Student Activities
Bush Campus Center, Rm. 107 · (570) 327-4763
Student Organizations - Travel-related Issues
Student organizations planning an event involving travel must comply with the College's Travel Policy.
In addition, the organization must complete a Student Activities Off-Campus Travel Event Approval Form. On the form, the source of funding for the trip and vehicle needs should be noted. A list of all students and advisers participating in the trip should be submitted with the form. Once approved, copies of the Off-Campus Student Organization Travel Approval Form will be distributed to College Police.
For travel beyond the local area, Student Activities will attach a waiver form to the approved Event Approval Form. Copies of the waiver should be made and distributed to each trip participant for signature. Signed waivers must be returned to the Student Activities Office at least three days prior to the trip.
Motor Pool (College Vehicles)
A limited number of cars, mini vans, and 15 passenger vans are available on campus. If a College vehicle is not available, cars and vans may be rented from an off-campus rental company. Vehicles are to be picked up and dropped off at General Services, located on Reach Road.
If funding the travel using Budget Account:
College Rentals
If a College vehicle is available, you will be sent a Motor
Pool/Vehicle Requisition Form containing the signature of the Director of
Student Life and appropriate account information. Student Organizations should
use this form to log their miles and return it with the vehicle.
Off-Campus Rental Company
If a vehicle is rented from an off-campus rental company, a
purchase order is required. The Student Life Fiscal Assistant will process the
purchase order and give it to the student organization prior to the trip.
If funding the travel using Club Account:
College Rentals
If a College vehicle is available, you will be sent a Motor Pool/Vehicle
Requisition Form, including the approval signature of the Director of Student
Life and a notation that the student organization is responsible for payment for
expenses incurred. Student Organizations should use this form to log their miles
and return with the vehicle. After the trip, the student organization should
request a check for the amount of the trip through the Student Life Fiscal
Assistant and mail to General Services.
Off-Campus Rental Company
If a vehicle is rented from an off-campus rental company, the student
organization should request a check for the amount of the trip through the
Student Life Fiscal Assistant and mail to the rental company.
15-Passenger Vans
When requesting a 15-passenger van, whether rented from the College or from
an off-campus rental company, all drivers must have passed the Van Driver Safety
course offered by General Services. If you are planning travel for your
organization for the coming year that may require 15-passenger van use, you
should plan well in advance to be trained. Sessions are scheduled sporadically
throughout the year. Contact the Student Activities staff for more information.
Automobile Insurance for College related activities
The College provides liability coverage for rented vehicles when an appropriate College-owned vehicle is not available and the vehicle will be driven by a College employee or a current Penn College student, provided:
- The vehicle will be rented for use on College business, as authorized in advance by an appropriate College official;
- The driver has passed the van driver safety course offered by General Services;
- The vehicle is rented in the name of the College; and
- The vehicle is rented for less than 30 consecutive days.
The College’s coverage has a $500.00 deductible. In the event of an accident involving student organizations, Student Activities will be responsible for any deductible required by the insurance policy.