Traveling Policy Guidelines
Go the Fleet Vehicle Services site: http://apps.carleton.edu/campus/fleet/
The fleet includes: mini-vans with seating for 7, and five passenger compacts. You should always check the availability of a college vehicle before using any personal vehicle for college business trips. The fleet vehicles may be driven by Carleton employees and authorized students. Authorized student drivers may become College certified van drivers by completing a short road test with the College Chauffeur. Students must meet certain qualifications (i.e. no moving violations in the past 5 years) and receive authorization to drive from the Student Financial Services Office.
PROCEDURES FOR COLLEGE VEHICLES:
Reservations for vans/cars should be emailed to Marilyn Hollinger (Mholling@carleton.edu) in the Fleet Vehicle Services office as soon as you know your needs for the upcoming year.
New Policy: If you do not cancel your reservation in advance, you will be charged the fee for 100 miles.
Keys should be picked up in the Fleet Vehicle Services (Sayles-Hill 5) from 7:00 A.M.-12:00 P.M. and 1:00 P.M.-4:00 P.M. Monday through Friday. After regular business hours keys may be signed out at the Switchboard or by calling security (x4444). EACH DRIVER IS REQUIRED TO PICK UP AND SIGN FOR THEIR KEYS.
Before leaving fill in the beginning mileage in the mileage log record book (kept in the glove compartment), check the gas gauge, and fasten your seat belt. STATE LAW REQUIRES THE DRIVER AND ALL PASSENGERS IN THE FRONT SEAT OF A VEHICLE TO WEAR A SEAT BELT. You will receive a Carleton Credit Card with your keys. Use this card to purchase gas anywhere. Be sure to put the gas receipt into the card holder and return it with the keys. If the gas tank is less than three quarter full when you return, have it filled.
On return, complete the mileage log book, plug in the car--in cold weather, check the car carefully, remove all litter, close windows (and latch them if applicable), lock doors, and report any damage, malfunction, or accident to the Security Services Office immediately upon your return to campus. Accidents, which occur off campus property, should be reported to local police. Return car keys promptly either to the Switchboard (after hours) or to the Security Services Office.
TRAVEL POLICY GUIDELINES
The following Athletic Travel and Expense Policy has been established to provide guidelines on College athletic travel and employees on business assignments.
This policy guide is being issued in an effort to provide a greater level of service to College travelers, and to meet IRS tax and legal requirements with regard to expense reimbursements. The College has established guidelines that meet and may exceed IRS requirements.
Insert Bag lunch request form.
Travel should be used to accomplish College business objectives in a cost efficient manner.
It is College policy to reimburse employees for all expenses that are reasonable, necessary, and actually incurred when traveling on authorized College business.
Activities that justify the reimbursement of travel expenses include team travel, recruiting, scouting, conventions, conferences and seminars that are related to the employee's position. Prior approval for travel must always be obtained from the Athletic Director. Approval is subject to budgetary limitations. Full-time faculty will be expected to pay for conferences and seminars through their professional development moneys.
Employees are expected to exercise prudence in their selection of ground transportation at their destination. For trips involving shorter distances, employees may use a College vehicle if available, or their own car.
For group travel, air transportation will be booked in the most efficient and cost effective manner possible. For trips involving shorter distances College vehicles, rental vans or cars, buses, or motor coaches will be used.
All employees and teams shall travel coach or economy class and shall stay and eat in moderately priced establishments while traveling on College business.
Travel expenses are reported on the Travel Reimbursement available from Linda Luedke. This form should be accompanied by original documentation of expenses.
To qualify as nontaxable, the reimbursement must be for a legitimate business expense and the expense must be properly substantiated.
Employees are expected to:
Exercise good judgment with respect to expenses. The employee is expected to determine the most economical means of obtaining lodging, meals, and transportation.
Spend College money as carefully and judiciously as they would their own.
Utilize claim reimbursements only for necessary and reasonable business expenses. The employee is expected neither to lose nor gain financially.
Utilize Corporate American Express Cards whenever possible. In the event that CAE card utilization is not possible, a personal credit card may be used.
****On extended road trips, leave itinerary and list of participating staff and players with the Athletic Secretary for emergency purposes.
All travel arrangements including air travel, lodging, and rental car should be made through the most reasonable and reliable provider possible.
****NCAA travel arrangements will be outlined in the specific sport Championship Manuals and should be organized by the HEAD COACH .
Travel Expense Voucher's are available from the Athletic Administrative Assistant. Instructions for completing the form are on the backside of the form.
Expense Account Instructions:
All College employees to record business expenses use the Travel Expense Voucher relating to Travel and Entertainment.
The College requests that the Travel Reimbursement Form be submitted promptly following the completion of the week in which the expenses are incurred. Coaches will be responsible to submit all related travel receipts with the Travel Reimbursement Form.
- Important #'s
- Coaching Staff
- News Media
- PEAR Philosophy
- NCAA Division III Philosophy
- Athlete's Welfare
- Minnesota Intercollegiate Athletic Conference
- Facility Descriptions
- Overview of "The Season"
- Traveling Policy Guidelines
- Athletic Training
- Purchasing Procedures