Policies & Procedures Manual

272

Policy No: 610

Policy Contact: Vice President for Business Operations

Policy Title: TRANSPORTATION AND TRAVEL

The authority to approve travel is vested in the President of the College. Travel request forms and travel authorization forms are available in the offices of the appropriate College administrators. These forms should be completed and submitted for approval to the appropriate Dean/Director and then to the appropriate Vice President. After approval by the appropriate Vice President, the forms should be submitted to the Vice President for Business Operations for review prior to submission to the President. Sufficient unobligated funds to pay for the travel request must exist in the division’s budget. Upon review by the Vice President for Business Operations, the President will approve or disapprove travel requests, including all overnight stays as well as those with expenditures greater than $500. If the travel is approved, the President’s Office will send a copy to the traveler, a copy to the Business Office, or to the Director of the Physical Plant. If the travel is not approved, the forms will be returned to the appropriate Vice President. The Vice President for Business Operations may approve travel requiring expenditures of less than $500 and not requiring overnight stay, and out-of-state travel to destinations less than 200 miles from the Decatur Campus requiring expenditures less than $500 and not requiring overnight stay. All travel must be approved in advance unless there are extenuating circumstances. The use of all college-owned vehicles is restricted to school related activities. East Central Community College vehicles should be used for all official business when available. All school vehicles are assigned by the Director of the Physical Plant so that the institution can obtain maximum use and benefit of these vehicles. The Director of the Physical Plant does not assign a vehicle unless the proper authorization has been obtained in advance. All drivers of school vehicles must be employees of the institution or must be under the supervision of a school employee. An employee authorizing the use of a school vehicle contrary to this regulation will accept total responsibility for his/her action. The Director of the Physical Plant should use discretion in assigning vehicles based on the number of employees who will be traveling, the condition of the vehicles, and the destination. Only school employees and students are allowed to ride in school vehicles unless permission for others is obtained from the President or the Vice President for Business Operations. Employees are responsible for the vehicle assigned to them and must return it promptly to the motor pool or designated area upon completion of the trip. A valid driver’s license is required for all drivers. Employees are cautioned to obey the legal speed limits and other traffic laws and are advised that the College will accept no responsibility for fines incurred. Though the vehicles are covered by insurance, individuals should have coverage in case they are charged with personal negligence. A gasoline credit card is normally provided for long trips. TRANSPORTATION Assignment of School Vehicles

The following guidelines are used in assigning College owned vehicles:

1. Automobiles - These vehicles are assigned for trips where one to six passengers will be traveling on school business.