Office Managers’ Handbook

(Rev. 08/2014)

Table of ContentsBENEFITS......................................................................................................2CAMPUS SECURITY......................................................................................2CASHIER.......................................................................................................2COMMITTEES...............................................................................................3COMPUTERS.................................................................................................4COPY CENTER...............................................................................................4EMAIL ACCOUNTS........................................................................................5EMERGENCY PROCEDURES..........................................................................5EMPLOYEE ID CARDS...................................................................................6EXPENSE REPORTS.......................................................................................6FACILITY RENTALS/RESERVATIONS.............................................................6GENERAL ASSEMBLY....................................................................................8GUEST CARDS...............................................................................................8HIRING PROCEDURES...................................................................................8HOLIDAYS...................................................................................................10HOUSING, COLLEGE-OWNED.....................................................................11I-9’s.............................................................................................................11KEYS...........................................................................................................11MAIL...........................................................................................................12MEAL BREAKS............................................................................................12MILEAGE REIMBURSEMENT......................................................................13NAME PLATES............................................................................................13NOTARY SERVICE.......................................................................................13PARKING....................................................................................................13POLICY INFORMATION...............................................................................13PURCHASING..............................................................................................14PURCHASING FROM CAMPUS DEPARTMENTS..........................................14REPAIRS/CUSTODIAL.................................................................................15RETIREMENT..............................................................................................15SERVICE RECORDS......................................................................................15STUDENT LABOR........................................................................................15TELEPHONES..............................................................................................19TELEPHONE DIRECTORIES..........................................................................19TIME REPORTING.......................................................................................19TRIP AUTHORIZATIONS..............................................................................20TUITION ASSISTANCE-EMPLOYEE AND SPOUSE........................................20VACATION/SICK TIME................................................................................20VEHICLE RESERVATIONS............................................................................20WORK-RELATED INJURIES (WORKER’S COMP)..........................................23

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BENEFITSEmployee benefits are administered through the Human Resources Office of the Business Office. Questions about benefits may be answered in the Faculty Handbook and/or the Administrative Manual located on the college website. If you have additional questions, please contact the Director of Human Resources at (402) 486-2897. (See: Employee Benefits)

CAMPUS SECURITYTo prevent theft of expensive equipment, please encourage everyone in your area to be security-conscious. Keep doors locked to rooms which contain computers, VCR’s, TV’s, projection equipment, typewriters, etc. Be cautious about the number of keys you check out to student workers for your area. When a theft occurs, report it immediately to the Security Director (486-2533), the Lincoln Police Department (441-6000), and the Human Resources Generalist (#2138) to alert our insurance carrier.

CASHIERThe direct phone line for the Cashier is (402) 486-2992. The Cashier window hours during the school year are as follows:

M-Th: 9:00 a.m. – 12:00 p.m. / 1:00 p.m. – 3:00 p.m. Friday: 10:00 a.m. to noon

Deposit tickets will be required for all group, club and/or department deposits. The Deposit Ticket form can be downloaded from the UC website: Employment>Employee Forms>Deposit Ticket.

Cash Requisitions and Check Requests should be submitted to the Accounting Dept., and money can be picked up at the Cashier's window the next day after 9:00 a.m.

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COMMITTEESBelow is a listing of some of the main committees across campus:

Committee/Group Name

Contact Person/Chair(Membership Description)

Meeting Schedule Purpose

Campus Connectors Contact: Stacy Flores (#2378)

Membership: Office Managers and other support personnel. Planning Team is comprised of 5 individuals from the Office Manager’s group.

Group meets 5-6 times during the school year.

Supports Union College’s support personnel

Staff Advisory Contact: Pete Blankenship (#2516)

Membership: Committee membership is 8 staff, two year rotating terms.

Group meets once a month

Represents staff needs and take policy suggested changes to the president.

Staff Wage Advisory Contact: Jonathan Shields (#2897)

Membership: Committee membership is 8 staff

Meets as needed

Determines wages for all staff.

Staff Grievance Committee

Contact: Ric Spaulding (#2525)

Only called if there is a staff grievance

Assumes that termination policies have been followed and/or handle other large grievances that cannot not solved through Human Resources.

Mentorship Program Contact: Lou Ann Fredregill (#2500)

Membership: 10 mentors and 10 mentees.

Meeting once a month

Employee mentorship and professional growth, especially for newer employees and veterans.

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COMPUTERSInformation Systems is the department to call regarding computer crashes, printer problems, etc. You will also turn in and receive toner cartridges from I.S.

Remember to first check with I.S. before moving equipment. Something as simple as rearranging your office may require considerable work by I.S. and Plant Services. Rewiring is often necessary. Advance notice will help these departments schedule the support needed.

COPY CENTERThe Copy Center is located on the 5th floor of the Dick Building. It has a large production copier and a small copier. These copiers produce black and white copies only. Training for self-service use of both copiers is provided by the Copy Center personnel. Many colors and types of paper are available. Services include folding, comb binding, shrink-wrapping, padding and cutting. Other small copiers are located in various departments around campus.

Large copy jobs should always be directed to the Copy Center to be run on the production copier. Copies run on this machine result in a lower net cost to the college. Orders can be brought to the Copy Center or emailed to copycenter@ucollege.edu. Please plan ahead to give the Copy Center enough time to service large orders.

Please check with the Copy Center Manager (#2309) for color copies and before taking copy jobs off campus. If the Copy Center cannot meet your needs, the Manager will be able to help you find alternate options.

(See: Copy Center)

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EMAIL ACCOUNTSAn email address will be given to employees only after he/she has completed the necessary steps:

Meet with H.R. Director to receive an Orientation Sheet/In-Processing Sheet.

Meet with Director of Records for FERPA training. The H.R. Director will submit an I.S. Check-In form for each

new employee.

EMERGENCY PROCEDURESEach department/division has been supplied with a Department Disaster Operations Manual. This information is also available on the website (See link below). Please become familiar with procedures in this manual and make others in your department/division aware of the location of the manual and its contents. In addition, please make sure that everyone in your department has a brightly colored “Emergency/Disaster Procedures” card to keep under their phone and that each one is familiar with the information contained on this sheet.

Make sure everyone from your area exits the building anytime you hear a fire alarm. There are times when you will receive notice from Plant Services that the system is being tested. During tests, exiting is not necessary. However, exiting is required during drills. Dial 911 for medical emergencies. Be very specific about the location, i.e. building, location of building, floor, and room number. Be as specific as possible.

(See: Emergency Alert Instructions)

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EMPLOYEE ID CARDSEmployees will receive an I.D. card as part of the orientation process that begins with a meeting with the HR Director. The next stop will be the Accounting Department and the third stop is Marketing/Communications for the employee’s picture to be taken. Information Systems will then generate an ID card which will then be given to Gerry Dodds in the Accounting Department to hold until picked up by the employee. Temporary I.D. cards may be issued for employees hired during the summer and new picture I.D. cards generated after pictures have been taken during Colloquium. ID cards can be used to make purchases in the Campus Store and food services. These cards are also honored at the Library and Larson Lifestyle Center. In the event a card is misplaced or broken, please immediately contact Information Systems (#2511).

EXPENSE REPORTSExpense Reports are due to Gerry Dodds by the 22 nd of each month, unless the 22nd falls on a weekend or holiday. Reports are then due the last working day prior to the 22nd. Late reports will be processed the following month. Employees may check with Jonathan Shields if an advance is needed prior to being reimbursed for an expense report.

Report forms can be picked up from the Business Office or downloaded from the UC website: Employment>Employee Forms>Expense Report.

Also see: Mileage/Per Diem Memo

FACILITY RENTALS/RESERVATIONSWhen your department wishes to use a room on campus for a meeting, you must make arrangements in advance. Reserve through Academic Dean’s Office (#2501)

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Amphitheater (276) Basement-Dick Admin Building Classrooms Dick Admin Building

Reserve through Human Development Office (#2522)Faculty Lounge (12) Dick Admin Building, 4th Floor

Reserve through Guest Services (#2545)New Training/Phonathon Room (Old IRR space)Dick Admin Building Lobby Dick Admin BuildingAtrium (240) Don Love Building Woods Auditorium (300) Don Love BuildingBollinger Room (10) Ortner CenterHagen Room (18) Ortner CenterLang Lobby Ortner CenterPorterCare Room (40) Ortner CenterShawnee Room (40) Ortner CenterShawnee/Porter (80) Ortner CenterTribute Terrace Ortner CenterGuestrooms Ortner Center

Reserve through President’s Office (#2500)Ogden Room (10) Dick Admin Building, 1st Floor

Reserve through Union Market (#2516)Presidential Dining Room (80) Union Market/Ortner Center

Reserve through Div of Bus/Computer Science – Office Manager (#2521)

3rd Floor Classrooms

Reserve through Gary Dickerson (#2308)3rd Floor - Computer Lab

Maximum room capacity is listed in ( ) after each room name.

(See: Meeting Spaces)

GENERAL ASSEMBLY7

All employees are encouraged to attend General Assembly meetings. Meeting dates and times are published in the Union College calendar. Meetings are usually held in the east Amphitheater in the basement of the Dick Building.

GUEST CARDSUpon your written (email) request, the Business Office will issue a guest card for persons who have been invited onto campus. You will need to give the name of each guest, the date the individual will arrive on campus and the date they will leave, the department to be charged and whether the guest should have cafeteria/deli meals and/or Lifestyle Center privileges.

HIRING PROCEDURESOffice Managers are key personnel in the process of hiring. Please know the steps involved in hiring a new employee and guide your division chair/department head in the process. Whenever openings occur in your department/division, please make sure that the proper procedure is followed.

Work with Human Resources and the supervising VP regarding any new employment needs. Prior approval is required before hiring any new employee. You may NOT make a promise to hire a potential new employee until President’s Council has approved the hire. Staff

1. Inform Human Resources of the last date of employment for terminating employee.

2. Ask for copies of any resumes HR may have which would be appropriate for your job opening or any names HR may suggest.

3. HR will notify the college family by general email (or ask that you do so).

4. Establish a search committee to assist in the selection of candidates and prepare a file for resumes received.

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5. Make a list of interested people. If you wish to continue looking, let HR know.

6. HR will post a notice in church bulletins and on the UC website.

7. Once you have a pool of applicants, the division/department chair and the search committee will conduct interviews. Wage scales for faculty, hourly and salaried staff are distributed each year at budget time. Please keep a copy of these wage scales in your files for reference. They contain job categories, steps, remuneration factors and wage ranges.

8. When your search committee has found the candidate that best meets your department’s needs, fill out a Union College Contract Information for Prospective Employees card. These forms are available in the Business Office and online. Department heads will make a wage recommendation to the Staff Wage Advisory Committee, based upon candidate’s experience and education. HR will give guidance concerning recommended wage range, if needed.

9. Wage determination and job placement will be determined by the Staff Wage Advisory Committee.

10. Candidate’s name will then be presented to President’s Council (PC) for final approval.

11. Once approved by PC, the chair may make an official offer to the prospective employee.

12. HR will generate an employment agreement for the new employee and send it to the department for appropriate signatures.

Faculty 1. Inform the Academic Dean’s office of faculty openings.2. Academic Dean will place ads in church magazines and on

the UC website, and will generally assist in the search process.

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3. Office Manager (in coordination with Academic Dean’s Administrative Assistant) will set up interviews with prospects.

4. Expenses (air fare, guestroom, per diem) will be charged to your department. Prospects should furnish receipts for expenses. Please turn those in on an Expense Report form to the Accounting Office for reimbursement. Guest Cards can be issued by the HR Department for on-campus use.

5. The Academic Dean’s Administrative Assistant will work with the Office Manager to complete the Employment Request form.

6. The Academic Dean will bring the request before the Professoriate Committee for rank placement and will then take the recommendation to President’s Council for approval.

7. Upon approval, the Academic Dean's Administrative Assistant will send the new faculty letter of hire. One copy should be made available to the Division Chair.

8. The Office Manager will be sent a copy of the signed contract for future reference. It will be especially helpful during the budgeting process.

Adjunct Faculty It is important for Office Managers to remind division chairs at least two months before the beginning of a new semester to begin the process of selecting adjunct teachers. The services of adjunct faculty are requested electronically on the UC website. Go to Academics>Academic Services>For Chairs>Adjunct Teacher Request Form. Fill out the form and then click "Submit." This form is filled out by the Chair of the division. See Scott Cushman for access to this page.

HOLIDAYS

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Nine holidays are provided as a benefit to qualifying employees, and the Holiday Schedule referenced below outlines these holidays through the year 2015. The schedule also includes the weeks that campus will be closed each year between Christmas and New Year’s. Each employee is responsible for planning how they want to cover the time off that week using vacation days and holidays.

Holiday Schedule (2012-2015)

HOUSING, COLLEGE-OWNEDUnion College owns rental properties located around the perimeter of the college. These properties are rented to qualified students and UC faculty/staff, as available. Contact the Housing Manager at Ext. 2502 for information.

I-9’sWe are required by law to have a completed I-9 on file for all employees, including students and adjunct faculty. We have a three-day grace period from the beginning date of employment to get the form signed. After that time, we are subject to fines. You may be the first person of contact for new employees. There is a portion for the new employee to complete and then a separate section for a current employee of Union College to complete after verifying the new employee’s documentation.

KEYSPlease help maintain campus security by minimizing the number of keys issued. Any key deposits required of students will be returned to them when keys are returned to Plant Services. Key cards are obtained from the Business Office. The entire card must be filled out for each key requested – same information filled in for the top AND bottom sections. If you need to request more than just a few keys at a time, please contact Salli Jenks for the “Key Spreadsheet” which will help you save considerable time when requesting numerous

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keys.

1. Obtain “Department Authorization” signature. This is the person who has responsibility for the area for which you are requesting a key.

2. No deposit is required of faculty or staff, but a $15 deposit per key is charged to students. Please do not check out a key in your name which you give to individual students.

3. Bring the card to the Business Office for signature. 4. Students will pay $15 at the Cashier’s window. 5. Plant Services personnel are available between 10:30 a.m.

(school year)/11:00 a.m. (summer) and Noon to give out keys.

6. Ensure that adjunct faculty and students return keys before they leave for the year.

MAIL Each department/division has a locked mailbox located in the Campus Store. Ask the mailroom assistant for your combination. Outgoing mail is picked up from the mailroom by 5:00 pm. Any express mail, certified mail or international mail should be down to the mailroom no later than 4:00 pm for processing to get out that day. It is a good idea to take your regular first-class mail to the mailroom by 4:30 pm so the mailroom will have time to get it out that day. The Campus Store Manager does hire a student to pick up mail during the school year from the departments. The mail run usually begins around 3:30 pm (Monday – Thursday). However, there are times when student help is not available. Any large mailings (greater than 50 pieces) from one department will not be picked up by the mailroom worker – you will need to take those to the mailroom yourself.

MEAL BREAKS

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Each worker is entitled to a meal break and should not have to remain in one’s work station during a meal time. Meal breaks allow time away from the office and improves efficiency.

MILEAGE REIMBURSEMENT The current mileage rate reimbursement is 42¢ per mile.

Also see: Mileage/Per Diem Memo

NAME PLATESPlease email your requests to the Plant Services Office Manager for new name plates to be made.

NOTARY SERVICEUsually there is at least one person on campus who is a Notary Public, but that individual changes from time to time. The current campus notaries are as follows:

- Cheri Blue (Information Systems, Duplicating) - Lou Ann Fredregill (President’s Office)- Lisa Turk (Human Development)

If no one is available, Union Bank offers notary services.

PARKINGOn-campus parking is at a premium. Faculty and staff may park in any parking space which is not designated “Student”, “Visitor” or “Handicapped”. Faculty and staff are encouraged to use the parking lot just east of the College View Church. All vehicles which park on campus must be registered through the Student Services office, although there is no fee involved. Please check with that office to obtain a parking tag.

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POLICY INFORMATIONThe Faculty Handbook and the Administrative Manual can be found on the Union College website. Policies are updated periodically, so if you have a question or if a policy seems unclear to you, please contact the Human Resources Director. The Vice President for Finance office has copies of the NAD Working Policy and the GC Working Policy.

PURCHASINGWe urge you to use the purchase order system to make all purchases. You are responsible for assuring all purchases made are within your department’s budgetary limits. Purchase Order Requisition forms are available on the UC website: Employment>Employee Forms>Purchase Order Requisition.

1. Complete a Purchase Order Requisition, including department/division manager’s signature and the account number to be charged.

2. Send requisition to the Business Office.3. PO # will be assigned and a copy of the PO will be returned

to you.4. Mail or call your order (including PO) to vendor.5. Keep a copy of your PO request, along with a copy of the

PO. You will approve payment when bill is received in the Accounting Office, and you will need to indicate account # for payment.

PURCHASING FROM CAMPUS DEPARTMENTSIn several areas “we own the store.” Purchasing supplies, buying computer equipment/software, running copies, catering your special event can usually be best accomplished right here on campus. Please check first with the Campus Store, Information Systems and Union Market. Though some departments have a

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slight markup, the net overall cost to the college is usually better than what you might obtain elsewhere.

REPAIRS/CUSTODIALCustodial has a regular routine for cleaning; however, there are times when an area needs special attention, e.g., when your carpet gets a spot. Email or leave a message for the custodian (#2391), being specific about the problem. In an emergency, call Plant Services (#2536). Plant Services should be called for such items as light bulb replacement, leaks in the ceiling or through windows, broken furniture, etc.

RETIREMENTUnion College makes a 5% contribution to a VALIC retirement account for every UC employee with the exception of Status D employees (those who work less than 20 hours/week and adjunct teachers). A VALIC representative is on campus for monthly appointments if you would like to discuss your investment account. Look for an email from the HR Department for dates and times.

SERVICE RECORDSThe Human Resources Department maintains service records on all Union College employees. Records are updated every year and a printout is sent to each employee every other year in January. If you have any questions about your Service Record, please contact the HR Director.

STUDENT LABORAll students working for Union College for the first time must fill out an I-9 and W-4 with the Accounting Department. In addition, to be eligible to work on campus, all student employees must be registered/pre-registered for at least 12 hours or taking a summer

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class. (International students may not begin work as a first-time student until after the school year begins.)

During mid-May each year, students are deleted out of the time clock system and you will need to enter in your student employees again at that time.

Entering New Student Employee into Charlie:

1. In Charlie, go to “Hire/Rate Change”2. Enter your department password <ENTER>3. Enter the department 4-digit code <ENTER>4. On the WAGE INCREASE screen, complete the following:

a. USER ID: Enter the student’s first two (2) initials of first name and as much of their last name as the space will allow <ENTER> (Student’s name should come up)

b. JOB CODE: Enter the appropriate job code (See: Student Wage Scale Summary Sheet) based on the number of years the student has worked in your department.

c. DATE HIRED: Enter the date you hired the student employee

d. NEW PAY RATE: Enter the pay amount within the range of the job code you entered in 4.b. above. Note that you do not put in decimals, i.e., if you are paying a student employee $7.25, you would enter it as “0725.”

e. WORK STATUS: This is left blank unless you want to delete an employee, in which case you would enter “D”.

5. The program will then print a “Contract or Pay Raise” form. You will sign the form and give it to Gerry Dodds in Accounting, keeping a copy for your files.

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(If it is a returning student employee, you will just need to enter the new JOB CODE and the new PAY RATE.)

Posting Student Employee Jobs on Website:

1. Log-in using the departmental credentials. (The log in link is under "About" in the header menu.)

2. Hover over the small "Add content" on the black bar at the very top left that came up after you logged in – and select "Job opening."

3. Fill out the form, making sure to select "Student" under "Status." This puts the job into the appropriate listing for students. (Please note that the same form can be used to submit faculty and staff openings, but we ask you to not do that. Those employment opportunities should still go through Jonathan Shields. )

4. Do not put anything in the "Body" field. It won't be seen. Any explanatory text needs to be in the "Job Summary" field. Please reserve long explanations for an attached job description. The summary should be short and “skimmable.”

5. You can upload a job description from your computer. Please try to use .pdf files.

6. Once you've filled out the form, click on "Scheduling options" in the gray side tabs near the bottom of the page. Under the heading "Unpublish on" click in the date field and a calendar will pop-up to allow you to select a date. You must also enter a time. If you just start typing something, it will autocomplete in the right format.

7. Continuing in the gray tabs, go to "Publishing options." Check the "Published" box if you're ready for people to see the opening.

8. Press "save" to submit the form and add the opening to the list.

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9. The job listing should now be live at https://www.ucollege.edu/student-openings

When a student completes a web-based employment application online and indicates an interest in working for you, you will receive an email of the application. Please respond to these inquiries on a timely basis. Please do NOT hire students from other departments without first checking with the student’s current employment supervisor.

Certain student categories are not eligible to work on campus. Students enrolled with less than full-time class load (12 hours) or who are Baccalaureate Bonus or Guaranteed Ed are not eligible for employment.

Note that students may NOT work more than 20 hours during full weeks that school is in session – all work combined. Students may work up to 40 hours during full weeks when school is not in session.

International Students1. When interviewing international students for a student job,

make sure they have the proper immigration docu- mentation indicating that they can work in the US. The form you will look for is the Employment Authorization Document.

2. International students who graduate on an F-1 visa cannot work as a student or an adult at the college unless they have applied and been approved through the Immigration Office for Optional Training. This is an internship which can be approved for up to one year while a graduate is getting practical training in their field.

3. International students absolutely may NOT work more than 20 hours during full weeks that school is in session – all work combined. International students may work up to 40 hours during full weeks when school is not in session.

4. International students may not begin work as a first-time student until after the school year begins.

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Graduated SeniorsOccasionally, departments/divisions will want to continue employment through the summer for students who have just graduated. However, we CANNOT continue their employment as student employees. It is strongly urged that you find other student workers to do that job rather than retaining the graduated student. If you have questions, please contact the Director of Human Resources.

Our primary responsibility is to current or incoming Union College students. Many of our students need to work in order to attend UC. The list below shows the priority for hiring:

1. Current or incoming UC students 2. CVA students who are, hopefully, planning to attend UC

a. Employee’s children b. Others

3. Adventist high school students

See:

Student Wage Scale Summary Sheet Max Hours Students May Work - FY15

TELEPHONESInformation Systems maintains our telephone system as well as our computers. If you are having problems with your phone, need assistance in how to use all the features, or wish to move phones to a different location in your office, please contact Information Systems.

TELEPHONE DIRECTORIESUnion College telephone directories are updated at least each semester. Copies are available on the UC website as follows: Home > Campus Services > Information Systems > Telephones.

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TIME REPORTINGUnion College utilizes a computerized system for reporting staff and student hourly time. Call the Payroll Department at Ext. 2133 for instructions.

TRIP AUTHORIZATIONSAny trips which are taken on behalf of the college and for which the college pays, must first be approved using the Trip Authorization form. This form can be found on the UC website. The employee should fill out the Trip Authorization, have it signed by their department/division chair, and then send it on to their supervising college administrator. Once approved by the VP-Finance, the original will be returned to the employee.

TUITION ASSISTANCE-EMPLOYEE AND SPOUSEOne benefit available to employees working at least half-time is that they (and their spouse) may enroll for up to 4 hours/semester of classes, tuition free, including summer classes. This offer applies to tuition only and does not apply to music lessons or pay for additional fees. Tuition Assistance Form

VACATION/SICK TIMEAll hourly/salaried employees, except for Status D employees, accumulate vacation and sick time. Hourly and salaried employees are expected to report monthly the days taken for vacation and sick time taken. Sick time includes time taken off for doctor's visits. Faculty are expected to take their vacations during the summer and breaks, so they do not accumulate vacation time. See Gerry Dodds in Accounting if you have questions.

VEHICLE RESERVATIONS

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Bus ServiceUnion College has contracted with Steve Ladig for additional bus service options for Union College trips. The cost for this service is currently $1.50 per mile.

If you are interested in obtaining a quote and/or finding out if Steve’s bus is available for your upcoming trip, please follow this process EARLY ON:

1. Email Salli at sajenks@ucollege.edu with the following information:

a. Department, Main Contact and Email Address b. Date Leaving / Date Returningc. Destination(s) (City/State) … you will need to

provide an itinerary to Steved. # of Peoplee. Purpose of Tripf. Lodging and Meal Arrangements*

*The bus driver will receive the same meals and sleeping accommodations as the students. However, if this is not possible and there are additional costs incurred, these costs will be in addition to the base cost per mile charged to the department responsible for the trip.

2. Salli will submit to HR Director/VP-Finance for approval.3. Once approved, Salli will forward information to Steve

Ladig.4. Steve will check for bus and driver availability, and send a

quote to the contact person.5. If quote approved by department head, Steve will assign a

driver for the reservation.6. After the trip, Steve will submit an invoice to the head of

the department responsible for the trip with a copy to Salli.

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The department head will approve the payment and send to Accounting for processing.

(You may still use Navigator Motorcoaches – Contact: Don Oberle at (402) 371-1202 or Don@NavigatorBus.com.)

VansThe college currently has four 12-passenger vans which may be reserved for college business such as field trips, club outings, recruitment, etc. Reservations should be made well in advance by calling the Transportation Director at Ext. 2502. Departments or clubs will be charged $0.42/mile which will include gasoline.

Should a van not be available, you can rent a van. Information on van rental companies is available through the Transportation Director. When renting a vehicle, do not purchase the additional insurance from the rental company. We have insurance coverage for rented vehicles through Adventist Risk Management. Please obtain a HIRED AUTO INSURANCE CARD from the Transportation Director prior to renting a van from outside the college. Fifteen-passenger vans should NOT be rented because of insurance considerations.

Van drivers must be at least 20 years of age with a good driving record. Before anyone can drive a college-owned van, they must complete a Driver’s Questionnaire which is available from the Transportation Director.

Treat our vans and trailers gently. The purple mini-van may be used only in-town. Please honor your reservation time and return vans to their designated parking spots in addition to turning in complete mileage reports to VPF office.

See Also:

- Driver Requirement Memo - Driver Request Form

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WORK-RELATED INJURIES (WORKER’S COMP)All work-related injuries should be submitted as Worker’s Compensation claims, not to your personal medical insurance company.

Report all accidents/injuries to your work supervisor immediately . Work supervisors must fill out required paperwork and submit it to the HR Generalist (#2138) within 24 hours. (Forms are available in the Business Office or may be accessed from the UC website. See: Worker’s Compensation Insurance)

Emergencies – Report to hospital ER or to Linc-Care. Report injury as a Worker’s Compensation injury and specify that the bill should be sent to Union College, Attn: HR Director.

Non-emergencies – Make appointment with your regular physician and identify the injury/illness as work-related. Be sure your health provider accepts Worker’s Compensation claims. See HR Director for forms which should be given to the physician at the time of your appointment. Physician may make a referral to a specialist, if necessary. Physician will fill out and send to O’Hara Managed Care a WorkAbility Report. If at all possible, modified work will be assigned if allowed.

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