Employee Handbook

Employee Handbook 23 August 2023 away from the institution. Travel must be done by the most practical means and with the least cost to DCB. When the request is filed, the names of all participants should be submitted, along with the departure date, destination, and duration of the trip. A copy of this report should be submitted prior to travel to the Associate Dean for Academic Affairs, the residence halls, the faculty, and the Business Office for medical expense insurance. The cost of insurance is borne by the institution. No travel expenses for students can be authorized or claimed on state appropriations. If reimbursement is claimed for students on local funds, then the names must be included on the travel authorization request along with a notation that there will be no expense to the state. 29.2 Major Student Travel (Funds) A major Student Travel Fund provides monies for student travel for national academic and athletic competitions. These funds are intended to supplement fund-raising activities. Normal activities for a group or organization include regularly scheduled conferences, meetings, conventions, and athletic yearly schedules (which include normally scheduled playoff tournaments, regardless of the site.) Major activities for a group or organization include national competitions which require winning at a regularly scheduled state or regional site. Any DCB group or organization may request funds if the nature of the request meets the description of a major activity. The following steps must be followed before funds will be approved: • Each group or organization must submit a written request to the Campus Dean. All requests must be received no later than one month prior to the date needed. (The only exception is where the next level of competition begins 1-30 days after the local, state, or regional competition.) • A copy of the written request must be submitted with a detail of all expenditures and sources of funds, including a list of all fundraising activities. • After completion of the event, the group or organization must fill out a Student Activity/Athletic Trip Report which will be maintained on file. 30. Travel, Motor Pool Procedures 30.1 To Use a State Vehicle a. Contact the Business Office to reserve the vehicle. Provide the following information: name, destination, and dates of travel.