Vans (See - Motor Pool)
All faculty and administrative employees
Albion College owns 15-passenger vans and a 26-passenger bus that may be used for College related business. Preference in scheduling all but one of the vans is given to sporting events. Others may reserve vehicles on a first-come, first-served basis.
Drivers of motor pool vehicles must have the appropriate driver's license. An annual review of driving records is conducted and kept on file in Facilities Operations. Drivers are responsible for the safe operation of the vehicles and are required to comply with all applicable laws. Seat belt use is required.
Vehicles are to be returned in a clean condition and any problems reported to the Campus Services supervisor.
Smoking and the use of other tobacco products is prohibited in College-owned or leased vehicles.
Drivers of College-owned or leased automobiles are to be drug and alcohol free. They are not to possess or use or have detectible levels of drugs (controlled substances) or alcohol in their systems while on duty for the college. Passengers are not permitted to possess or use any drugs (controlled substances) or alcohol while in transit.
A completed departmental charge form must be sent to Campus Services at least 10 days in advance of the scheduled departure. The form must include the destination, departure date, return date and designated driver and be signed by either the department director or department chairperson.
The department using the vehicles will be charged mileage (rates are determined by the Vice President for Finance and Management.)
Revised 7/97 - Cabinet approved
DRAFT_Motor Pool Passenger Vans and Brit Bus
All faculty and administrative employees
Albion College motor pool vehicles are to be used strictly for College-related business and employees are encouraged to use these vehicles if available. The Vice President for Finance and Administration must approve any use other than for College-related business before vehicles may be scheduled.
An E-form (four part form available through central stores) is necessary to schedule a 15 passenger van or the Brit Bus. The following information must appear on the E-form: account number for charges, group/class name, contact person and their extension, number of vans needed, purpose of trip, destination, date(s) van is needed, name(s) of approved driver(s), and signature(s) of approval.
Residential Life must approve requests for Residential Life functions. CPO must approve requests for student groups/organizations. Requests for First Year Experience must be approved by Drew Dunham, Registrar's Office. Albion College motor pool 15 passenger vans and the Brit Bus are to be used only for College-related business, the Business Office must approve any exception before vehicles can be scheduled. Per the PET AND OTHER ANIMAL policy for Albion College, animals (with the exception of service animals) are not to be transported in motor pool vehicles.
It is the responsibility of the department/group/organization to find approved drivers. Albion College staff and student driver names must appear on the "Approved Driver List" to drive a motor pool 15 passenger van or the Brit Bus. The process for applying to become an approved driver is now electronic, and is described below:
- Persons wishing to apply to become approved drivers should go to www.albion.edu/campussafety , select Transportation Services, then Van Driver Registration in the navigation bar, and provide the requested information.
- Once completed, this information is e-mailed to Campus Safety, Facilities Operations, and Alert Driving. Facilities will begin the process of obtaining your driving record, in accordance with College policy.
- You will receive an email from Alert Driving with URL and password to log on to take your test. You must complete the online training within 14 days of receiving this email.
- Upon your successful completion of the online training, print your completion certificate and contact the Campus Safety office to schedule your driving test. Driving tests are conducted on Thursdays. To schedule a test, call x0213 and ask for Carl Field, or e-mail
. (Tests may be administered on days other than Thursday under special circumstances.)
- Campus Safety will notify Facilities Operations when you have successfully completed the training portion of the driver approval process. Once Facilities has obtained your driving record, you will receive a letter from them confirming your authorization to drive a College van. NOTE: Obtaining driving records can take four to six weeks.
The charge for using a 15 passenger van is currently $.40/mile, the bus is currently $.79/mile . The per mile charge includes gas. If you are travelling a distance you will be provided with gas cards to use. Please place gas slips in the envelope with the checklist and keys.
CHANGES AND CANCELLATIONS
Please notify us of any changes in dates or numbers of vehicles needed so we can check on availability. Please notify us of any cancellations ASAP. If the cancellation policy is abused you may be charged $25/vehicle reserved.
KEY PICK UP
Keys can be signed out by the approved driver Monday through Friday from 9am-4:30pm in the Facilities Building. Keys for weekend travel need to be signed out on Friday; HOWEVER, you must not take the vehicle until the date and time scheduled.
Groups traveling overnight must provide Campus Safety with the following information PRIOR to departure:
- names and emergency contact information for each person traveling
- detailed itinerary (including accommodations and cell phone numbers)
- signed release form for each person traveling in the van
These forms can be obtained in the CPO office or online at from the CPO website.
If you are traveling with luggage, no more than 12 people can be transported in a van.
15 PASSENGER VAN AND BRIT BUS PICK UP AND DROP OFF
Monday through Friday all vehicles are ready by 9am on the day they are reserved for. If you need the vehicle(s) before 9am, let us know so arrangements can be made to have it ready.
When you sign out the keys you will be given an envelope with the key(s) and checklist(s). Please remember to check the gas gauge prior to leaving town.
When you return the vehicle(s), completely fill out the check list(s). It serves as a reminder to clean out loose trash and personal items and to secure the vehicle(s). A garbage can is located next to the gas pump for trash, if excessive trash or other items are left in the vehicle you may be charged $25 cleaning fee. We are not responsible for any items left in the vehicle. On the checklist there is a section to report any damage to the vehicle while in your possession (even vandalism). List any mechanical concerns in the comment section. The envelope containing the completed checklist, keys and gas cards (if applicable) should be placed in the drop box next to the Central Receiving door on the west end of the building. DO NOT leave van keys in the van.
**If you were in an accident completely fill out an accident report (in the glove box with the insurance and registration information and emergency contact information). Attach a copy of the police report (or the officer's card with the department's phone number), and turn it in with the keys. We will contact the insurance company to file a claim if necessary.
EMERGENCY NUMBERS and ACCIDENT PROCEDURES
This information is also in the glove box with the insurance information. If you have a motor pool emergency Monday through Friday, 8am-5pm, call: (517) 629-0260 Laura McDowell, if you get voice mail, hang up and call (517) 629-0230 Facilities Office.
After 5pm and on the weekends, call Campus Safety (517-629-1234) and let them know you have a motor pool emergency. They will contact the Facilities Supervisor on call. Make sure to leave your location, nature of the problem, and contact number with the Campus Safety dispatcher.
If you spend cash, or charge minor repairs to a personal card, make sure to save all receipts so we can reimburse expenses.
In the event that a College van is involved in an accident, the driver is responsible for ensuring that the steps listed below are taken:
- Contact the appropriate law enforcement agency, so that a police report may be completed.
- Contact Campus Safety at 517/629-5610 and advise the dispatcher of the accident.
- Notify Campus Safety of injured passengers and the hospital to which they are being transported.
- In the event that the vehicle is not driveable, Campus Safety will contact Facilities Operations to coordinate the disposition of the vehicle, the arrangement of alternate transportation and other necessary assistance for those on the trip as needed.
- Upon return to campus, notify Campus Services and Business Office of the accident, to include date, location, and police report number for the incident.
Revised 4/7/2011 - DRAFT not yet - Cabinet approved
Retirement Program - TIAA/CREF Retirement Annunity
Full-time faculty and salaried administrative employees.
All full time faculty and administrative employees become eligible for and are required to participate in the Teachers Insurance and Annuity Association /College Retirement Equities Fund (TIAA/CREF) retirement program the first day of the month following two years of employment. Faculty or administrative employees who, upon hire, have already satisfied the two year wait period at another 403(b) eligible institution, will be immediately eligible for participation in the College’s retirement program. Contributions under this retirement plan will be made on a monthly basis and deposited to the employee’s TIAA/CREF Retirement Annuity in accordance with the following schedule:
Contributions as a Percent of Regular Salary/Wages
|Full-time Faculty and Administrators
||By the Participant
||By the College
| On salary up to $15,700
| On salary above $15,700
|* Eligible Part-time Faculty and Administrators
|* refer to Summary Plan Document for details
Please refer to the Summary Plan Document for complete plan details.
After completing two years of employment, an employee is contacted by the Human Resources Office to enroll in the retirement program. (Eligibility start date is the first of a month following two years of employment.) The employee is required to complete the forms necessary for enrollment, including the naming of a beneficiary and allocation of premiums to TIAA (fixed annuity) or CREF (variable annuity).
Further information is available through the Human Resources Office or by contacting TIAA/CREF directly using the 800 phone number on your TIAA/CREF statement.
TIAA/CREF Contact Information:
4660 S. Hagadoen Road Suite 130
East Lansing, Michigan 48823
Customer Services: 866-842-2825
Web Page: http://www.tiaa-cref.org/
TIAA-CREF Automated Telephone Service - 1 800 842-2252
- Use touch-tone entry to change your allocation or transfer funds, get accumulation balances and last premium credited, and/or hear prerecorded information on CREF account performance and TIAA interest and dividend rates.
- Available 24 hours a day.
Speak with an individual consultant about your TIAA-CREF retirement plan or tax-deferred annuity.
Advisor Services - 1 888 842-0318
Adinistrative Council reviewed 10/2011
All faculty and staff.
The College will reimburse an employee for necessary travel expenses incurred while on approved College-related business including overnight lodging, meals and local transportation costs. An employee shall use good judgement and discretion when incurring such expenses.
Employees who use their personal automobiles on approved College-related business will be reimbursed on a cents-per-mile basis as designated by the Business Affairs office for travel expenses incurred or the current market price for coach air transportation for such trip, where applicable, whichever is less.
With the approval of the employee's supervisor, an advance for travel can be arranged through the Accounting office.
To be reimbursed for expenses, the employee must obtain and complete an "Expense Report" form (available from your department supervisor or from Campus Services), have it signed by the employee's supervisor and submit it, together with the proper receipts, to the Accounting office.
A travel advance is obtained by requesting funds, on a "Direct Payment Voucher," from the Accounting office. After the trip, and within thirty (30) days, receipts must be submitted to the Accounting office with an "Expense Report" form. The employee must refund any extra money advanced or will subsequently receive reimbursement for additional expenses over the amount of the advance.
Fines incurred for traffic or parking violations are the responsibility of the employee.
The College reserves the right to determine the amount of reimbursement where expense items are extravagant or questionable in nature.
Cabinet reviewed 7/97