2. Rental Vehicles - Only College employees can drive rental vehicles; all terms of the rental contract must be complied with. The College prohibits departments or employees from renting 15 passenger vans on or for College business. 3. Contract Bus Service - Adequate insurance coverage for personal injury and property damage must be provided by the bus company. 4. Regularly Scheduled Carriers - Regular scheduled transportation service providers (e.g., Greyhound, Amtrak) may be utilized for transportation. 5. Air Travel – Supervisor will be responsible for making arrangements per the guidelines set forth in this document. V. Guidelines As part of the approval process outlined in Section III – General Requirements , the Student Travel Packet Checklist and the Trip Request Form must be completed and submitted along with trip justification and cost breakdown for approvals. Anticipated trip expenses along with trip itinerary and/or other information pertaining to the trip must be submitted to the Office of Student Life at least 45 days in advance of the trip. Exceptions to the forty five (45) days requirement are subject to the approval of the Vice President of Enrollment Management. 1. When approved, student and supervisor information must be obtained prior to the trip (Valid driver’s license, medical information, and other info as required). The name, address, and telephone number of the trip supervisor must be completed and submitted as part of the travel package forms utilizing the CCAC Travel Information Form. This form also captures the student’s name, emergency contact material and medical insurance information. The supervisor is required to maintain a copy of the appropriate form during the trip. 2. Any use of a College vehicle for transportation must adhere to the procedures set forth in the College’s Vehicle Usage Procedures. If travel is within the area established in the Vehicle Usage Procedures, the supervisor is responsible for completing a Vehicle Usage Form and submitting the completed form to the Office of Student Life. 3. When renting a vehicle it is recommended that the trip supervisor use Enterprise/National Car Rental Company. CCAC has a contract with this vendor in which pricing is discounted and insurance is included. When renting a vehicle, the trip supervisor is responsible for contacting the rental company and making the arrangements and following up with a requisition in the purchasing system (only if they are using the above rental company). When using the contracted rental company use ID: XZ40730.
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