TRAVEL FUND ONLINE REQUEST FORM

Travel Fund Reimbursement Policy

1. The purpose of Kentucky Swimming Travel Fund Reimbursement is to support Kentucky Swimming registered athletes and officials participating in the following meets: Senior & Para Nationals, Junior Nationals,  Futures, US Open Championships, Pro Series (for officials only), Olympic Trials, Para Olympic Trials and selected trials meets. 
    
2. The Kentucky Swimming Board of Directors shall budget an amount annually for Travel Fund Reimbursement and shall determine the amount to be allocated for each meet and the maximum amount each athlete or official is eligible to receive.
    
3. The Travel Fund Reimbursement Committee, a division of the Senior Vice-Chair Committee, will be chaired by the Senior Vice-Chair and will consist of the Finance Chair, Athletes Representative, Officials Chair and Coaches Representative.
    
4. The Travel Fund Reimbursement Committee shall review and recommend disbursement of travel funds to qualifying athletes and officials based on current travel fund policy requirements by role (athlete or official) that are also subject to approval of the Kentucky Swimming Board of Directors.
    
5. The Kentucky Swimming office is responsible for receiving travel fund reimbursement applications, determining eligibility based on current policy requirements, and making payment to approved appropriate parties.
    
6. All athlete disbursements will be paid to the swimmers' home Kentucky Swimming club. 
    
7. All officials disbursements will be paid directly to the qualifying official.
    
8. $5.00 of each KYLSC Official’s Registration Fee will be dedicated to the Officials Travel Reimbursement Fund.
    
9. 4% of the annual Kentucky Swimming Travel Fund budget will be allocated to an Officials Travel Reimbursement Fund.

Application Eligibility for Athletes

1. Only clubs that apply for Travel Fund Reimbursement and have swimmers that participate in the designated meet(s) are eligible for Travel Fund Reimbursement.
    
2. In order to be eligible for Travel Fund Reimbursement, a swimmer MUST:
   1. Be a registered athlete of USA Swimming and Kentucky Swimming at the time of participation.
   2. Have competed in at least one Kentucky Swimming sanctioned meet in the calendar year for which they are applying for travel fund reimbursement unless they are prohibited from competing in a Kentucky Swimming sanctioned meet by the rules of another swimming governing body. (i.e. NCAA, high school, etc.) 
       
3. College athletes training with their school and registered with Kentucky Swimming are eligible for travel fund reimbursement if they were a Kentucky Swimming registered athlete for at least 4 seasons prior to their collegiate affiliation.
    
4. For Travel Fund Reimbursement, college athletes shall only be funded for US Nationals or Olympic Trials starting their first day upon enrollment through their eligibility. (approved 10/2015)
    
5. Athletes shall be reimbursed one meet per long course and short course seasons and for the highest-level meet competed having no bearing on reimbursement value for that meet. (approved 10/2015)
    
6. College athletes that are registered athletes with Kentucky Swimming but were not registered athletes with Kentucky Swimming for 4 seasons prior to their collegiate affiliation, are eligible for travel fund reimbursement as follows: 1st season – 25% of maximum funding available; 2nd season – 50% of maximum funding available; 3rd season – 75% of maximum funding available; 4th season – 100% of maximum funding available. Season shall be defined as either the short course or long course seasons.
    
7. Athletes are not eligible for Travel Fund Reimbursement if they are eligible to receive funding from USA Swimming, another LSC and/or college/university.
    
8. Nationals and Juniors funds will be combined if there are no reimbursement requests for Nationals.
    
9. Applications must be received by the Kentucky Swimming office within 30 days after the last day of participation in the meet for which the swimmer applies for reimbursement. Applications must include verification that the expenses were actually incurred. Reimbursement shall not exceed actual expense incurred.

Application Eligibility for Officials (added 9.20.24)

1. Requesting Official must be in “Good Standing” with USA Swimming.
    
2. Requesting Official shall apply for reimbursement for up to two meets per year with qualifying proof of deck assignment documentation and hotel/meal/mileage receipts.
    
3. Requesting Official is required to work a minimum of 15 sessions at a KYLSC sanctioned meets between September 1st and August 31st of each fiscal LSC year (observed, or any other meet type other than a KYLSC sanctioned meet does not count toward the LSC session requirement).
    
4. Requesting Official is required to work a minimum of three sessions at two of three State Championship (Qualifying Meets are: 12&U Short Course Championships, 13&O Short Course, and/or Long Course State Championship) meets each season. These sessions are above and beyond the 15 KYLSC requirements.
    
5. Requesting Official is required to work all sessions at the National meet they are seeking reimbursement, unless excused by the Meet Referee, documented and provided with the reimbursement request.
    
6. All requests for reimbursement are due no later than August 1st of each year.
    
7. All payouts for approved qualifying meets shall be completed by August 31st of each fiscal year or the LSC fiscal year. 
    
8. Reimbursement will be completed on a first-come, first-serve basis for each LSC Calendar Year. Once all allocated and available funds have been approved and distributed, all other requests will be denied due to lack of allocated funds.