Policy: 4.2 Travel

Business and Operating Policies and Procedures  

Policy: 4.2 Travel

Adoption Date: August 26, 2024 Revised

This policy shall apply to all Howard College (College) travel.                                  

1. SCOPE
   1. One professional development trip per professional staff and faculty is normally approved (Example: Texas Community College Teachers Association or another similar state meeting).  In most cases if an individual listed TCCTA and another meeting, the assumption is made that TCCTA was the preference. However, an individual may elect to attend another meeting but must inform the appropriate administrator of the alternate choice.  Everyone is encouraged to choose a conference that will best serve his or her professional needs.
   2. Due to the number of employees traveling to TCCTA and the possibilities for group travel and shared lodging, the maximum amount allowed for TCCTA is allocated based on the location of the convention and will be calculated annually. TCCTA travel for faculty must be submitted to the appropriate academic administrator for each site.
   3. Travel required by regulating agencies or deemed necessary for college operation is normally approved. (Professional development for professional staff will include this type of travel.)
   4. Out-of-state trips for professional development may be approved in exceptional cases only.  Please contact the appropriate administrator for approval.
   5. Recruiting travel, inter-site travel, and student travel is normally approved and may be taken as budgeted.
   6. When appropriate, efforts should be made to limit traveling to one or a limited number of individual(s) to each conference and/or meeting. When and where possible, coordination must take place to limit travel but to ensure that the college operation is abreast of guidelines set by regulating agencies. Sharing of information through written communiqué or debriefings upon return may be necessary and will be expected.
   7. Employees who have multiple roles within the district may travel more than other employees with singular district roles.
   8. Under no circumstances shall expenses for personal travel be charged to or be temporarily funded by the college. When a college employee travels under the sponsorship of a non college entity such as a grant or other outside agency, the travel expenses may not be charged to a college account; travel advances and tickets should be obtained from the sponsor. In some cases, the traveler may have a choice whether to travel under Howard College policy or the sponsor’s policy.  The traveler must determine in advance whether they are traveling under the Howard College travel policy or under the travel policy of the outside agency.  Those who travel under the travel policy of the outside agency shall not seek advances or travel funds from Howard College.  If the employee travels under Howard College policy and with Howard College funds, it is acceptable for an outside agency to reimburse Howard College for the employees travel expenses.  In these cases, the reimbursement check (not cash) and a copy of the supporting documentation submitted to the outside agency must be provided to Howard College along with the reimbursement check.
   9. College employees traveling on official business shall observe normally accepted standards of propriety in the type and manner of expenses to incur and comply with the remainder of this travel policy.

B. EXCEPTIONS

The President or President’s designee may grant approval for exception to college travel policy and regulations when required due to extenuating circumstances. Requests for exception approval must be in writing stating the reason or purpose for the exception and name of the individual to whom the exception is granted. When an exception has been granted, the reimbursement of expenses claimed shall be limited to the actual costs incurred, provided such costs are deemed to be ordinary and necessary under the circumstances. Claims for the reimbursement of actual expenses must be supported by itemized detailed receipts.

C. TRAVEL AUTHORIZATION AND APPROVAL

Employees who wish to travel at college expense should file with their supervisors or division directors a “Request to Travel at College Expense” form (see appendix) at least five (5) working days before travel or prior to purchasing airline tickets. This form is available on the website at Employee Resources and Forms.Please forward the form to the Big Spring business office when all required signatures are obtained.It is recommended that a copy be retained for departmental records.ATHLETIC TEAM REQUEST TO TRAVEL uses the ATHLETIC DATA SHEET FORM in place of the Request to Travel Form.This form and prior approval are not required for incidental, day and inter-site travel not requiring overnight stay.

All official college travel requiring overnight stay shall be pre-approved by the President or President’s designee. Persons delegated the authority to approve official college travel should not ordinarily approve their own travel, except in those cases where it is impossible or impractical to obtain approval from a higher authority.

Officers and employees of the college normally shall not be reimbursed for expenses paid on behalf of other persons. Exceptions to this rule, such as supervised group trips, must be approved in advance. Claims for reimbursement of expenses paid for others shall be submitted by the group leader and must include the names of persons on whose behalf expenses were incurred, an itemization of the expenses, and other pertinent supporting documentation should be attached to the “Report of Actual Travel Expenses” form.

D. TRAVEL ADVANCES

1. Transportation Tickets:  Once approval has been obtained to travel, tickets may be purchased through a local travel agency or by direct acquisition through the Internet (see note below) directly from the common carrier and may be charged to the district procurement card assigned to the employee. NOTE: Tickets are purchased either refundable or non-refundable.  To assure district funds are properly managed, it is recommended you purchase refundable tickets if there is a possibility of cancellation.

2. Advances of College Funds: Advances of college funds may be requested by employees to pay travel expenses while on official college business, when such expenses are approved within this travel policy. Requests for cash advances must be received in the business office at least five (5) working days before the requested advance is needed. In rare instances, hotel expenses of up to $500 may be included with funds advanced directly to the employee at the request of the employee. The preferred payment by the district for hotel expenses is the approved purchase card system.  Checks of over $500 for lodging will be made payable to the hotel unless special circumstances dictate otherwise. Requests for advances of $500 or more for lodging must follow standard college purchase order procedures.

Funds advanced directly to the employee will be provided by college check. The college may not always have sufficient cash on hand to cash travel advance checks. Employees should plan to cash travel advance checks at the employee’s bank or other financial institution or at the college’s depository bank.

The amount requested on a Travel Advance Request Form should not exceed the estimated out-of-pocket expenses to be incurred on the trip. Advances shall not be authorized for any person who is delinquent in submitting an accounting for expenses of a prior trip, unless otherwise necessitated by extenuating circumstances and approved by the President. Requests for advances should normally be reviewed and approved by the person in authority approving the “Request to Travel at College Expense” form. Any exceptions to this policy must be approved by the President.

Funds advanced to any employee remain the responsibility of that employee until these funds are expended for approved purposes or returned to the college. Upon return from travel, any excess funds advanced to the employee must be returned to the business office the next business day. When returning excess funds, cash should be hand carried and not be sent through site mail. A personal check is acceptable for the return of excess funds, but this should also be returned to the business office the next business day. Any advanced funds remain the responsibility of the employee until these funds are received in the college business office.

Receipts to substantiate expenditure of advanced funds must be attached to the “Report of Actual Travel” form, signed by the employee, supervisor, cabinet member and president, and turned in to the business office within the guidelines of the Travel Policy Section D, Part

3. Recovery of Expenses for Completed Trip(s): The total amount of all expenses and/or advances pertaining to a particular trip, including but not limited to proceeds from discount, rebate, or premium coupons on transportation tickets, must be accounted for by the traveler.  Receipts are required for an expense to be eligible for reimbursement.

NO LATER THAN three (3) working days after the return from the trip, the employee must file a “Report of Actual Travel Expense” form.  This form is available on the website under publications.    The traveler keeps a copy and sends the original to the business office with the original receipts attached.  Travel reimbursement checks will be paid by the 10th and 25th of each month or on the following workday if these dates fall on a weekend or holiday.

E. TRANSPORTATION

All travelers must utilize the most economical and practical mode of transportation as well as the most usually traveled route consistent with the authorized purpose of the trip. Mileage reimbursement for use of personal cars will be based upon the “point to point” distances on an appropriate route as stated by mapping websites such as Google Maps at http://maps.google.com or Map quest at http://www.mapquest.com.While traveling on college business, intra-city travel will be reimbursed on documented actual mileage.

Expenses arising from travel between the employee’s residence and headquarters (commuting expense) shall not be allowed. However, in cases of official college travel, mileage may be allowed between the traveler’s city of residence and the common carrier or destination if travel originates or terminates before or after the employee’s working hours, or if travel originates or terminates during a regularly scheduled day off. Otherwise, mileage shall ordinarily be computed between the traveler’s headquarters city and the common carrier or destination.

1. Indirect or Interrupted Itineraries:  If for personal convenience an indirect route is traveled or travel by a direct route is interrupted, any resulting extra expense shall be borne by the traveler. The reimbursement of such expenses shall be limited to the actual cost incurred or the charges that would have been incurred via a usually traveled route. Any resulting excess travel time will not be considered work time and will be charged to the appropriate type of leave.

2. Use of Surface Transportation in Lieu of Air Travel: A traveler may elect to use surface transportation for personal reasons even though air travel is the appropriate mode of transportation if approved by the college administration.

3. Cancellation of Reservations/Ticket Refunds: It shall be the traveler’s responsibility to cancel reservations that will not be used.  (Also refer to the note in Section D-1 of this policy.)

Charges or loss of refunds resulting from failure to cancel reservations shall not be reimbursed unless the traveler can show that such failure resulted from circumstances beyond the traveler’s control.

Unused portions of transportation tickets are subject to refund. The traveler shall be responsible for the prompt return of the tickets to secure the refund.

4. Baggage:  Charges for checking and storage of baggage necessary for the purpose of the trip are allowable. Excess baggage charges are also allowable; however, justification for carrying excess baggage must be shown on the Travel Expense Voucher.

5. State Taxes:  Howard College expenditures are usually exempt from payment of State Sales Taxes.  Exceptions include, but may not be limited to, taxes charged for parking and taxes on the rental of a motor vehicle. When an exemption is not allowed under State Law, Howard College will pay or reimburse for these taxes.  Other exceptions to this policy may be approved on an individual basis by the President.

6. Air Travel: Commercial Airlines coach class or any discounted class shall be used in the interest of economy. This policy applies to all travel regardless of the purpose or fund source.

Only U.S. carriers shall be used for travel reimbursed from federal grants and contracts. The use of foreign air carriers is severely restricted (cost is not a factor) under federal regulations. Travel on a foreign air carrier will be approved only if U.S. carriers do not fly to the travel destination or certain delays may be encountered by not traveling on a foreign carrier. Reimbursement may be denied in the absence of such justification.

7. Railroad or Bus Travel: Railroad or bus transportation may be used when the destination or other special circumstances so require.

8. Travel by Automobile or Other Means of Conveyance: All persons driving vehicles on college business must possess a current valid driver’s license.  Claims for reimbursement must indicate the origin and destination of the trip.  Continuous travel between major points, such as from city to city, should also be shown on travel request and reimbursement forms.

Safety:  The first and most important guideline for all college travel is safety.  Whether you are traveling in a college, personal, or rented vehicle, and whether you are traveling alone or with a group, the safety of all should be the primary concern and consideration for all Howard College travel.   Individuals charged with the responsibility of leading group travel should at all times be mindful of their responsibilities to the college and to the group.  Howard College will never ask individuals or groups to put themselves in harm’s way.  All decisions in matters of travel should always be made on the side of safety.

IMPORTANT GUIDELINES 

• No person may operate Howard College vehicles while impaired by alcohol, drugs or other similar substances.  This includes prescription medications.
• Drivers may not operate vehicles while fatigued or while using electronic devices that require hand control. Electronic devices are only to be used if the driver has pulled over and stopped in a safe location. The use of headphones/ear buds are not allowed by drivers as they can reduce hearing ability. (Hands-free calling is allowed.) 
• Drivers and all passengers must use seat belts at all times.  Note: College busses may not have seatbelts. 
• Drivers must abide by all rules, warning signs and speed limits. 
• The driver is responsible for the safe operation of the vehicle and drivers should perform a pre-driving safety check of the vehicle each time before the vehicle is operated. 
• Failure to abide by traffic laws and these guidelines may make the employee subject to disciplinary action, including termination of employment.

VEHICLE OCCUPANT QUALIFICATIONS

DRIVERS:

1. Each employee or student must provide a front and back copy of a current driver’s license to the Physical Plant office so that a Motor Vehicle Record (MVR) report can be reviewed for eligibility. Under certain circumstances, employees or students will be responsible for submitting their own MVR report. MVR reports will be completed on an annual basis for all college employees and students.
2. Drivers must be College employees or students at least 21 years of age with at least 2 years of driving experience and must possess a valid driver’s license of the class required for the vehicle(s) to be operated and/or that is required by pertinent job description. New employees must have the appropriate license prior to the official start date. Additionally, before being permitted to transport passengers in college passenger vans, additional safety training will be provided prior to being permitted to transport passengers. 
3. All drivers are required to report suspension or revocation of their driver’s license to the office of the Chief Operations and Safety Security Officer or Chief Business Officer. A driver’s right to drive College vehicles may be refused or revoked for any of, but not limited, to the following:
   1. Revocation of license by the state.
   2. Suspension of license by the state within the most current two-year period.
   3. DWI conviction within the most current three-year period.
   4. Reckless driving conviction within the most recent three-year period.
   5. Speeding conviction in excess of 20 MPH over the posted limit within the most current two-year period.
   6. Two or more at fault accidents or careless driving convictions within the most current three-year period.
   7. Misuse or abuse of college-owned vehicles or repeated violations of the procedures listed herein.
   8. Failure to report violations as required herein
4. Prospective drivers are required to sign an acknowledgment form confirming that they understand, have a copy, and agree to abide by this policy.
5. PASSENGER:

a.  Must be a student, employee, or guest passenger(s) authorized by the President.

b.  To be a passenger in a college-owned vehicle requires that the trip be for a public purpose, including but not limited to, student field trips, student competitions, student athletic participation and spectator events, educational or approved recreational trips for faculty and staff and such other trips as the President may authorize.

COLLEGE OWNED VEHICLES:

1. Use:  The use of college owned vehicles shall be for official college travel of students, employees, visitors, and/or school property or for such other college-related purposes as authorized by the President.

2. Vehicle Global Positioning Systems (GPS) and Video Recording: To increase vehicle safety/security and driver accountability, the use of GPS and dual-lens cameras will be used in all college-owned vehicles. Drivers will be monitored anytime the vehicle is being operated and the vehicle is always monitored. Information obtained via GPS/dual-lens cameras will be used for safety/security reasons; however, it may also be used for student/employee investigations when there is reasonable cause to do so. Monitoring shall be limited to uses that do not violate a reasonable expectation to privacy. The Chief Operations and Safety Security Officer and the President of the College are authorized to access all information to enhance and maintain safety and security not only of college-owned vehicles, but especially of the drivers, and passengers. Directors of Facilities and Fleet Maintenance will have the role of read-only admin, which gives the ability to view the vehicles of their respective campus but are unable to make any configuration changes and do not have the ability to view or retrieve dash cam images or footage. Recorded information will be stored for as long as storage capacity will allow or as allowed by law, unless retained as part of a criminal investigation or court proceedings (internal, civil, and criminal), or other bona fide use as approved by the Chief Operations and Safety Security Officer or the President of the College, in which case it will be retained as appropriate and as needed. Recorded information will be stored in a secure location with access by authorized personnel only. Lawful requests (e.g., subpoenas, search warrants) for recorded information must be forwarded to the Chief Operations and Safety Security Officer, then be in consultation with the President of the College. Internal requests for copies and/or information must be forwarded by a Cabinet Member to the Chief Operations and Safety Security Officer. Disabling a GPS/dual-lensed camera without permission from the Chief Operations and Safety Security Officer may make the employee subject to disciplinary action, including termination of employment. The President of the College may delegate certain authorities as needed.  

3. Parking and Storage Charges:  Charges for necessary parking and/or for storage of college owned automobiles in public garages are allowed. Valet charges over and above normal parking charges will be at the expense of the traveler unless specifically authorized.

4. Reservations:  Employees wishing to reserve college vehicles should contact the office of the Physical Plant Director.  These administrators are the custodians of vehicles, and each office maintains a reservations book.  Keys and oil company credit cards are available for check-out with college vehicles through the office of the Physical Plant Director.  Employees requesting to drive college vehicles agree by submission of the request to provide necessary information needed to check driving records.  Employees driving records may be checked periodically by both the college’s insurance carrier and the college. Employees’ whose driving records are considered “high risk” will not be permitted to drive the college vehicles.  If vehicles are abused, the cost of repairs may be charged to the driver.

5. 15 Passenger Van Safety Course:  A 15 passenger van safety course is required for anyone driving any type of passenger van which will transport 9 or more passengers including the driver.

6. 15 Passenger Vans:  Travel in 15 passenger vans will be limited to 9 adults including driver due to rollover risk.  Exceptions to this rule must be approved by the President and will only be considered when passengers are small children which would reduce the weight carried and thus reduce the rollover risk.  Even when 15 passenger vans are limited to 9 passengers, they should not be overloaded with luggage or other cargo.  It is the driver’s responsibility to assess these risks and to make appropriate adjustments in load, etc.  Due to risks and concerns over travel in 15 passenger vans, any person driving 15 passenger vans must have completed a driver training course within the last three years.  This course will be provided at no cost by Howard College.  Limited exceptions to this policy may be granted by the administration or as appropriate in emergency situations if the approved driver is ill or otherwise incapacitated and this exception is prudent and necessary.  Extreme caution should be exercised in any such instance.

7. Seatbelts:  All passengers in college-owned automobiles, vans, and trucks shall wear seatbelts at all times.  Seatbelts are not provided and not required for bus travel except for the driver and passengers riding in the front tour guide seat of tour busses.

8. Charges: Departments will be billed at the rate of $0.30/mile for the use of college vehicles, $0.50 for the use of the small bus, and $0.70/mile for the use of the big bus based on actual mileage recorded effective September 1, 2012.

9. Student Drivers:  Sponsors of student organizations or groups must have the driving records checked annually on all students who may be assisting with the driving of college-owned vehicles. The time required for driving record checks is approximately ten days. It is the responsibility of the department requesting the vehicle to provide necessary information and request these checks from the office of the Chief Business Officer in a timely manner.

10. Refueling: College vehicles must be returned full of gas after use. College vehicles may be refueled at a service station utilizing a college fuel credit card (issued upon vehicle checkout). Driver should ask attendant before pumping fuel if station accepts the credit card. Driver should attempt other stations in the area if not accepted. A fuel charge receipt must be submitted to the Physical Plant office upon returning the vehicle. Fuel charges on a college fuel credit card without receipts will be deducted from the employee’s pay. If personal funds are expended for fuel or other operating costs while using a college-owned vehicle, request for reimbursement must be submitted within three (3) days and within the same fiscal year.

11. Maintenance by Driver: Employees are responsible for the proper maintenance of vehicles during use. This includes checking engine oil levels and proper tire inflation when refueling the vehicle. Report problems encountered with vehicles to the Physical Plant office or note these problems on the trip booklet provided upon vehicle checkout. Report problems encountered with busses to the Chief Operations and Safety Security Officer.

12. Ferry, Bridge, or Toll Road Charges:  Ferry, bridge, tunnel, or toll road charges are allowed.

13. Repairs:  Charges for emergency repairs to a college owned vehicle are allowed in accordance with the urgencies dictated by the situation. Repairs must be reported to the Chief Operations and Safety Security office.  Receipts will be required for reimbursement.  Please submit receipts.

14. Cleanliness: Vehicles must be returned clean, trash removed, and interior in the same condition as received. The use of tobacco products is not allowed in any college vehicle at any time. If the vehicle is returned in an excessively dirty condition, departments will be charged a $25 cleaning fee for the inside and $25 fee for the outside.

15. Pets: No pets are allowed in college-owned vehicles except for service animals.

16. Passenger Capacity: No driver shall transport more passengers in a vehicle than what the vehicle is designed to hold (the number of seatbelts provided in the vehicle).

17. Modifications: No modifications to a college-owned vehicle (ski rack, bike rack, any roof mounted loads, antennas, decals, signs, tow hitches/trailers, seat removal, interior dividers, etc.) shall be made except by the Facilities Department. The use of radar or other speed monitoring detection systems is not permitted.

18. Maintenance: Periodic maintenance shall be performed at regular intervals, under the direction of the Chief Operations and Safety Security Officer as recommended by the vehicle manufacturer’s specifications or accepted fleet standards. Maintenance shall include but is not limited to:

• Oil, lubrication, filter services, regular brake and tire inspections, tire rotations, tire replacement, cooling system service, transmission service, engine tune-up service.
• Other maintenance as required, to maintain a safe and reliable vehicle.

19. Pre-trip Inspections: upon a vehicle being returned and before being assigned for future reservation, it shall be inspected by the Director of Facilities or Assistant Director of Facilities to verify that it is safe and clean for future use. Inspections shall include but not limited to:

• Horn, steering for excessive play, windshield, windshield wipers, lights, brake pedal/emergency brake operation, seat belts functioning and no tears, spare tire, lug wrench, jack, light lenses, tires are inflated properly and have no irregular tread wear, cuts, or breaks, lug nuts are tight, and all fluids are at recommended levels (engine oil, fuel, coolant, power steering, radiator, battery, windshield washer fluid).

20. Pre-trip Trailer Inspections: Drivers allowed by the Chief Operations and Safety Security Officer to haul trailers with a college vehicle, a pre-trip trailer inspection shall be completed by the driver prior to each use of the trailer. Trailer inspections shall include but not limited to:

• Tires, lug nuts, trailer brakes, fenders, wheel bearings, hitch and coupler, safety chains, trailer lights, trailer plug, springs and shackles, axles, tie downs, loads properly secured, doors, trailer jack, trailer floor.

ASSIGNED VEHICLES:

The President may specifically assign college-owned vehicles to employees of the college when the President deems the assignment is necessary for the employee to perform his/her job duties and responsibilities.

1. Maintenance: Periodic maintenance shall be performed at regular intervals under the direction of the Chief Operations and Safety Security Officer as recommended by the vehicle manufacture’s literature or accepted fleet standards. Maintenance shall include but not limited to:
   1. Oil, lubrication, filter services, regular brake and tire inspections, tire rotations, tire replacement, cooling system service, transmission services, engine tune-up service.
   2. Other maintenance as required to maintain a safe and reliable vehicle.
2. Vehicle Occupant Qualifications: (See Vehicle Occupant Qualifications at beginning of section E. 3.)
3. Driver Responsibilities:
   1. Complete and sign a Vehicle Inspection Form in conjunction with the Director of Facilities or Assistant Director of Facilities when the vehicle is first assigned and again when the vehicle is returned to the Physical Plant.
   2. Perform a weekly pre-trip safety inspection or prior to loading passengers. (See Pre-trip Inspections – section E. a. 19).
   3. Perform pre-trip trailer inspections prior to each use of the trailer. (See Pre-trip Trailer Inspections – section E. a. 20). 
   4. Ensure all occupants wear safety belt.
   5. Observe the posted speed limits and ensure safe vehicle operation.
   6. Assure that passengers do not abuse college vehicles and enforce that tobacco products are not used in vehicles.
   7. Maintain the vehicle interior and exterior in a clean and presentable manner.
   8. Report all malfunctions and abnormalities to the Physical Plant office.
4. Refueling:
   1. Driver will be issued a college fuel credit card which should be used whenever possible. Driver should ask attendant before pumping fuel if station accepts the credit card. Driver should attempt other stations in area if not accepted. All fuel charge receipts must be submitted to the Physical Plant office by the last working day of the month. Fuel charges on a college fuel credit card without receipts will be deducted from the employee’s pay. If personal funds are expended for fuel or other operating costs while using a college-owned vehicle, request for reimbursement must be submitted within three (3) days and within the same fiscal year.
5. Personal Use of College Vehicle
   1. In accordance with IRS regulations, the total value of the personal (commuting) use of college-owned vehicles must be accumulated and reported for W-2 purposes. The College has elected the commuting valuation rule for employees who have been assigned a vehicle.
   2. Employees are required to document all personal usage of assigned vehicle and submit a monthly trip log to the Human Resources department on or before the 10th of the following month.
   3. Employees shall sign an Agreement for the Use of College Provided Vehicles form with the Physical Plant department prior to driving assigned college vehicle.

PRIVATELY OWNED AUTOMOBILES:

1. Mileage Reimbursement: The driver of a privately owned automobile used for college travel may claim reimbursement at the following rates:
   1. Standard Rate: The standard reimbursement rate is $0.62/mile effective September 1, 2022. When pulling a trailer, the reimbursement rate is $1.37/mile. When two or more persons share an automobile, only the driver may claim reimbursement for mileage.  Mileage will be paid based on point-to-point travel.  An approved mileage guide may be accessed online through the Internet at:  http://maps.google.com or http://www.mapquest.com or the college business office may be called for assistance in looking up distances between points.  The route should be an appropriately direct route.  Please print and attach the mileage documentation to your travel request.
   2. Automobiles Driven to a Common Carrier Terminal: When a traveler is authorized to drive a privately-owned automobile to or from a common carrier terminal, mileage reimbursement may be claimed on one basis as follows, either:
      1. one round trip, including parking for the duration of the trip; or
      2. two round trips, including short-term parking expenses.
2. Charges for Ferries, Bridges, Tunnels, or Toll Roads:  If mileage reimbursement is allowed, charges for ferries, bridges, tunnels, or toll roads may by claimed in addition to the mileage.
3. Parking: Reasonable charges for necessary parking while on college business will be allowed.   Valet charges over and above normal parking shall be at the expense of the traveler unless specifically authorized.
4. Fuel, Routine Repairs, and Associated Costs: Routine repairs, tires, fuel, oil, or other automobile expense items shall not be allowed for the use of the privately owned automobile. These expenses are included in the mileage reimbursement rates. For this reason, College oil company credit cards will not be issued and may not be used for travel in private vehicles.  No fuel from the College gas pump shall be used in private vehicles.
5. Insurance Coverage:  When privately-owned automobiles are used on college business, drivers are required to conform to public law regarding vehicle liability insurance and/or financial responsibility as required.  College insurance does not cover non-college vehicles.

An employee who regularly uses a privately owned automobile on college business may be required to show a satisfactory evidence of liability insurance coverage.

  6. Collision or Other Damages:  When a privately-owned automobile operated by a college employee in the course of conducting College business is damaged by collision or receives other accidental damage, costs for repair expenses are borne by the employee.

RENTAL AUTOMOBILES:

When Use Should Be Authorized: Rental automobiles may be used when renting in a specific situation is considered to be more advantageous to the college than the use of taxis or other means of public transportation. The traveler is responsible for obtaining the best available rate commensurate with the requirements of the trip.

Advance reservations should be made whenever possible and an economy to mid-sized model requested. Although not always available, the discount commonly extended to the college by automobile rental agencies should always be requested.

The named renter is the person responsible for the rental vehicle.Each time a vehicle is rented on college business the renter must rent the vehicle both in their name and Howard College’s name.This method is the only way the vehicle will be covered under college insurance. If Howard College is not named, then the contract is between the renter’s personal insurance or credit card and the rental car company.

Collision Damage Waiver insurance (CDW) should be accepted on rental policies and those costs will be reimbursed to the traveler.Liability and other types of insurance should be declined and will not be reimbursed because the college provides rented-non-owned liability coverage through the college’s institutional automobile insurance policy.Drivers should check with their insurance representative regarding how their personal coverage and exposure interfaces with college insurance.

Employees are required to follow the same safety guidelines when driving rented automobiles.

Expense Incurred Due to Damaged Rental Automobile: Expenses incurred by a traveler because of property damage to an automobile rented while on college business should be charged to the college’s vehicle insurance policy. The traveler shall attach to the Travel Expense Voucher submitted for the trip a brief description of the damage to the automobile, including an explanation of the circumstances related to the damage. Refer to section “K” of this policy for further information.

Billings: Direct billing to the college for automobile rental charges is not authorized. Payments to automobile rental agencies for individual rental transactions are not guaranteed by the college. In addition, an automobile rental credit card shall not be obtained if the terms of the card require direct billing to the college or a guarantee of payment by the college, or any representation other than the individual’s identification as an employee of the college.

DRIVING VIOLATIONS: Driving violations shall include but not be limited to speeding, use of electronic devices while driving, distracted driving, not using or requiring seatbelts.

1st Offense:

• Employee will be required to view driving training videos and provide certificate of completion to the Human Resources department before being allowed to drive college vehicles again.
• The violation(s) will be documented.

2nd Offense:

• Driving privileges will be revoked for 60 days.
• Employee will be required to view driving training videos and provide certificate of completion to the Human Resources department before the 60 day revocation period ends..
• The violation(s) will be documented.

3rd Offense:

• Driving privileges will be revoked indefinitely. 
• If the employee’s position requires them to drive a college vehicle they may be terminated.

Employees driving while intoxicated or possessing alcohol or drugs in a college-owned vehicle will be terminated.

MISCELLANEOUS LOCAL TRANSPORTATION:

1. Taxis: Taxi fares including customary tips up to but not exceeding 15% or rounded to the next dollar shall be allowed when the use of public transportation or airport limousine service is impractical or not available.
2. Local Buses or Shuttles:  Fares for use of local buses or shuttles shall be allowed.
3. Other Special Conveyances: Charges for use of other types of conveyances shall be allowed when such use is beneficial to the College and when the fare for such conveyance is not already included in the original cost of the common carrier fare. An explanation of the necessity for the use of a special conveyances and receipts for the charges must accompany the claim for reimbursement.

F. PER DIEM AND PARTIAL PER DIEM EXPENSES

1. Travel Requiring Overnight Stay:
   1. Domestic Travel:  Allowable daily Per Diem expenses are those amounts incurred for meals, and incidental travel expenses. This policy was established to be in compliance with IRS guidelines that govern these matters and also determine benefits that may be taxable.

The per diem policy for the Howard County Junior College District is as follows:

Meals for In-State Travel Requiring Overnight Stay: Forty dollars ($40.00) per day will be allowed for daily per diem at the rate of $10.00 for breakfast, $14.00 for lunch and $16.00 for dinner.  Thirty dollars ($30.00) will be allowed on the first day of travel and $30.00 will be allowed on the day of return regardless of departure or return times without receipts unless the travel day extends beyond 14 hours.  If it does extend beyond 14 hours, or starts before regular working hours and includes an overnight stay, all three meals may be reimbursed at the full $40 per day rate without receipts.   The traveler must provide travel departure and return times if using this option.  The full $40.00 per diem amount will be allowed for all other days of travel. Receipts are not required for these days.  Since the stated per diem rates are the maximum amounts allowed, employees may deduct meals provided through conferences, meetings, or hotels, etc. from their request for per diem reimbursements.

Meals for Out-of-State Travel Requiring Overnight Stay: Fifty dollars ($50.00) per day will be allowed for daily per diem at the rate of $12.00 for breakfast, $18.00 for lunch and $20.00 for dinner.  Thirty-eight dollars ($38.00) will be allowed on the first day of travel and $38.00 will be allowed on the day of return regardless of departure or return times without receipts unless the travel day extends beyond 14 hours.  If it does extend beyond 14 hours, or starts before regular working hours and includes an overnight stay, all three meals may be reimbursed at the full $50 per day rate without receipts.   The traveler must provide travel departure and return times if using this option.  The full $50.00 per diem amount will be allowed for all other days of travel. Receipts are not required for these days.  Since the stated per diem rates are the maximum amounts allowed, employees may deduct meals provided through conferences, meetings, or hotels, etc. from their request for per diem reimbursements.

Lodging:  For overnight stay the college will reimburse at the state rate when presented with motel receipts.  Since booking agencies like “Priceline” or “Travelocity” do not provide detailed motel receipts, employees may not book reservations for rooms through these types of companies. Consideration may be given for approval of higher rates when the employee is staying at a conference hotel or if the state rate is not available or practical to obtain. Employees should request the state rate at the time of check-in.  Employees must also request exemption from state tax on motel stay. 

Exemption certificates are available in the college business office.Reimbursement may not be allowed for state taxes. Employees may be asked for an employee identification card upon check-in.These ID cards are provided at no cost to employees and may be requested through the student services office in Big Spring either in person or through site or regular mail.

Disallowed Costs:  Personal phone calls or charges for personal entertainment are not allowed.  Charges for work-related telephone calls or for Internet service while on approved college travel are allowed.  Employees must document that any charges for telephone or Internet service while traveling were for college business, or these charges will not be paid.  Charges for room service are not allowed above the established limits per meal in the per diem policy.  The above per diem policy applies to approved travel only.  If a trip is made without prior approval, the expense of that trip may not be funded by the college.

b. Foreign Travel: Foreign travel shall be approved in advance by the President and shall be only in special circumstances.

2. Travel NOT Requiring Overnight Stay:  Expenses for meals eaten on trips not requiring overnight stay are not paid unless one of the two criteria listed below are met and the travel is of an occasional nature (i.e., not a regular activity).

1. Meals may be paid on same day trips if the meal was eaten as a part of conducting official college business that could not be scheduled outside of the mealtime.
2. Meals that are eaten when the same day trip extends the employee’s normal workday by two consecutive hours or more at the beginning or the end of the day.
3. Bus drivers will receive $30 per day per diem minimum when the travel time or on-duty time exceeds 5 hours on same-day trips. 
4. If the workday extends beyond 14 hours, all three meals may be reimbursed at the full $40.00 per day rate without receipts.

Example: If an employee’s normal workday is 8:00 a.m. to 5:00 p.m. and the employee leaves work at 6:00 a.m. to conduct college business elsewhere and returns by 5:30 p.m., this employee would be eligible for the breakfast and lunch reimbursement of $10.00 and $14.00.  In another scenario, the same employee leaves in the morning and returns at or after 7:30 p.m. then this employee would be entitled to the $14.00 lunch and the $16.00 dinner reimbursement.  If the employee left after the noon hour, then only the $16.00 dinner reimbursement would apply.  The same rules would apply if the employee left at 6:00 a.m. and returned by noon, only the $10.00 breakfast meal would apply.  If the workday extends beyond 14 hours, all three meals may be reimbursed at the full $40.00 per day rate without receipts.

e. Mileage on same day trips may be paid based on automobile usage guidelines established by this policy.

3. Adjustment of Per Diem Reimbursement Requests: Since the stated per diem rates are the maximum amounts allowed, employees may deduct meals provided through conferences, meetings or hotels, etc. from their request for per diem reimbursements.

4. Travel in the Vicinity of Employee Headquarters or Residence:  College vehicles should be used for local errands.  Typically, mileage is not reimbursed for incidental, local travel incurred in an employee’s personal vehicle.  In certain circumstances, mileage may be reimbursed for repetitive travel when authorized by the employee’s Cabinet Member prior to travel.  Repetitive travel reimbursement requests shall be submitted monthly.

5. Contracting for Per Diem Expense: The President or President’s designee may make agreements with restaurants, hotels, and similar establishments for the furnishing of Per Diem to a group or groups of college employees when it is advantageous to the college. When such an agreement is made, the vendor may receive payment either from the group leader or by billing the college.

Group leaders may receive reimbursement, including up to but not exceeding a 15% or rounded to the next dollar tip, by submitting a Partial Per Diem claim form accompanied by the vendor’s invoice for the actual expenses incurred.  Itemized  detailed receipts are required for reimbursement of most allowed incidental expenses, including restaurant and hotel/motel charges.  Individual members of the group may claim reimbursement for the balance of their Per Diem expenses. Partial Per Diem forms will be required.  Any exceptions to this policy must be approved by the President.

6. Charging Per Diem Expenses Directly to the College: Except as provided above, travelers are prohibited from charging lodging, meal, and miscellaneous expenses directly to the college.

G. MISCELLANEOUS EXPENSES

Some minor miscellaneous expenses may be allowed without receipts.Items such as programs to events, newspapers when necessary for a specific purpose, and other appropriate minor incidental expenses may be allowed without receipts up to a maximum of $10.00 per trip.These expenses must be itemized on the “Report of Actual Travel Expenses” form.

Laundry expenses are allowed for team travel to tournaments when required due to overnight stay.

Disallowed expenses include personal laundry and/or dry cleaning, personal items such as medicine, clothing items, personal entertainment, alcohol, or any other items of a personal nature.

All tips are disallowed costs if charged to a federal grant, which includes all Carl D. Perkins funds.

H. CONVENTIONS, CONFERENCES, OR BUSINESS MEETINGS

Travel expenses incurred in attending conventions, conference, or business meetings are allowed when approved by the appropriate college authority. These expenses include registration fees, transportation, per diem, and miscellaneous expenses. Reimbursement for any portion of the registration fee related to optional entertainment is not allowed. When the registration fee includes meals and lodging, the traveler may not be reimbursed for Per Diem expenses. Fees paid prior to the event may be submitted for prepayment by the college. 

I. NON-COLLEGE PERSONNEL

1. Driving of College Vehicles by Non-College Personnel: Non-college personnel may drive college vehicles when approved by the cabinet member in charge and only when on official college business. Only in emergency situations can a non-college employee drive a 15-passenger van without the required driver training.

2. Driving of College Vehicles by Students or Student Assistants: Howard College students and student assistants may drive college vehicles on official college business when approved by the Chief Business Officer and only after the student’s moving violation record has been checked by the above administrator.  No more than two moving violations in the past three years will be used as the criteria to approve student or student assistant drivers.  College vehicles may not be used by students or student assistants for personal or entertainment purposes unless accompanied by a college employee and only when on a pre-approved student activity as designated by a college administrator.

J. ACCIDENTS AND INJURIES

1. Accidents Involving Damage to Vehicles or Other Property: Individuals on approved college travel must immediately notify the office of the Chief Business Officer and the Chief Operations and Safety Security Officer of the occurrence and details of any accident in which any property is damaged.  Please provide a copy of the police report if it is available.  This Chief Business Officer’s office can be reached by calling the Big Spring Site at 432-264-5008, the office of the Chief Operations and Safety Security Officer can be reached by calling the Big Spring Site at 432-264-5095.

2. Injuries to Individuals:  Any bodily injury that has occurred while on approved college travel must be reported to the office of Chief Human Resources Officer.  This office can be reached by calling the Big Spring Site at 432-264-5100.

If you are involved in an accident, please remember the following guidelines:

1. If you are able to do so, write down the names and phone numbers of any witnesses to the accident.
2. Statements to the police are fine, but do not give statements to other parties or to the other parties’ insurance companies without first checking with the college administration and/or the college’s insurance carrier.