It is extremely important to adhere to the procedure for traveling with clubs. The risk increases if you do not complete the paperwork including travel request form and waiver and release and off campus field trip forms. These forms when used properly minimize the risk associated with travel.

• Club trips may be paid from allocated or earned accounts.
• Club members should vote on and record the decision to disburse funds for trips and travel.
• A TRAVEL FORM (see appendix) MUST BE COMPLETED PRIOR TO THE TRIP (minimum 30 DAYS) Please note that this form is a duplicate form.
• Per Diem is $28 (advisors) and $20 (student) per day for meals. Breakdown is as follows:

  Advisors	Students
  $ 10 Breakfast	$ 7 Breakfast
  $ 11 Lunch	$ 8 Lunch
  $ 20 Dinner	$ 11 Dinner
  $ 3 incidentals  (tips) - if overnight

• Advisors are responsible for making club travel arrangements.

Unacceptable Travel Expenses:

• Club funds may NOT be used for the purchase of alcohol or for bartender fees.
• Long distance phone calls, movies rented, or any additional expenses in the hotel are not covered by JJC. The advisor must relay this information to the students and collect money from students should these expenses be incurred.

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Prior to Travel:

• Travel Request Form (duplicate form available at OSA) ideally should be submitted 60 days prior to trip (30 days minimum).
• The initial Travel Request Form should include estimated itemized expenses for the trip. PLEASE LIST THE ENTIRE TRIP COSTS ON ONE FORM. A list of students attending will also need to be provided as well as information about the conference/meeting/event and cost.
• A Release Waiver and an Off Campus Field Trip Form must be filled out and signed by each person attending and kept on file by the club advisor on the trip.  A copy of these forms should also be given to OSA for emergency use only. OSA makes sure the forms are at Campus Police when the trip is in process so that if an emergency occurs, Campus Police would be the first contact.
• Official documentation of hotel costs, registration fees, etc. must be attached to the Travel Form.

*Alcohol is not to be part of any JJC event (on or off campus)!! - Any One Found To Be In Violation Can Be Processed Through Code Of Conduct*

Upon Completion of Travel:

• Within 1 week of your return, deposit any unused cash at the Payment Center in “J” Building into the proper club account. Attach the receipts of your deposit to the Travel Request Form.
• Turn in the Travel Request Form with actual expenses column completed to OSA. Your signature is required in the final approval section of the Travel Request Form.
• Turn in all receipts, including food & parking with Travel Form to OSA.

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CHAPERONE GUIDELINES:

1. A Chaperone is required to accompany any off-campus trip.
2. If the Club Advisor is unable to attend, he/she must arrange for a substitute chaperone.
   1. Chaperone must be a FULL TIME or PART TIME staff or faculty member of JJC who can, in the opinion of the advisor, handle appropriately any situation or emergency that may arise during the trip.
   2. The Chaperone must have been an employee of JJC for a reasonable length of time and at least 22 years of age.
   3. If a payment advance is required, the check will be made payable to the chaperone, not a student.
   4. The Chaperone will be responsible for allocating meal money and keeping all applicable receipts.

CONTACTS FOR ARRANGING TRAVEL:

• Carlson-Wunderlich Travel Agency
  1306 W. Jefferson
  Joliet, IL 60435
  Phone: (815) 725-2111
• American Limousine
  24114 West Laura Drive
  Channahon, IL 60410
  Phone: (815) 467-0204
  or (630) 920-8888
• Illinois Mini-Bus
  P.O. Box 4047
  Naperville, IL 60567-4047
  Phone: (630) 801-1300
• JJC Campus Police Department
  Debra Goff
  Phone: (815) 280-6616
  (See College Van Rental Procedures)
• www.CoachQuote.com

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TRANSPORTATION AND VAN RENTAL PROCEDURES:

Once the field trip/travel has been approved, the advisor must make arrangements for travel. Use of vans is highly recommended when your group is larger than 5.

1. COMPLETE A VEHICLE REQUEST FORM (see appendix). Return the completed form (with account #) to OSA for approval and processing. JJC has the following vehicles available:
   1. 15 passenger vans, 15 passenger bus, rental cars for 3-5 people.
      Please note that college fleet vehicles will be used first when available prior to any rental vehicles.
   2. All vehicle requests must be in to Campus Police a MINIMUM of one week prior to the requested date of use.
2. You will be notified if a college or rental vehicle is available. If so, the club advisor or chaperone is the ONLY person allowed to pick up the keys from Campus Police. When picking up the keys, you must present your valid driver’s license or a photocopy of the license of the person who will be driving the vehicle. At that time, College credit cards for gasoline purchases will be supplied.
   Each van driver must be a student, staff, or faculty member of Joliet Junior College, and at least 22 years of age, and have a valid Illinois driver’s license. There are no exceptions to this requirement.
3. In the rare event that JJC is unable to secure a vehicle for your club, you will be notified so you can make other arrangements.
4. The driver of the vehicle must do the following:
   1. Complete a safety inspection and sign the Vehicle Safety Inspection sheet obtained from Campus Police. Any damage or unclean conditions found on a vehicle must be reported to Campus Police PRIOR to leaving campus or it will be assumed the damage occurred on your trip.
   2. Familiarize themselves with the safety tips on this sheet (SEATBELTS MUST BE WORN AT ALL TIMES)
   3. Include a starting and ending mileage for the vehicle
   4. Obtain a receipt for all gas purchases, sign the receipt(s) and turn them in to Campus Police at the end of the trip along with the Vehicle Safety sheet. NOTE: Gas tank must be returned full and vehicle must be clean and undamaged when returned or all costs plus administrative fees will be back charged to your group’s account.
5. Club advisor/chaperone or driver is responsible for:
   1. Keeping track of mileage and turning it into Campus Police on the Vehicle Safety sheet. Please also document mileage on the travel request form for OSA.
   2. Turning in the rental agreement/invoice to Campus Police (when a rental van is used), AND
   3. Returning keys and/or credit card packet to Campus Police.
   4. Return completed Vehicle Safety sheet along with signed gas receipts to Campus Police.
6. If the advisor/chaperone’s personal vehicle is to be used for the trip, mileage reimbursement will be done via the travel request. (Mileage is reimbursed at a rate of 40.5 cents per mile.)
7. If your trip is cancelled or you decide not to use the vehicle reserved, please notify Campus Police and OSA (Laurie Bierman ext. 2308) as soon as possible. Failure to cancel a vehicle reservation at least 24 hours prior to the requested date of use may result in the vehicle being charged to your club account.

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