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Section 15 - Travel and Other Employee Reimbursements

Section 15.2 - Transportation

Date: 9/22/03 — Approved: Finance Board

Travel by airplane, rail or vehicle may be approved if it serves the best interest of the AS

AS departments may use AS vehicles as authorized in this section, and by campus procedures.

Students who are designated as official representatives of the AS at various functions (that is, legislative hearings, Board of Trustees meetings, meetings of the State Board of Higher Education, and similar meetings) may use AS passenger vehicles if necessary to perform official AS responsibilities.

Directors are responsible for authorizing the use of AS passenger vehicles and insuring that procedures are followed.

AIRPLANE TRAVEL

Commercial Airplanes

Budget Managers should make accommodations for commercial air travel at the lowest available commercial discount airfare, federal government contract airfare (where authorized), or standard (coach or equivalent) airfare. Airfare higher than these is allowable only when ordinary accommodations would:

• Result in indirect routing
• Require travel during unreasonable hours
• Prolong travel excessively
• Greatly increase flight time
• Cost more and thus offset transportation savings
• Be inadequate for the traveler's medical needs

RAIL

The actual fare is reimbursed.

TRAVEL TO TERMINAL/PARKING

Local transportation to and from airports/rail stations and the place where travel begins or ends may be reimbursed.

Airport shuttle/limousine — Use an airport shuttle, express, or limousine service instead of a taxi when it is available and convenient. These are a reimbursable travel expense.

Parking fees — While away from headquarters, travelers may be reimbursed for parking a personal passenger vehicle at an airport or other parking area.

PASSENGER VEHICLES

Private Passenger Vehicles

City mileage — When taking short trips in or near a city, report the trip as one total on the same check request form. A log detailing each stop and beginning and ending odometer readings must be provided.

Distance between points — To determine the distance traveled between two points use standard highway maps. Internet sites such as mapquest.com can also be used to determine mileage between two sites. When maps are unavailable use odometer readings. Use the distance from the traveler's official headquarters to or from the destination to compute mileage. When going directly from the traveler's residence, compute mileage from the residence to or from the destination only when the most direct route does not include travel through official headquarters. When the most direct route from the traveler's residence does include travel through headquarters, compute mileage only from official headquarters to or from the destination. If on travel status and away from the official headquarters, use the distances between the points of departure and destination.

Mileage variations — Explain on the travel expense report any significant variation from distances shown on standard highway maps. Vacation stops is an unacceptable justification for change. AS policy requires travel by the most direct route.

Mileage reimbursement — Employees may be reimbursed for the use of their personal passenger vehicles while on AS business at the current I.R.S. rate per mile. When commuting from the residence on AS business, reimbursement for travel can be obtained as follows: (1) Employees whose travel does not include travel through official headquarters may be reimbursed for all mileage. Employees whose travel does include travel through official headquarters may be reimbursed for all mileage except commuting mileage (actual round trip mileage between residence and official headquarters). (See Section 15.1 - Travel Regulations.)

Multiple passengers — When two or more individuals are traveling in the same passenger vehicle, only one individual may claim mileage reimbursement. List the names of the other passengers on the travel expense report.

Other items — Toll charges, parking fees, ferry fees, bridge, road, and tunnel fees are reimbursable (in addition to the mileage allowance rate) unless the unit restricts such allowance. Receipts are required for reimbursement of expenses more than $25.

Personal auto liability insurance — When using private passenger vehicles for AS business, employees must have a minimum insurance coverage of $15,000 per personal injury to or death of, one person, $30,000 per personal injury to two or more persons in one accident, $5,000 for property damage as required by the California Vehicle Code.

Rental Passenger Vehicles

Rental passenger vehicles may be used when cost and convenience justify their usage. However, every effort should be made to obtain other suitable public transportation before using rented passenger vehicles.

Additional insurance — Vehicle rental contracts normally include liability coverage and a deductible for damage or loss of the rental passenger vehicle. Any additional insurance purchased for rental passenger vehicles usually only removes or reduces the deductible. Personal accident insurance is not reimbursable. Any fee which may be necessary to get any additional insurance coverage is not reimbursable.

Damages to rented vehicles — If the driver of the rental passenger vehicle is not in travel status at the time of the damage, the authorizing department may be responsible for the repair cost, unless it is possible to recover all or part of the repair costs from an outside source.

Reimbursement for travel status — The travel expense report may include charges for passenger vehicle rentals away from the employee's headquarters and in connection with other travel. Include a full explanation of the use of the rented passenger vehicle with the report.

AS Passenger Vehicles

For purposes of fleet management, all AS owned vehicles are defined as either passenger vehicles (designed to transport people) or non-passenger vehicles (designed to transport cargo and the driver - any other passengers would be incidental to the vehicle's primary use as a truck).

AS passenger vehicles for use on AS related business are assigned by the individual department’s budget managers as they are available. These are used by employees when other methods of travel are unsuitable. AS passenger vehicles may be used only on AS business. Passenger vehicles may be assigned to an employee for a specific trip or to a department on a permanent basis. The continuing need for a passenger vehicle that has been assigned on a permanent basis is subject to annual review.

Accidents — In case of an accident, drivers of all AS vehicles, must call their supervisor immediately and file a written report with them within 48 hours. Report forms are in the glove compartment of each vehicle. Failure to report may result in the refusal of AS to defend the driver in a lawsuit or to pay a lawsuit judgment on behalf of the driver. In addition, the AS may suspend the driver or department from use of AS vehicles if repeated violations of reporting procedures occur. (See Section 6.1 — Insurance Procurement and Coverage.)

Approved drivers — Employees (full-time, part-time, or temporary) who are authorized may drive AS vehicles if they can present evidence they are licensed to drive vehicles in the State of California and are authorized to do so by their budget manager. All employees who are classified as "frequent drivers" (two or more times a month) will be required to authorize AS to obtain a copy of their DMV (Department of Motor Vehicles) driving record. Non-AS employees may be authorized to drive AS vehicles under certain circumstances if conducting AS business and with prior written approval of the budget manager.

Damages to AS vehicles — The effected department is responsible for preparing a full damage report for all accidents involving AS vehicles, including the accident report of the driver, a damage repair estimate, and a listing of the responsible department and account charged.

Expenses of operation — The department using assigned AS vehicles is responsible for all repairs & maintenance associated with the use of the AS vehicles.

Insurance — The AS has protection for its own legal liability for bodily injury and property damage to others caused by the operation of a vehicle on approved AS business. This liability coverage extends to any employee while operating a vehicle in the performance of AS activities.

AS insurance does not cover the driver who uses a vehicle for unauthorized purposes.

Permanent assignment — AS vehicles assigned to a department on campus on a permanent basis should have a designated parking space on AS premises when they are not in use. The parking space should be relatively secure and in a visible location.

Responsibilities of drivers — The person to whom an AS passenger vehicle is released is responsible for:

• Insuring that the passenger vehicle is used only for AS business.
• Operating the passenger vehicle safely until it is returned to its designated parking space.
• Reporting accidents as required by law and AS procedures.
• Reporting any mechanical problems with the passenger vehicles to their budget manager.
• Limiting passengers of an AS passenger vehicle to employees, others on AS business, official guests, and individuals to whom the AS wishes to extend a courtesy. This insures that the liability of the AS is limited to only those on official business.
• Observing all traffic regulations. Any citations received are the responsibility of the driver.
• Returning the passenger vehicles used locally to their designated parking space.
• Arranging for the security of passenger vehicles when kept out of town.
• Making sure all drivers and passengers use the installed safety belts.

The person to whom an AS passenger vehicle is released is not responsible for:

• Liability insurance coverage provided by the AS
• Expense of upkeep and operation, or cost of repairs for damage unless the damage resulted from misuse of the passenger vehicle or failure to exercise adequate care, judgment, or control.
• Loss of passenger vehicle if the driver has taken reasonable care for its security.

Personal Use of AS Vehicles

Personal use of AS vehicles is not permitted. De minimis personal use, such as stopping for lunch between business trips, reasonable deviation from the direct route to reach hotels, restaurants, etc., during the normal course of conducting AS business is an extension of business use and is not considered personal use.

Commuting to and from home is not permitted. However, employees may use AS vehicles between their home and place of work if, for example, they are beginning or ending a trip at home due to the hour of arrival or departure. Exceptions may be granted to allow commuting to and from home only under specific circumstances and for legitimate noncompensatory business reasons where the AS requires the employee to commute to and from work in an AS vehicle. The reasons for such use must be documented and approved by the AS Finance Board. No other personal use of an AS vehicle is permitted.

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