New for 2020: Coaches are responsible for booking all tickets to EXACT events on their own credit card. When you agreed to terms of payment for your event, a travel stipend was allocated that should cover a reasonably priced ticket. Coaches that submit a receipt for travel will receive full compensation up to the allocated amount upon completion of travel. Amounts above the allocated budget will not be reimbursed, unless approved by a member of the EXACT Staffing Department.  Receipts need to be posted in your camp dashboard to receive your travel stipend.

Event Cancellation: In the event that EXACT is forced to cancel an event due to State or Federal Regulations regarding COVID-19, reimbursement for any travel booked for that event will be the coaches responsibility to recover from the airline. EXACT will not reimburse travel costs directly to the coach. Currently airlines are offering credits under the booking passengers name without any transfer fees along with extended windows to rebook travel. 

Traveling to Multiple Events in Succession: EXACT will share a preferred flight for coaches who are signed up to work successive events. Coaches will be responsible for booking the recommended flight. Should you choose to book an alternative flight, EXACT Staffing must approve your flight selection prior to booking.

Transportation in Host City: EXACT will coordinate transportation in your destination city, including airport pickup and transportation to and from the hotel to the event site and any other destination required.

What EXACT Reimburses:

EXACT will cover the following out-of-pocket expenses should you incur them during your time with us.

  1. Airfare: EXACT will reimburse you for anything up to your agreed upon travel stipend. Airfare costs above this stipend will not be reimbursed.

  2. Car Rental: If asked to rent a car, EXACT will coordinate the rental. You will use EXACT’s Corporate plan through Avis Rental Car. Your credit card will not be needed.

  3. Rental Car Gas: If we rent you a car, we will cover the gas you use while on site. You will need to use your own credit card to pay for the gas purchase prior to returning the car. Any fees by the rental company for not returning the car with a full tank of gas will be taken directly out of your paycheck.

  4. Uber/Lyft/Taxi: For your travel to and from the hotel or airport, we will reimburse your transportation. Receipts are needed to fully reimburse.

How to Get Reimbursed:

To receive a reimbursement check, simply send  your travel receipt to [email protected] with the title "Travel Reimbursement: LastName : EventName%%". We will reimburse you these expenses in a separate check.

  1. Airfare:
    1. Please forward your payment confirmation to [email protected] with a note about what event the submission is for.
    2. You will also need to post your receipt and travel info into your camp dashboard account.
  2. Gas: Please take a photo of your rental car gas receipt and submit it to [email protected]
  3. Uber/Lyft: Please take a screenshot of your Uber fare and send to [email protected]

Rental Car Rules:

Rental cars will be booked for you in advance, by an EXACT Staff member, based on your flight info posted in your camp dashboard account. Should your flights not coincide with other coach travel, we may request that you take an Uber. 

  1. Rental cars will be booked in coach’s names through our Avis corporate account.
  2. No changes should be made to this rental without prior approval from an EXACT staff.  This includes changing the car type, changing the times of pick-up or drop off, using your Avis preferred or travel rewards points, changing drivers, etc.
  3. Any changes made by the coach either online or at the rental desk will result in the coach being responsible for all charges.
  4. All you’ll need at check in is the confirmation number and a valid ID.
    * If the attendant asks for a credit card or payment, tell them, the rental is paid for and to look for the EXACT sports corporate billing info or : "WEB – NO CID req." 
  5. Coaches are responsible for filling their rental cars up with gas prior to returning the car and making sure that they get confirmation from the attendant that the car has properly been returned.
    * Gas will be refunded with a receipt emailed to [email protected] with 48 hours of camp.

Booking Your Flight:

  1. Purchase Your Own Ticket:

    • Go through whichever carrier or website you prefer.  Submit your travel for reimbursement as outline above. 
    • Enter Your Flight Details In your camp dashboard account.

2. Rules for Booking Travel

  • For single-day camps with 7:00 AM start times, all flights should be booked to arrive after 12:00pm on the day prior to the start of camp. Hotel arrangements will be made to accommodate your needs.
  • For multi-day camps with 11 AM start times, all flights should be booked to arrive no later than 9am on the day of camp. Travel that does not comply with this rule must be approved prior to booking.
  • All returning flights should be booked to depart at a minimum of 2 hours after the conclusion of the event. Please check the camp location distance to your departure airport to ensure that you have time to return your car rental and go through security.
  • All flight details must be entered in your your camp dashboard profile survey so we can coordinate your transportation to and from camp.
  • You are responsible for transportation to your Outbound Airport (e.g. your home airport), including any airport parking or transportation fees.
  • You are responsible for any baggage fees incurred while traveling.
  • EXACT will coordinate and pay for transportation upon arrival from the event location airport to the event hotel (separate from your flight stipend).
  • Missed flights are the coaches responsibility and will not be credited by EXACT Sports.

  1. Coaches Traveling to Multiple Event Locations in Succession

  • You are responsible for booking a ONE-WAY ticket from your home airport to the first camp location and a ONE-WAY ticket from the final camp location to your home airport.
  • EXACT will cover any one way flight you book up to $150. Your flight will be reimbursed as outlined above.
  • E.g. for camps in Dallas (Dec. 19), Orlando (Dec. 20), Chicago (Dec. 21), and Cleveland (Dec. 22), you will book your outbound flight to Dallas and your return flight from Cleveland. You will be compensated up to $150 per trip, up to $300 in total.
  • EXACT will send a recommended flight to book for travel between EXACT Camp locations.


5.  Enter your Flight Details in PrepHero

On your PrepHero Dashboard Click “Camps”

Next, select the camp for which you would like to enter your flight information.

Scroll down and find the section for “Invitation Details”. If you are eligible for a flight, the button next to “Flight Information” will be active.

Invitation details

You will be taken to a screen where you can enter all of your flight information.

  • Under the section “Airport” for the Departure Flight Information please enter your Destination airport- Which airport are you landing at in the host city? I.e- If you’re flying from Denver to Chicago for a Chicago camp, you will either put O’hare or Midway as the destination airport”
  • Under the section “Airport” for the Return Flight Information please enter your Departing airport- Which airport are you flying out of after the camp ends? I.e- If you’re flying to Denver after a Chicago camp, you will either enter O’hare or Midway.
  • Make sure to enter the correct Airport Code, as some cities have multiple airports.
  •  Your Airline and Flight number are important so that we can manage and adjust for delays.
  • Please make sure that your Departure and Arrival Times are accurate. This is how we will coordinate your car rental or airport pick up.
Visit Your Camp Dashboard