Travel Procedures and Policies

Procedures

Trip Coordinators are responsible for:

1. selecting an appropriate pick-up location
2. arranging for tickets in advance for the planned activity, when needed
3. securing certified van drivers
4. assessing the cost of the trip with the coordinator of retiree relations
5. contacting all new trip participants the week prior to an activity to confirm arrangements
6. arranging for step stool for van
7. arranging for group photograph

Coordinator of Retiree Relations is responsible for:

1. submitting a travel request form for the activity to secure vans
2. assessing the cost of the trip with the trip coordinator
3. tracking participants
4. assisting with trip coordination, as needed
5. submitting expense requests
    

Policies

1. All van drivers must be certified and pre-approved through the University’s Motor Pool.
2. Trip drivers are not required to pay the travel portion of the trip expense.
3. Because expenses are often accumulated in advance, trip tickets are non-refundable after the deadline date.
4. When possible, the trip van can stop and pick up participants at a designated point or exit on route to the destination.
5. If a trip participant chooses to drive separately, his or her personal mileage will not be reimbursed; however, if he/she is driving a personal vehicle to accommodate passengers who will not fit in a trip van, mileage will be reimbursed.
6. If a trip participant chooses to drive separately and notifies the trip coordinator by the deadline date, then he or she will not be required to pay the travel portion of the ticket price.
7. Retirees can bring guests to any function regardless of whether or not the guest is also a retiree.
8. The deadline for any retiree trip registration is two weeks prior to the activity.