sure that no State occupancy taxes were charged.
iTravel+ Resources
Refer to this training presentation for processes on Individual Travel, Team Travel, Official Visit Travel, Operating Expenses, receipts requirements and how to upload them to your iTravel/Concur profile.
How to Access iTravel+
Step by step guide on how to access the iTravel/Concur tool, available through my.utrgv.edu application and available to full-time employees.
How to Download Concur App on Mobile Device
Guide to send the Concur App to your mobile device and use it to view request, approvals, expense reports and upload receipts.
How to Assign Request and Expense Delegates
This document will guide you on how to assign Request and Expense Delegates to your iTravel profile. The Request and Expense Delegates are able to create and submit Travel Requests and Expense Reports on your behalf. You may assign employees within your sport/office to be our delegate and all employees must assign the following employees to their profiles: James Martinez, Melba Cantu and Gricelda Saavedra.
How to Upload Receipts Through the Concur Mobile App
Step by step guide on how to upload itemized receipts to your iTravel profile using the SAP Concur mobile app.
Individual Travel
Individual Travel
Please log on to https://my.armssoftware.com to complete the Request for Recruiting Travel form to obtain approval from the Athletics Compliance Office to travel for recruiting off campus. This form must be completed and approved prior to making any reservations.
Request for Business Expense Reimbursements
All employees must use the authorized Procurement systems to make purchases and when allowable use your Citibank credit card. When seeking anytime of reimbursements when an expense is paid out-of-pocket, use this form to notify the Athletics Business Office. Prior to submitting this form, make sure all itemized receipts with allowable expenses are uploaded to your iTravel/Concur profile.
Human Resources
Athletic Department Volunteer Process
The Department of Intercollegiate Athletics appreciates and accepts requests for volunteers. All requests are reviewed by the department in conjunction with the University’s Human Resource Department. Below is the process for adding a volunteer to the department.
The following two form needs are to be completed by the department/supervisor. Upon completion, send all forms back to the Athletics Business Office for processing.
Volunteer Coach Letter of Intent
Sponsored Account/Person of Interest Access Form
Below is a link to the background check needed for a volunteer applicant. Please share this link with the applicant.
Volunteer Coach Background Check
**Background check takes approximately 3-5 business days to complete. In some cases, even longer depending on counties, states, etc.
Please have the applicant complete the following application:
Volunteer Coach Application
Parking Permits
Use this link to manage your Parking account including, but not limited to ordering campus parking permits and pay citations.
Miscellaneous
Business Card and Stationary Request Form
Student Host Money Request
Please log on to https://my.armssoftware.com to complete the Student Host Entertainment Money Request form to obtain approval from the Athletics Compliance Office after submitting an official visit request.
Charges to Student-Athletes for Missed Appointments
This form is to be completed when a student-athlete misses an appointment, or a scheduled team flight while traveling. The form must be submitted within two business days of the missed appointment/flight.
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