/Institutions/Piedmont-College/json/2025-2026/Policies-and-Procedures-Manual-local.json

/Institutions/Piedmont-College/json/2025-2026/Policies-and-Procedures-Manual.json

3.3.1 Travel and Vehicle Policy

This policy applies to all employees/departments and all travel-related funds administered by the University regardless of the funding source.

The traveler is responsible for complying with Piedmont University travel policies and procedures and obtaining and maintaining required documentation related to the travel. Travelers must also comply with federal policies, laws, and regulations. Travelers will be personally responsible for reimbursing excess costs, including those created by circuitous routes, avoidable delays, luxury accommodations and services unnecessary/unjustified in the performance of official business. 

 

Official Primary Workplace– is based on the employee’s assigned campus for each particular day and where each employee performs the majority of the assigned duties for their position on each day.

 

Pcard/DIVVY Card Eligible and Reimbursable Travel Expenses (Travel Checklist)

Expenses must meet the following minimum requirements to be eligible for use of a Piedmont University Pcard/DIVVY Card or for reimbursement:

• Prior Approval: Faculty, staff and student travel must have prior approval by the supervisor/dean and unit vice president.
• Prior Approval will include:
  • Reserving an Enterprise Car Share through the Piedmont University Enterprise portal; or 
  • Documenting through the portal that using a personal vehicle for travel and receiving reimbursement is cost-effective; or
  • Reserving a long-term rental located on Piedmont campus; or
  • Reserving a short-term rental car through Enterprise if there is no car share or long-term rental car available to the traveler and it is demonstrated that this is the most economically feasible option. 
• Business Purpose: Travel must support the business purpose of Piedmont University.
• Adequate Records: Adequate records and documentary evidence, such as detailed receipts, are required for all lodging and other expenses.
• Compliance: Transactions must be in compliance with Federal and State laws. Piedmont University will not compensate employees for milage and/or time for travel to and from employee’s official primary workplace. 
   
   The use of a Piedmont University authorized vehicle shall be for business purposes only and must be approved, in advance, by the employee’s supervisor. (See above section on Prior Approval.) Regularly scheduled business travel including but not limited to supervising student clinicals, internships, and student teaching shall be approved at the beginning of each semester by the immediate supervisor/Dean and appropriate vice president using the travel documentation found in links below. 

Travel Pre-Approval Request Application- the Faculty/Staff Travel Pre-Approval Application is to be used by all faculty and staff to authorize travel prior to establishing travel plans. Travel includes overnight and international travel, as well as, same day air travel. Travel requests are to specify the nature of travel and cost estimate of the trip before the application is submitted to the supervisor for initial approval. The employee (or supervisor) is responsible for forwarding the request to the unit vice president for final approval prior to commencement of travel. Once all required approval signatures have been obtained on the form, the form should be forwarded to the Controller’s Office.

The traveler must use the most economical and practical standard mode of transportation, taking into consideration time, cost, and reasonableness.

 

Student Travel Pre-Approval Application - Faculty and staff sponsoring students to attend events should complete a Student Travel Pre-Approval Application and submit it to the unit Department Chair/Supervisor for approval prior to travel. 

 

Student Meal Allowance Request and Acceptance - At least a week in advance of approved travel, a Request a Payment form should be submitted to the Controller’s Office.

This form should request $25 per student/day to cover daily meal expenses ($5 breakfast, $7 lunch and $13 dinner allowance). The request should include trip details, each student’s name, number of days and each student’s total per diem amount each day. The faculty/staff member will have each student sign a Student Acceptance Form to indicate they have received their per diem funds for the event and submit the signed form to the Controller’s Office. How students manage their meal money is then up to them. No expense report is required for meals.

 

Travel

If the employee departs earlier than one (1) day before a conference or workshop or returns more than one (1) day following the event, a valid business justification must be provided to support any additional expenses incurred. Travelers should always return home the day the conference or workshop ends, provided they can arrive home at a reasonable hour.

Pre-approved transportation costs by common carrier (air, bus, or rail) for authorized, official travel are allowable for reimbursement. The cost of airfare approved for reimbursement is limited to the lowest priced airfare available. When the traveler is approved to drive a personal vehicle in lieu of using a commercial carrier, reimbursement will be at the approved allowable mileage rate or the applicable coach airfare rate, whichever is lower. The University will only reimburse for the most economical and practical mode of transportation. This documentation should be obtained prior to departure, using the dates that would be required if flying. If no documentation is provided as evidence, Accounts Payable will reimburse based upon the information gathered at the time the reimbursement is submitted. Infrequent exceptions to this limit may be granted when a valid business reason can be substantiated, in advance of the trip, to the Controller’s Office.

Claims for meals or lodging for additional travel time resulting from driving will not be reimbursed. In addition, extra travel time necessitated by the traveler’s optional use of private transportation is not considered time worked and must be taken as a vacation.  If a rented or car share vehicle is used, extra travel time will not be granted for optional/additional use.

Lodging

To secure reimbursement, original itemized receipts are required for hotel charges incurred. Reservations should be made in advance whenever practical, and efforts should be made to obtain discount rate accommodation whenever possible. Reimbursement for lodging varies according to arrival and departure requirements. Unless prior approval is received, previous day arrivals and extra-day stays are not reimbursed.

Meals

To secure reimbursement, the original itemized receipts are required for the cost of meals incurred within reasonable amounts. Daily travel allowance for three meals is $36 ($7 breakfast, $9 lunch and $20 dinner allowance), including tax and tips. If reimbursement is for persons other than the traveler, IRS regulations require that the names of the individuals involved, and the purpose of the expense be provided. The following guidelines apply to reimbursement of meal expenses:

1. The following meal expenses are reimbursable provided expenses are incurred, and receipts are submitted. Employees who depart for an overnight trip prior to 6:30 a.m. can use a Pcard/DIVVY card or request reimbursement for breakfast. On the returning day of travel, employees returning prior to noon will be reimbursed for breakfast only. Employees returning prior to 5 pm will be reimbursed for breakfast and lunch only.

2. Employees who are official university representatives may be reimbursed for meals that are an integral part of a scheduled, official meeting. Reimbursement may be authorized, however, if the meeting is with persons outside the employee’s department and if the meeting continues during the meal.

3. Employees may be reimbursed for a noon meal if the meal is a scheduled part of an intra-university meeting or training session (i.e., the meeting or training session continues during lunch and the employees do not leave the premises of the meeting site). Reimbursement for the meal expenses may be documented by a copy of the formal written agenda. Employees will not be reimbursed for noon meals when they are included as part of a required registration fee.

4. When more than one University employee is present during a meal, the senior level employee is typically responsible for paying the bill and seeking reimbursement. Alcoholic beverages may be purchased by the President and Vice Presidents of the University when the purchase is for reasonable entertainment for University business. No alcohol may ever be served to students or minors.

5. Business meals are meals taken during which specific University business discussion takes place.

 

Reimbursement

Expense Report–Upon returning from University approved travels, travelers are responsible for preparing an Expense Report found on the Piedmont University SharePoint page.  List all reimbursable items and submit the report along with the necessary supporting documentation for review and supervisor approval. Receipts must be itemized, attached to the expense report and show proof of payment.   Expense reports must be submitted within 15 calendar days of the conclusion of the expense or trip. 

Scanned Receipts – Electronic copies of documentary evidence are acceptable by the IRS per Revenue Procedure 97-22. The copies must be identical to the originals and contain all of the information on the original receipt.

Mileage Reimbursement – Mileage will be reimbursed at the current IRS approved rate. Request for mileage reimbursement must be accompanied by a log (Vehicle Mileage Log)  providing the starting point and destination to support the number of miles involved. Mileage reimbursement is in the event of use of a private vehicle to travel to an alternative work location, including but not limited to recruiting events, college fairs, conferences, etc. All mileage reimbursements must be approved by the immediate supervisor. Prior to using a personal vehicle for travel, it must be determined that car share or short-term rental options are not more practical and economical.   See section above related to “Prior Approval.”

 

Travel Expenditures not eligible for Pcard/DIVVY card use or reimbursement:

Expenses not directly related to the performance of the travel assignment are non-reimbursable, regardless of funding source. Examples of Non-Reimbursable Travel Expenditures include, but are not limited to:

• Books, Magazines, Newspapers for personal use

• Child-care, babysitting, adult or senior care, house-sitting, pet-sitting/kennel charges

• Commuting between home and campus

• Costs incurred by traveler's failure to cancel transportation or hotel reservations in a timely fashion

• Evening-wear rentals; formal wear expenses

• Flowers

• Gifts

• Haircuts and personal grooming

• Laundry and dry-cleaning; shoeshine services

• Passports, vaccinations, and visas, unless required as a specific and necessary condition of the travel assignment

• Personal entertainment expenses including in-flight movies, headsets, health club facilities, hotel pay-per-view movies, in-theatre movies, social activities, and related incidental costs

• Travel accident insurance premiums and/or purchase of additional travel insurance

• Spouse or Dependent Expenses

• Valet parking expenses when self-parking is available

• Travel time and/or mileage to or from work, including engagement in incidental activities before or after work.

•    Coffee and other beverages, snacks, etc. outside of daily total meal allowance. 

 

Vehicles Policy

Piedmont University has an Enterprise Corporate Agreement for short-term rentals, long-term rentals, and car share options available to pre-qualified and pre-approved drivers of the University conducting official University business including recruiting and transportation for student services/athletics. 

Vehicle Logs must be maintained for 15-passenger vans, and Piedmont University owned vehicles that are used for business purposes other than facilities management.

All University faculty/staff drivers must be cleared to drive through the background check process that takes place as a new hire and regularly thereafter. Volunteers and students are not allowed to drive University vehicles, including golf carts. All faculty/staff passenger van drivers must be 25 years or older.

Vehicle Request and Pick Up:

1. For short term rentals, make sure the Enterprise representative completes a pre-inspection checklist with you and point out immediately any dents, dings, or other issues to the representative and ensure they notate that on their inspection checklist.
2. For long-term, department shared vehicles, a designated person must be responsible for signing in/out the vehicles and securing and providing keys to approved drivers.   This individual should also inspect the cars before and after each use to ensure no damage has occurred.

 

Long-term Rental and Car Share Return:

Upon completion of University-related use:

1. Fueling: 
   1. Fill the vehicle with fuel at a station close to the University before returning it to campus. If using a PCard/DIVVY Card or requesting reimbursement, a receipt must be provided.  
   2. For vehicles returned without a full tank, the department will be charged a $50 service charge in addition to the cost to refuel.

2. Vehicle Return:  
   1. Vehicles that have been reserved and checked out for a particular time span must be returned by the end of the period requested to the proper location so that others who have reserved the vehicle are not delayed.   In no circumstance should a shared vehicle be reserved for days that the vehicle will not be used, as this eliminates options for other Piedmont travelers and might cost the University additional funds.
   2. Clean out vehicle. This includes cleaning out all trash and crumbs that may have fallen in the seats or floor. For vehicles returned without a full tank, the department will be charged a $50 service charge. Driving privilege may be revoked for returning a messy vehicle.  
   3. Long-term Rental Return: Return vehicle key to supervisor/department head. 
   4. Car Share Return: Car Share keys should be locked in the vehicle.  
   5. For long-term department shared rentals, the keys must be kept in a secure location by the department’s individual who has been assigned responsibility for signing in/out the vehicle and inspecting the vehicle after travel.

 

Maintenance and Repairs:

1. Leased 15-passenger vans (athletics) – maintenance and repairs are to be completed by Akins Ford. Contact the Controller’s office when maintenance and repairs are needed. 
2. Enterprise Vehicles – Enterprise is responsible for maintenance and repairs on all Enterprise vehicles. If traveling and there is a maintenance issue, contact Enterprise for a replacement. If the vehicle is on campus, contact Human Resources or Controller’s office to report problem. 

 

Vehicle Safety Program

Purpose

The purpose of the Piedmont University safety program is to reduce incidents of preventable accidents involving employees who drive on University business.  To make the program work, the following activities are incorporated: driver safety orientation, motor vehicle records checks, defensive driver training and education as needed, vehicle inspections, regularly scheduled vehicle preventive maintenance, and accident reporting, investigation, and review.

 

Information shall be shared with management and employees, and corrective action employed, which may include suspension of driving privileges or termination of employment if driving is an integral part of the employee’s position, to reduce the likelihood of reoccurrence.   

 

Responsibilities

 

• It is the responsibility of management to advise employees of the vehicle program, provide initial safety instructions, and enforce the program should an employee operate a motor vehicle in a manner which is inconsistent with the policy.  
• All accidents and moving violations that take place in a University vehicle need to be reported to the employee’s manager immediately.  A law enforcement report MUST be obtained. The Controller’s Office and Human Resources should be notified as soon as possible; especially in the case of shared vehicles that are involved in an accident but may have already been reserved by another user for a near-future date.
• It is the responsibility of any employee assigned or authorized to use a University-owned, leased, or rented vehicle to notify his/her supervisor of a suspension or revocation of their driver’s license.  Failure to do so will result in disciplinary action.
• Employees are responsible for maintaining their assigned vehicles per the vehicle manufacturers’ operating and maintenance guidelines and operating their vehicle safely and responsibly.
• Employees are responsible for complying with all Federal, State, and Local traffic regulations and ordinances related to driving safety and vehicle operation. 
• Employees are responsible for paying all fines related to vehicle use. 

 

 

Driver Selection Criteria – 

It is a privilege, not a right, to drive a vehicle for Piedmont University business.  Before anyone is allowed to drive a University vehicle or their personal vehicle for University business, a current 3-year motor vehicle record (MVR) must be obtained.   Driving records (MVR's) will be reviewed at least annually on all designated drivers.  It is the responsibility of the immediate supervisor to ensure that only authorized employees are allowed to operate a University vehicle.

 

 

• Minimum age 21 years old for non-CDL drivers and CDL drivers.
• Valid driver’s license.
• An MVR that meets University MVR criteria.
• Must pass University drug screening requirements.

 

Employees must complete the Fair Credit Reporting Authorization form and driver agreement before an MVR is able to be run for that employee.

For positions at Piedmont University that regularly require the employee to drive as part of the position duties, maintaining an acceptable driving record as obtained through the MVR process is expected. If an employee is not able to perform the duties of their position due to a failure to maintain an acceptable driving record as described below, they may be subject to a position transfer (if available), demotion, or employment termination. 

Candidates for employment will have an MVR pulled prior to the full on-boarding process. If a candidate for a position that requires driving does not meet the acceptable standards as listed below, the verbal offer of employment will be withdrawn.

Required Steps to pull MVRs:

1. Distribute Fair Credit Reporting Authorization form authorizing the obtainment of the MVR.
2. Communicate University expectations regarding driving for University business using driver agreement.
3. Obtain Motor Vehicle Records from the State Dept. of Motor Vehicles or a contracted vendor. 
4. Review MVRs using evaluation criteria and determine next steps for borderline or prohibitive driving performance including historical driving performance. If it is determined necessary, require attendance at a defensive driving course, suspend driving privileges or implement other disciplinary actions.
5. Incorporate driver awareness training, in-vehicle testing and coaching and educate on defensive driving techniques. 
6. Periodic vehicle maintenance should be completed to optimize vehicle performance.

 

Summary

Distribute the Fair Credit Reporting Authorization form and a driver agreement to your employees. Collect signed copies and store them in personnel files for future reference.

 

 

Driver Selection Criteria 

MVRs should be obtained during the employment selection and screening process and annually thereafter. MVRs also should be obtained following accidents.  For drivers who have marginal driving records, MVRs should be obtained more frequently. For current employees who drive for university business, or those moving into positions that involve driving for university purposes, routine MVR reports are required.

 

Evaluating:

Once accident and/or traffic violation information is obtained, it will be evaluated.  Violations are generally classified as major (serious), minor and non-moving.  Non-moving violations are ordinarily not included in the evaluation process.   Accidents might not be classified as preventable or non-preventable on the MVR.  If the MVR includes accidents, it is important to discuss the details of the accident with the driver to help you determine preventability.

All accidents and violations should be evaluated, not just those occurring on the job.  Any drivers with a Major Violation (see definition below) in the past 3 years or DWI/DUI within the past 5 years will be disqualified from driving University vehicles.

Major violations generally include:	Minor violations generally include:	Non-moving violations generally include:
Leaving the scene of an accident will be evaluated as major or minor violation upon review Driving under the influence of drugs or alcohol Reckless negligent driving Careless driving will be evaluated and classified as a major or minor violation upon review Felony, homicide, or manslaughter involving the use of a motor vehicle License suspension or revocation resulting from accidents or moving violations Failure to stop and report an accident (hit and run) Excessive Speed (>20 mph over) Speed contest or racing	Excessive Speed (< 20 mph) Failure to stop or to obey traffic signs Failure to yield Illegal turn will be evaluated and classified as a major or minor violation Driving too fast for conditions Unsafe lane change Following too closely	Parking tickets Motor vehicle equipment violations Failure to have a valid operator’s license available where one actually exists   *Non-moving violations are typically not included when evaluating MVR

 

 

The following MVR Evaluation Grid should be used in conjunction with the associated accidents or violations for most recent 3 year driving history.

	NUMBER OF PREVENTABLE ACCIDENTS
NUMBER OF MINOR VIOLATIONS	0	1	2	3+
0	CLEAR	ACCEPTABLE	BORDERLINE	POOR
1	ACCEPTABLE	ACCEPTABLE	BORDERLINE	POOR
2	ACCEPTABLE	BORDERLINE	POOR	POOR
3+	POOR	POOR	POOR	POOR
Any Major Violations  (Past 3 Years) or DWI/DUI (past 5 years)	POOR	POOR	POOR	POOR

 

• “Borderline” drivers, check MVR every 6 months.  Driving Privileges subject to no deterioration in the 3-year record. 
• “Poor” drivers should be prohibited from driving a University vehicle.

 

Use of Personal Vehicle for University Business

If it is approved for an employee to drive their own vehicle instead of an Enterprise vehicle on University business, the following criteria must be met:

• Follow all University vehicle safety policies and procedures.
• Must meet University driver selection criteria.
• Must maintain personal insurance limits of liability to $100,000/300,000/50,000 split limits or $300,000 combined single limits, including adequate limits for Uninsured Motorists (UM) and Underinsured Motorists (UIM). If an employee does not have $100,000/300,000/50,000 split limits or $300,000 combined single limits they must use an Enterprise vehicle for business travel.
• Must ensure the policy does not exclude coverage for business use of the vehicle.
• Must submit mileage reimbursement rather than using a P-card for putting gas in their vehicle.
   
   

Cellular Phone Safety 

Cellular/ mobile phone use should be minimized within the flow of traffic while operating a University vehicle or employee-owned vehicle used for University business. Any driver intending to place or receive a call should pull off the road to a safe location to complete calls.

 

If it is critical to utilize a cellular/ mobile phone for University business, navigation or personal safety while operating the vehicle, follow these general guidelines- 

• Refrain from placing or receiving unnecessary calls. Allow voicemail to handle calls. 
• Keep necessary conversations brief. Exit the roadway if necessary to complete a conversation. 
• Do not engage in stressful or emotional conversations while driving. 
• Never take notes or look-up information, such as navigation details, while driving. 
• Suspend conversations during hazardous situations, including congested traffic or bad weather. 
• Always adhere to the Hands-Free Act when using your mobile device and driving.

 

Cellular texting and internet use is strictly prohibited while operating University vehicles and while driving personal vehicles on University time/business.

 

Violators Subject to Discipline. Employees who fail to comply with this policy may be subject to disciplinary action up to and including discharge for cause. 

 

Accident Procedures

Every driver is required to promptly report to his/her supervisor, Human Resources, and Controller’s Office any accident or moving violation in which they are involved while operating a University owned, leased or rented motor vehicle, or personal vehicle being used for University business. This means reporting any contact between the University vehicle and another vehicle, person, or fixed object which results in death, injury, or property damage. Single vehicle accidents must be reported regardless of the severity of damage to the vehicle or injury to the driver. Such contact must be reported as an accident regardless of who was hurt, what property was damaged and to what extent, where it occurred, or who was responsible. All accidents must be reported immediately.  

All the facts, favorable or otherwise, must be reported.  Copies of any law enforcement reports generated by the accident will be requested by management for review.

• Call for medical aid if necessary.
• Call the police. All accidents, regardless of severity, must be reported to the law enforcement. A law enforcement report is required, regardless of severity. 
• Record the names and addresses of the drivers, witnesses and occupants of the other vehicles and any medical personnel who may arrive at the scene.
• For a University owned vehicle: complete the form located in the vehicle accident packet. Pertinent information to obtain includes license numbers and names of other drivers, insurance information including policy numbers, other vehicles, make, model, and year of other vehicles, the date and time of the accident, and overall road and weather conditions.
• Do not discuss the accident with anyone at the scene except law enforcement. Do not accept any responsibility for the accident. Do not argue with anyone.
• Provide the other party with your name, address, driver's license number and insurance information.

All accidents in University vehicles, regardless of severity, must be reported to the law enforcement, Human Resources, the Controller’s Office and to your supervisor. Accidents are to be reported immediately (from the scene, during the same day, or as soon as practicable if immediate or same day reporting is not possible). Accidents in personal vehicles while on University business must follow these same accident procedures. Accidents resulting in an employee's personal injury must be reported to Human Resources for worker's compensation purposes. Failing to stop after an accident and/or failure to report an accident or failure to obtain a police report may result in disciplinary action, up to and including termination of employment. 

 

Vehicle Maintenance and Inspection Procedures

Drivers are responsible for ensuring the vehicles they drive are properly maintained. It is not the responsibility of other University personnel to detect and report problems with the vehicles you drive on a day-to-day basis.  Routinely inspect the vehicle and report any deficiencies to your immediate supervisor as soon as possible.

 

Driving Tips

 

1. Seat Belts
   1. Drivers and passengers of vehicles are required to wear seat belts at all times.  The driver is responsible for ensuring that passengers wear their seat belts.
   2. Employees that operate their personal vehicles for University business are also required to wear seat belts (including their passengers).

 

2. Speed and following distance.
   1. Most rear-end accidents occur when the trailing vehicle is following too close and/or going too fast. Make sure to maintain a two second to four second spacing (plus additional spacing for vehicle length and speed) interval between your vehicle and the vehicle in front of yours.
   2. Be aware of posted speed limits.
   3. When driving in inclement weather or when towing a heavy load, additional spacing should be allowed between your vehicle and the vehicle in front of yours. Speed should also be reduced.

 

3. Proper backing procedures
   1. Avoid backing up whenever possible. Before backing up your vehicle, walk around the vehicle to check for any objects in your path. Never assume your path is clear. Do not depend entirely on rear view and side view mirrors to detect objects in the path of your vehicle.

 

4. Poor Weather technique
   1. During heavy rainstorms, driver should increase following distance an additional four seconds. When pulling heavy loads or driving a heavy class vehicle, increase your following distance up to eight seconds.
   2. During or after heavy rain storms, reduce speed well in advance of intersections, interstate ramps and other areas where vehicles merge.
   3. During inclement weather (rain, fog, etc.) reduce overall speed to compensate for poor road conditions and visual impairment. Numerous accidents have occurred due to hydroplaning as a result of driving too fast for existing road conditions. Standing water WILL cause a vehicle to hydroplane.

 

5. Protecting against vehicle theft
   1. Always lock your vehicle and take the keys with you. Make sure all windows are closed securely.
   2. Do not leave valuables visible in your vehicle. Put them where they cannot be observed but do so before you park so you will not be observed storing the valuables.
   3. Park in well lighted and fenced areas when possible. Cars: At home, park in the driveway, or better yet in a locked garage. Avoid parking on the street. Trucks: Park in secured areas when possible. 
   4. If your vehicle is equipped with an anti-theft device, use it. Visible devices may discourage thieves.
   5. Do not leave your driver’s license in your vehicle. If the vehicle is stolen, a thief may use this documents to impersonate you.
   6. Do not leave anything in the vehicle with your address on it. It may invite home burglary.
   7. Do not discuss your destination, cargo contents, or other information with non-University personnel.