if the trip destination is less than 25 miles one( 1) way from the Collin Higher Education Center. In these instances, Students and Travel Advisors may drive their vehicles. Personal vehicles may not be used for an overnight stay.
• The college does not permit students to carpool. Responsible Parties and student organization leaders should not organize carpooling to and from events for liability purposes. Responsible Parties may not transport students in their personal vehicles.
College-Leased Vehicles o
Student organizations may utilize college-leased vehicles( car, van, bus, etc.) for approved off-campus events. The following process and guidelines must be followed:
o Once Collin Administration approves the activity, the Student Organization Advisor may lease a car or van from a local rental car company that accepts the Collin College T-Card( Enterprise preferred). All Student Organizations must obtain liability insurance and a loss-damage waiver when renting a vehicle( already included if you use Enterprise). Contact the Office of Student Engagement for assistance in leasing a vehicle. o A Car Rental Tax Exemption Form must be presented to the vendor when renting vehicles in Texas( as the District will not pay for, or reimburse for, the 6 % Texas sales tax and mileage on rental vehicles). Advisors should utilize their T-Cards for fuel and process these as an Expense Report in Workday after the trip. o Ensure that the number of passengers does not exceed the designed capacity of the vehicle and that all passengers are secured by safety belts if provided.
• Ex: A 12-passenger van can have no more than( 12) individuals, including the driver.
• No 15-passenger vans will be allowed. o Organizations must abide by the Collin Transportation Management Policy( see CJ( LOCAL) in the Collin College
Board Policy Manual). o Only Collin students are permitted to travel in a college-sponsored vehicle. o We currently work with Enterprise Rental Cars and National Rental Car. Click here for information about utilizing Enterprise. o Approved College Vendors for Leased Vehicles
• AJL International: 469.647.9170 or 800.546.6508 Ext 9170, https:// www. ajlinternational. com / home
• Game Time Transportation: 682.716.9982, www. gametimetransportation. com
• Van Country Van Rental( 12-passenger vans) 817.277.2222, office @ vancountry. com
Airfare
• When using Agency Funds, traveling members and advisors must pay for their airfare using their T-card. We also have a business account with Southwest Airlines( SWABIZ) to book lower fares. Access the guide on how to use SWABIZ.
• According to TSA Guidelines, airline tickets must reflect the exact name as it appears on a government-issued ID. For example, if your driver’ s license has your first, middle, and last name, your airline ticket must reflect precisely the same. Information also required to purchase tickets is your date of birth and gender.
Field Trips Definition Field trips are student travel associated with a class traveling as part of the classroom experience. These are day trips and do not include overnight stays. Mandatory Student Travel Training Mandatory Student Travel Training and the appropriate Student Travel Training Liability Waiver and Acknowledgment Form must be completed by each student and responsible party participating in a field trip and / or day trip that is located
more than 25 miles from the Collin Higher Education Center which is organized and sponsored by Collin College, and that is:
1. Funded by Collin College, and the travel is undertaken using a vehicle leased by the institution; or 2. Required by a student organization registered at Collin College regardless of whether the student organization requires its members to attend.
Trip and Participants’ Information Form 26