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Travel and Expenses For Extra-Curricular / Co-Curricular Activies |
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1. |
Policy |
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In accordance with Education Code Sections 72242 and
87032, it shall be the policy of the Grossmont-Cuyamaca Community
College District to provide for participation in co-curricular
activities conducted within and without the state, held in conjunction
with the educational program of the district. Payment of travel
and other necessary expenses shall be authorized by the Governing
Board. These payments shall be a proper charge against district
funds. |
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2. |
Procedures |
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As used in this policy, co-curricular shall mean those
activities and events which are designed to compliment the academic
program of the Grossmont-Cuyamaca Community College District and which
meet all the following criteria: |
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a.) The activity or event is approved by
the Governing Board. Advanced payment shall be granted for
all events which are properly approved by the Governing Board before the
event occurs. All retroactive payments shall be claims submitted
by the employee in charge. |
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b.) Students of the Grossmont-Cuyamaca
Community College District are participating in the activity or
event. Instructors reimbursements not in conjunction with the
student participation shall be handled through the regular travel
budget. |
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c.) The activity or event is an extension
of classroom instruction or related Grossmont - Cuyamaca Community
College District Programs. |
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Advanced payment and district financial support shall
be based on the rate schedule approved by the Governing Board. |
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At each extra-curricular event an accounting report
must be filed within five (5) days to the Campus Business Office
indicating the number of persons who participated in the event,
accompanied by all receipts required by the County Office and the
district auditor. All unused advanced funds shall be returned to
the Campus Business Office. |
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Transportation shall be provided whenever possible by
the following methods: |
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a.) Bus - by district purchase order or check
request |
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b.) Air Travel - by purchase order or check
request through a travel agency |
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c.) Private car - by reimbursement for mileage |
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There will be no advance payment for
transportation. Any other advance payments shall be made to the
instructor in charge and the instructor shall be held accountable for
all unused funds and the proper records. |
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3. |
Procedures for Off-Campus Activity Attendance
Request |
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a. To ensure that travel insurance as
provided by the district will be in force, proper procedures should be
followed as outlined. |
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b. An Off-Campus Activity Request must be
properly completed and signed by the person requesting attendance, then
submitted to the Dean/Supervisor prior to the date of the
activity. The latter will be responsible for routing the request
for review:
1.) Business Communications Services
2.) Dean of Administrative Services
3.) President or Vice Chancellor |
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c. Business Communication Services Office
for Grossmont and Cuyamaca Business District Office for correct
procedure for air transportation reservations or car rental. |
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Following action by the President/Vice Chancellor
Office, the Off-Campus Activity Attendance Request form is returned to
the Business Communications Services Office, Campus Business Office,
Cuyamca, or District Maintenance Office. |
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d. A copy of the Off-Campus Activity
Attendance Request is request to the requestor with a Travel Expense
Claim Form. |
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e. To request reimbursement up to the
maximum amount authorized, Travel Expense, Claims must be completed and
returned to the Campus Business Office or District Maintenance
Department, as appropriate, following approved off-campus activity. |
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f. Travel Claims are honored only when an
approved Off-Campus Activity Request is on file in the Business
Communications Office for Grossmont and Cuyamaca or the District
Maintenance Office. |
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4. |
Procedures for Filing Travel Expense Claims for
Reimbursements |
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a. Travel Expense Claim Forms are
available in the Business Communication Service. |
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b. Receipts are required for: |
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1.) Lodging - Lodging must be
itemized by the day on the expense claim. |
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2.) Conference Registration Fees |
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3.) Meals - reimbursable for actual
meal expense up to $55.00 per day. |
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4.) Car Storage or Parking -
Storage or parking in excess of $5.00 |
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5.) Method of Travel - plane,
train, car rental, etc. |
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c. No Receipts Are Required For: |
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1.) Miscellaneous Expenses - up to
$15.00 per day. Must be shown by the day on the travel expense
claim. Such miscellaneous expenses include minor supplies,
postage, and reproduction costs, porter service or incidentals. |
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2.) Taxi or ferry. |
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3.) Telephone calls - telephone,
including computer on-line charges, and fax charges incurred in
conducting college/district business. There is not a set limit on
the cost per call, or per day, but any personal calls costing over
$10.00 should be noted to the approving administrator. |
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d. Gas Mileage - may be claimed on the
same form as travel expense at the maximum rate allowed by the Internal
Revenue Service but not to exceed the cost of coach air fare.
District policy is that if a person drives his or her own car, and his
or her mileage expense cannot exceed coach air fare. |
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e. Other Information: |
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1.) The amounts on the Travel
Expense Claim must not exceed the amount authorized on the
Off-Campus Activity Attendance Request. |
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2.) Travel Claims must be signed by
claimant and approved by the Dean - Administrative Services, and
President. |
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3.) Approved claims are submitted
to Business Communications Services for processing. |
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4.) All travel reimbursement checks
are placed in your campus mailbox. |
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5. |
Procedures for Filing Mileage Expense Claims
for Reimbursement. |
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a.) Mileage forms are available from
Business Communications Services. |
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b.) Mileage claims are paid only when
employees use their personal cars of District business directly related
to their job responsibilities. |
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c.) Mileage claims forms are to be used when
only mileage is claimed. If other expenses suich as meals are
claimed, a Travel Expense Claim should be used for all expenses. |
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d.) Where an employee is required to
travel from the employee's residence directly to a destination other
than the regular work location or is required to return home from a
point other than the regular work location, reimbursement shall not
exceed (1) the mileage which would be paid if the employee had traveled
between the employee's working base and the asssigned destination, or
(2) payment for the actual miles traveled if less than mileage computer
between working base and destination. Under no circumstances will
reimbursement be made for normal travel between the employee's home and
his/her workstation. |
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e.) Mileage claims must be signed by the
claimant and submitted to his/her Dean/supervisor for approval. |
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f.) When claim has been properly completed
and approved, it is forwarded to your campus mailbox. |
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| B.) |
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Transportation of Students By Certificated or
Classified Employees
(Legal Responsibilities and Liabilities) |
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1.) A Driver Data form must be on file before any
district vehicle can be driven for any purpose. These are obtained
by request from the Business Communications Service office. |
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2.) If a personal car is used for official
business or transportation of students, a Driver Data form must be on
file. It is important that personal vehicles be fully insured,
since suits can be entered against an employee as well as the district. |
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3.) The Grossmont-Cuyamaca Community College
District carries comprehensive public liability and property damage
insurance, which protects individual employees against claims arising
out of accidents occurring as a result of employees' performance of
regular duties. |
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4.) Intermittent and temporary employees are not
authorized to transport students to college related functions or on
college business at any time. |
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5.) Students are not authorized to use personal
or district transportation, except when they must report alternate class
locations for instruction. In such cases, personal transportation
may be used. The mandatory accident insurance required of every
registrant at Grossmont applies in such circumstances should injury
occur. |
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6.) Field trip waivers are available in the
Business Communications Services office. All students going on
field trips must fill one out and return to the instructor before each
event. |
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Examples: |
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Case #1 - Transportation of students in personal vehicles. |
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- A Driver Data form must be on file.
- Personal insurance must be in force as the employee
cannot escape personal liabilty.
- Prior approval in writing from appropriate
administration must be on file.
- A student cannot be delegated to drive even if the
student has cleared a Driver Data form. (Students can only
drive college vehicles after special clearance.)
- Trips must be clearly related related to college
business; only direct to-and-from event travel is covered;
co-curricular or extracurricular events, which are a normal part of
an assignment, are included as authorized travel.
- There is no district coverage when student are
given rides "out of goodness of one's heart" (e.g.,
unauthorized to attend the event, hitchhiking to college).
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Case #2 - Transportation of students in district-owned vehicles or other public carrier. |
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- Insurance protection is much clearer, since such
modes of transportation are directly related to district insurance
coverage.
- Official purpose of travel and authorization is
easier to document
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