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WESTERN WYOMING COMMUNITY COLLEGE

GENERAL ADMINISTRATIVE REGULATION

 

Authorized Drivers for College Activities

 

 

INTRODUCTION

            The purpose of this general administrative regulation is to provide certain guidance regarding the operation of the College's motor pool vehicles and the operation of private vehicles used for College business.

 

AUTHORIZED DRIVERS

            Drivers of College vehicles must be authorized and qualified to drive by the College.  Usually, drivers are full or part-time employees or College students.  However, other qualified drivers may be authorized to drive from time to time.  These guidelines also apply to persons driving private vehicles on College business.  Notwithstanding the information below, any licensed driver may drive on College business in an emergency situation.

 

QUALIFIED DRIVERS

            Persons qualified to drive on College business include the following:

 

(1)       Persons having a legal, valid drivers license which permits them to drive a motor vehicle in Wyoming and/or other pertinent jurisdictions.

 

(2)       A student may drive on College business under the following conditions:

            a)         He/she is approved by the applicable Vice President or his designee;

            b)         He/she has a legal and valid drivers license, additional documentation may be required;

            c)         His/her driving record, as checked by the College, contains no more than one accident or moving violation during the past three years and no "major" violations such as a hit-and-run, DUI, reckless driving or license suspension during the past five years;

            d)         He/she is at least 18 years of age;

            e)         He/she has been approved to drive by the College.

 

(3)        Full and part-time employees as well as other drivers must be approved to drive by the College.  Generally, full-time and part-time employees cannot have more than two accidents or moving violations during the past three years and no "major" violations such as a hit-and-run, DUI, reckless driving or license suspension during the past five years. 

 

 (4)      Persons found to be unqualified to drive on College business will have their driving record reviewed by an appropriate College employee.  Employees found to be unqualified to drive may be excluded from driving on College business.  This determination will be made on a case-by-case basis.  The College President will make the determination after considering a recommendation from the supervising vice president.

 

PROCEDURE FOR CHECKING DRIVING RECORDS

 

(1)       The Physical Resources Office will keep a listing of authorized drivers by category, e.g. full-time and part-time employees, students and others.

 

(2)       The Vice President for Administrative Services Office will submit names of individuals and other required information to the College's automobile insurance company or to the State of Wyoming for review.  Results of the review will then be forwarded to the Physical Resources Office.

 

 

Approved:       Executive Council:  July 17, 2003

Revised:  December 2, 2011

 

 


 

WESTERN WYOMING COMMUNITY COLLEGE

GENERAL ADMINISTRATIVE REGULATION

 

Sports Utility Vehicle and Multi-Vehicle Out of Town Trips

 

 

PURPOSE

            This general administrative regulation is designed to promote safe driving of the Colleges 9-passenger SUVs to limit the College's liability through sound risk management techniques and to complement the Colleges athletic and activity endeavors.

 

            The 9-passenger SUVs typically presents some risks and challenges which are different than driving a smaller vehicle.  First, usually there are more individuals in the vehicle for which the driver assumes a level of responsibility for their safety and second, 9-passenger SUVs typically handle differently on the highway and thus some additional training is beneficial to the driver.

 

STUDENT AND EMPLOYEE DRIVERS

            Generally, only those students and employees who are age 21 or older and have had at least five years of driving experience will be allowed to drive College 9-passenger SUVs.  Exceptions to this policy may be made by the appropriate Vice President under unusual circumstances.  Moreover, these students and employees must fulfill the other requirements set forth below in order to drive the Colleges SUVs.

 

DRIVING ELIGIBILITY

            The College has established eligibility requirements for all individuals who drive either College or personal vehicles on College business.  These requirements apply to SUV drivers as well.

 

TRAINING FOR SUV DRIVERS

            Before drivers of SUVs commence driving, they must complete training conducted by the College.  The training consists of classroom instruction and practice driving.  The drivers will be evaluated by the trainer.  Both the driver and the trainer will sign off on a designated form attesting that the training has taken place.  This form shall be delivered to the Physical Resources Department and filed.

 

INTERVIEWS FOR SUV DRIVERS

            Before drivers of SUVs commence driving, they must be interviewed by a Vice President or an Associate Vice President at the College.  A checklist of the issues discussed, signed by the driver and Vice President/Associate Vice President, shall be delivered to the Physical Resources Department and filed.


"POOLS" OF TRAINED DRIVERS

            The College will strive to maintain a "pool" of trained drivers in various areas such as theatre, music, dance, athletics, and outdoor recreation.

 

PHYSICAL RESOURCES RESPONSIBILITIES

            The Physical Resources Department, working in conjunction with the Office of the Vice President for Administrative Services, shall be responsible for keeping track of which SUV drivers have had training, the required interview, and have otherwise met the standard eligibility requirements for College drivers.  This Department also has the responsibility of performing regular maintenance and safety checks on the SUVs.

 

 

Approved:      Executive Council:  August 18, 2000

 

 

 


 

 

WESTERN WYOMING COMMUNITY COLLEGE

GENERAL ADMINISTRATIVE REGULATION

 

Mileage Reimbursement

 

A.     GENERAL

 

These regulations are issued in compliance with Board Policy/Procedure 3910A and pertain to mileage reimbursement for employees and members of the Board of Trustees using private vehicles on College business, for internal departmental charge-backs, and for related travel matters.

 

B.     INTERNAL CHARGES FOR USE OF WWCC VEHICLES

 

        a.    Large College Bus..................................................89.0 cents per mile

        b.    Intermediate College Buses.....................................59.0 cents per mile

        c.    Suburbans.............................................................41.0 cents per mile 

        d     Mini-Vans..............................................................31.0 cents per mile

        e.    College Cars..........................................................31.0 cents per mile

               

 

C.     EMPLOYEES' USE OF PRIVATE VEHICLES

 

Employees should make every effort to schedule vehicles as far in advance as possible.  If a College vehicle is not available, the mileage allowance is based on the type of private transportation approved by the authorizing College officer as necessary to conduct the travel required.

 

If an appropriate College vehicle is not available for use, the reimbursement rate will be at the standard I.R.S. mileage rate of 56.5 cents per mile, subject to adjustment automatically upon a change by the I.R.S.  Members of the Board of Trustees using a private vehicle for College travel will be reimbursed at the standard I.R.S. rate.  If an individual chooses to use his/her vehicles,the reimbursement rate shall be 41.0 cents per mile.

 

A private vehicle must be used by a College employee traveling on College business (as opposed to a College motorpool vehicle) if the vehicle is scheduled to be parked at an airport parking facility for more than two (2) consecutive business days (Monday-Friday).  In this instance, the reimbursement rate will be 45.0 cents per mile.  Exceptions may be made by the supervising Vice President for good cause.

 

Employees are expressly prohibited from using personal private aircraft (non-common carriers) or motorcycles to conduct College business travel, unless written permission is granted by the College President.

 

D.     BUDGET-CODING

 

No keys will be disbursed by the Maintenance Department unless a specific (and proper) budget code has been given to the disbursing authority.

 

E.     MAINTENANCE DEPARTMENT REGULATIONS

 

These administrative regulations do not prohibit the Director of Physical Resources from establishing regulations from time to time governing the use of college vehicles.

 

A copy of these regulations together with a copy of any regulations promulgated by the Director of Physical Resources shall be included in all key packets.

 

F.     EFFECTIVE DATE

 

The effective date of these administrative regulations shall be June 1, 2008.

 

Approved:  Executive Council:  June 27,  2005

Revised:  April 9, 2008, Effectve:  June 1, 2008

 

 


 

 

WESTERN WYOMING COMMUNITY COLLEGE

GENERAL ADMINISTRATIVE REGULATION

 

Travel and Expense Reimbursement

 

GENERAL

 

This regulation is issued in compliance with Board Policy/Procedure 3910A and pertain to travel and expense reimbursement for employees and members of the Board of Trustees who travel or incur expenses while carrying out duties authorized by the College or the Board.

  • Travel reimbursement requires a minimum of four hours time away from an employee's base of operations.
  • When traveling with family members, the costs associated with others travel expenses will be borne fully by the employee with no costs associated with that travel being billed to the institution.

                  Family members may not travel in college vehicles.

  • Personal travel before or after business travel must be approved by the employee's supervisor before making the travel arrangements and personal travel costs must be borne by the employee.

 

EXPENSES INCURRED OUTSIDE SWEETWATER COUNTY

 

Meals   (No Receipts Are Required)

 

            In-State

            $32 for a 24 hour period

            Breakfast          $ 7 - if business requires one to leave before 7 a.m.

            Lunch               $10 - if business requires one to be away from campus

                                             between 11:30 a.m. and 1:30 p.m.

            Dinner             $15 - if business requires one to be away from campus until

                                             after 6 p.m.        

 

            Out-of-State:  GSA per diem rates apply.

           

            International:  For International travel, State Department Foreign Travel rates will apply.       

 

      Employees should not request per diem meal reimbursement for those meals paid for by the convention or seminar registration fees or by other organizations providing the meal.  When attending a conference or meeting, a copy of the agenda must be provided, indicating which meals were provided as part of the event.

 

       Written exceptions to these per diem reimbursement rates may be made by the College   President or a Vice President.

 

Lodging   (Receipts Are Required)

 

Whenever possible, lodging expenses should be paid directly by the College.  This eliminates in-state sales tax and often allows for lower rates.

 

            In-State

When traveling in-state, travelers must use the Certificate of Exemption for State Sales and Use Tax.  Sales tax expenses will not be reimbursed to the traveler.  The College will pay reasonable single occupancy rates.  Employees should ask for the state government rate and should use a College voucher or College purchase card to pay for the room to avoid Wyoming state sales tax. 

 

            Out-of-State

The College will pay reasonable expenses.  If one stays at the convention/seminar site, the rate will generally be considered reasonable.  Personal responsibility in arranging lodging is expected of all travelers.  The appropriate vice president shall approve motel/hotel reimbursement rates.

 

Miscellaneous Expenses   (Receipts Are Required)

 

Reimbursement for other approved necessary and reasonable expenses shall be made by the College.

  • When traveling for longer than two weeks without returning home, laundry expenses may be eligible for reimbursement.  Receive approval for this from your supervisor.

 

MEAL EXPENSES INCURRED IN SWEETWATER COUNTY

 

The intent of this provision is to provide meal reimbursements to employees who attend

functions such as Chamber of Commerce luncheon meetings, etc. as representatives of

the College. 

 

If employees attend a meeting or other function in Sweetwater County with the approval

of their supervisor, and request reimbursement for meal expenses associated with the

event, the College will reimburse the employee for the cost of the meal up to the

respective per diem rates for meal expenses incurred in Wyoming outside of Sweetwater

County. The employee must submit a receipt. The employee's supervisor must approve

the reimbursement request.  For these expenses, College purchase cards may not be

used.  For bona fide meal expenses which exceed the respective per diem

reimbursement rate, the College President or a Vice President may make a written

exception.

 "BUSINESS" RELATED MEAL EXPENSES INCURRED BY EXECUTIVE COUNCIL MEMBERS OR OTHER AUTHORIZED EMPLOYEES

 

From time to time, members of the Executive Council, or other employees authorized by a member of the Executive Council, may incur "business" related meal expenses.  The intent of this provision is to allow authorized employees to obligate the College for reasonable meal expenses incurred in the course of normal business operations.  These expenses may be paid for via a College purchase card.  Receipts must be provided.  A member of the Executive Council must approve all such expenses.

 

BOARD MEMBERS AND COLLEGE PRESIDENT EXEMPTED

 

Members of the Board of Trustees and the College President are exempted from the reimbursement limitations provided herein.  Payment for these meals may be made via College purchase cards.  Receipts must be provided.

 

Transportation

 

Airline Travel 

Reasonable airfare will be reimbursed to travelers for business travel.  First class or other upgraded seat costs will not be reimbursed to the traveler.  Should the traveler wish to upgrade, only the costs of a coach seat will be reimbursed and travelers should provide the comparison of the two costs.

 

Rental Cars

All rental vehicles, other than those rated at the Economy level, must have prior approval from the traveler's supervisor, prior to making the reservation.

 

Local Transportation

Taxis, subways, light rail and other transportation costs associated with business travel will be reimbursed as long as the travel is required to engage in the business activity.

 

 

Approved:                   Executive Council:  November 22, 2005

Revised Effective:       November 17, 2008

Revised Effective:       July 1, 2012

Revised Effective:       December 15, 2016

 

 


 

 

WESTERN WYOMING COMMUNITY COLLEGE

GENERAL ADMINISTRATIVE REGULATION

 

Administrative Travel Regulation

 

 

General

When traveling on College business, a majority of the members of the Executive Council are prohibited from riding together at the same time in a College vehicle, another vehicle owned by a public or private entity, a private vehicle, or a common carrier, except as may be approved by the College President.

 

Applicability of this Regulation

This regulation applies to all travel beyond the borders of Sweetwater County, Wyoming.

 

Effective Date

This travel restriction shall be effective immediately upon the approval of this regulation by the College President.

 

 

Approved:  Executive Council:   March 17, 2009

 

 

 


 

 

WESTERN WYOMING COMMUNITY COLLEGE

GENERAL ADMINISTRATIVE REGULATION

 

Traveling Companions of Drivers for College Activities

 

 

INTRODUCTION

The purpose of this general administrative regulation is to limit the College's liability exposure in the event of a vehicular accident.

 

GENERAL RESTRICTIONS

The College does not allow individuals not directly associated with the College activity to ride in a College vehicle destined to or from the activity. This prohibition extends to spouses of employees or students, children of employees or students, friends of employees or students or other individuals not directly associated with the College activity.

 

EXCEPTIONS

Realizing that there might be extenuating circumstances, which would warrant an individual not directly associated with the College activity to accompany an employee or student in a College vehicle, the supervising Vice President may approve an exception in writing.  These exceptions should be rare.

 

 

Approved:  Executive Council:  July 10, 2003

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