Office Managers

Handbook

Table of Contents
BENEFITS............................................................................2
CAMPUS SECURITY............................................................2
CASHIER..............................................................................2
COMMITTEES......................................................................3
COMPUTERS.......................................................................4
0

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

BENEFITS
Employee 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 SECURITY
To prevent theft of expensive equipment, please
encourage everyone in your area to be securityconscious. Keep doors locked to rooms which contain
computers, VCRs, TVs, 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.

CASHIER
The direct phone line for the Cashier is (402) 4862992. 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
2

picked up at the Cashier's window the next day after

9:00 a.m.

COMMITTEES
Below is a listing of some of the main committees
across campus:

Committee/Gro
up Name
Campus
Connectors

Staff Advisory

Contact
Person/Chair
(Membership
Description)
Contact: Stacy
Flores (#2378)
Membership: Office
Managers and
other support
personnel.
Planning Team is
comprised of 5
individuals from
the Office
Managers group.
Contact: Pete
Blankenship
(#2516)

Staff Wage
Advisory

Membership:
Committee
membership is 8
staff, two year
rotating terms.
Contact: Jonathan
Shields (#2897)

Staff Grievance
Committee

Membership:
Committee
membership is 8
staff
Contact: Ric
Spaulding (#2525)

Mentorship
Program

Contact: Lou Ann

Fredregill (#2500)
Membership: 10
mentors and 10

Meeting
Schedul
e
Group
meets 56 times
during
the
school
year.

Purpose
Supports
Union
Colleges
support
personnel

Group
meets
once a
month

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

Meets as
needed

Determines
wages for all
staff.

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.
Employee
mentorship
and
professional
growth,

Meeting
once a
month

mentees.

especially for
newer
employees
and veterans.

COMPUTERS
Information 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 CENTER
The 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)

EMAIL ACCOUNTS
An 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 PROCEDURES
Each 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)

EMPLOYEE ID CARDS
Employees 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 employees 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 REPORTS

Expense Reports are due to Gerry Dodds by the 22nd 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/RESERVATIONS
8

When your department wishes to use a room on

campus for a meeting, you must make arrangements
in advance.
Reserve through Academic Deans Office (#2501)
Amphitheater (276)
Classrooms

Basement-Dick Admin
Building
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
Dick Admin Building Lobby
Atrium (240)
Woods Auditorium (300)
Bollinger Room (10)
Hagen Room (18)
Lang Lobby
PorterCare Room (40)
Shawnee Room (40)
Shawnee/Porter (80)
Tribute Terrace
Guestrooms

(Old IRR space)

Dick Admin Building
Don Love Building
Don Love Building
Ortner Center
Ortner Center
Ortner Center
Ortner Center
Ortner Center
Ortner Center
Ortner Center
Ortner Center

Reserve through Presidents 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
9

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

(See: Meeting Spaces)

GENERAL ASSEMBLY
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 CARDS
Upon 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 PROCEDURES
Office 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 Presidents Council has
approved the hire.
Staff
1.
10

Inform Human Resources of the last date of

employment for terminating employee.

2.

3.
4.

5.
6.
7.

8.

9.

10.
11.
12.

Ask for copies of any resumes HR may have

which would be appropriate for your job opening
or any names HR may suggest.
HR will notify the college family by general
email (or ask that you do so).
Establish a search committee to assist in the
selection of candidates and prepare a file for
resumes received.
Make a list of interested people. If you wish to
continue looking, let HR know.
HR will post a notice in church bulletins and on
the UC website.
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.
When your search committee has found the
candidate that best meets your departments
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 candidates experience
and education. HR will give guidance concerning
recommended wage range, if needed.
Wage determination and job placement will be
determined by the Staff Wage Advisory
Committee.
Candidates name will then be presented to
Presidents Council (PC) for final approval.
Once approved by PC, the chair may make an
official offer to the prospective employee.
HR will generate an employment agreement for
the new employee and send it to the
department for appropriate signatures.
11

Faculty
1. Inform the Academic Deans 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.
3. Office Manager (in coordination with Academic
Deans 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 Deans 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
Presidents 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
12

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
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
Years. 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-OWNED
Union 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-9s
We 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
employees documentation.
13

KEYS
Please 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 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 Cashiers 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
14

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
Each worker is entitled to a meal break and should not
have to remain in ones 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 PLATES
Please email your requests to the Plant Services Office
Manager for new name plates to be made.

NOTARY SERVICE
Usually 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 (Presidents Office)
Lisa Turk (Human Development)
15

If no one is available, Union Bank offers notary

services.

PARKING
On-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.

POLICY INFORMATION
The 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.

PURCHASING
We urge you to use the purchase order system to
make all purchases. You are responsible for assuring
all purchases made are within your departments
budgetary limits. Purchase Order Requisition forms are
available on the UC website: Employment>Employee
Forms>Purchase Order Requisition.
Complete a Purchase Order Requisition,
including department/division managers
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
1.

16

4.
5.

be returned to you.
Mail or call your order (including PO) to vendor.
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

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

REPAIRS/CUSTODIAL
Custodial 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.

RETIREMENT
Union 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.
17

Look for an email from the HR Department for dates

and times.

SERVICE RECORDS
The 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 LABOR
All 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/preregistered for at least 12 hours or taking a summer
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.
2.
3.
4.

18

In Charlie, go to Hire/Rate Change

Enter your department password <ENTER>
Enter the department 4-digit code <ENTER>
On the WAGE INCREASE screen, complete the
following:
a. USER ID: Enter the students first two (2)
initials of first name and as much of their
last name as the space will allow
<ENTER> (Students 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.
(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
19

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.
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 students 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
20

combined. Students may work up to 40 hours during

full weeks when school is not in session.
International Students
1. 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.
Graduated Seniors
Occasionally, 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:
21

1. Current or incoming UC students

2. CVA students who are, hopefully, planning to
attend UC
a. Employees children
b. Others
3. Adventist high school students
See:

Student Wage Scale Summary Sheet

Max Hours Students May Work - FY15

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

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

TRIP AUTHORIZATIONS
Any 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
22

the VP-Finance, the original will be returned to the

employee.

TUITION ASSISTANCE-EMPLOYEE AND

SPOUSE
One 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 TIME
All 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
Bus Service
Union 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 Steves 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
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b. Date Leaving / Date Returning

c. Destination(s) (City/State) you will
need to provide an itinerary to Steve
d. # of People
e. Purpose of Trip
f. 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. 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.)
Vans
The college currently has four 12-passenger vans
which may be reserved for college business such as
field trips, club outings, recruitment, etc. Reservations
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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 Drivers
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

WORK-RELATED INJURIES
(WORKERS COMP)
All work-related injuries should be submitted as
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Workers 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: Workers
Compensation Insurance)
Emergencies Report to hospital ER or to LincCare. Report injury as a Workers 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 Workers 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 OHara Managed Care a WorkAbility
Report. If at all possible, modified work will be
assigned if allowed.

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