Travel Information

Contact: Sue Wohlgemuth
Travel Technician
235-1654
insjw@uaa.alaska.edu

Frequently Asked Questions on Travel Issues
Field Trip Information
University Regulations, Policies & Procedures
Travel Forms
Internet Resources
Travel Insurance Information
Accident Report Information & Forms

Frequently Asked Questions on Travel Issues - BACK TO TOP

What do I need to do if I want to drive a vehicle for UA-KPC business or activity?

In order to comply with University Policies and Procedures on transportation safety, KPC requires that if you are requested to operate, or have a reasonable expectation to operate, a vehicle for UA-KPC business, you need to have a signed Drivers Verification Form and a copy of your Alaskan driver's record on file with Travel at the KPC Business Office.

Who is required to provide a copy of their Alaskan driver's record?

This is required from anyone requesting Travel Authorization approval for driving college owned vehicles, personal vehicles being used for college business or activities, or rental vehicles.

What is the Drivers Verification Form?

This form must be on file for all employees who need TA approval for driving personally owned and college-owned or rented vehicles for University business. The employee lists all previous moving violations, authorizes UAA-KPC to verify DMV records, and acknowledges that they must notify their supervisor by the next working day of any new moving violations.

Annual Review of Driving Records

Annual Department of Motor Vehicle records and the signed Drivers Verification Form are required for all drivers submitting a TA for approval.

What if I don't want to provide a copy of my driver's record?

TA's will not be approved if you are requesting to drive a vehicle. Instead, those employees who do not wish to provide a copy of their Alaskan driving record should make use of taxis, carpooling, and shuttle services. These should be noted as the form of transportation on the TA.

What should I do if I have a moving violation?

It is the employee's responsibility to inform the college about any moving violations or license revocations the next working day after the violation.

What happens if a supervisor doesn't enforce these safe driver procedures?

Under UA's self-insurance program, failure of supervisors to verify safe-driver status could result in denial of reimbursement to their department.

Who would be responsible for the cost of the claims if safe driver procedures aren't followed?

Departments may be responsible for the cost of claims including property, liability and awards attributable by allowing an unsafe driver to operate a University vehicle.

If I have an accident while driving my personally owned vehicle on university business, will the university cover the claims costs?

In the state of Alaska, vehicle owners are required by law to insure for liability. The University will cover liability claims arising out of motor vehicle accidents occurring during the course and scope of employment, excess the employee's own personal insurance. Physical damage to personal vehicles is not covered by the University. To compensate employees for using their own vehicles for business activities, employees can apply for mileage reimbursement. The reimbursement amount covers the cost of insurance, maintenance, depreciation, fuel, etc.

If I have an accident in a rental car while on University travel status, will the University cover the claims costs?

If you were authorized to rent the vehicle and the accident occurred during the course and scope of your employment, the University will cover the claims costs. However, if you were on a personal errand or were breaking a law, the University reserves the right to deny the claim or initiate actions against you to recover costs. Keep in mind that there is usually a $1,000 property damage deductible on claims. Is your department prepared to cover that potential? Employees and supervisors should carefully evaluate the need to rent vehicles. Often times, it is less expensive to use airport shuttles and taxis during travel. In addition, most accidents occur when employees are driving rented vehicles in unfamiliar territory. Therefore as a matter of safety, employees should seriously consider using taxis and shuttles instead of rental vehicles whenever practical.

If I receive a traffic or parking citation while driving on University business, who pays the fine?

You pay the fine. Receiving citations is not within the course and scope of your employment. However, if the citation is for a vehicle deficiency that was not obvious to you when the vehicle was assigned to you, the department claiming control of the vehicle is responsible for paying or mitigating the situation. In those cases, contact your travel technician at KPC Business Office to request assistance from EHS/RMS

Where can I go to learn more about the policies and procedures on transportation safety?

Travel Regulations Vrs Real World Travel Everything You Want to Know

FIELD TRIP INFORMATION - BACK TO TOP

The following procedures are to be followed for all field trips. This includes trips that are part of any course or college sponsored activity. These requirements are for the protection of students, faculty, and the University of Alaska-Kenai Peninsula College.

Frequently Asked Questions on Field Trip Procedures

Who must fill out an Agreement to Release All Claims form?

Whether the students are traveling in a University of Alaska vehicle or other vehicle, all students must fill out the latest version of the Agreement to Release All Claims form.

Can students under 18 years of age participate in field trips?

Students under the age of 18 can participate in field trips if their parent or guardian signs the Acknowledgment of Risks and Release of Liability form.

This form is not online as Travel should approve minor student participation in field trips on a case-by-case basis. Minor release forms can be acquired from Travel at the KPC Business Office.

Can all risks of minor students be released?

A minor student can't have their risks released; the best we can ever hope for is for the parents to indemnify and defend us if the minors decide to file claims after their 18th birthday by signing the Acknowledgment of Risks and Release of Liability form.

Who needs to submit a TA form for field trips?

A Travel Authorization (TA) form needs to be submitted by the instructor to Travel for approval. Also, students who are going to transport other students need to submit a TA for approval by Travel. A list of students riding with each driver should be attached or noted on each TA. This is not an on-line form. TA's can be obtained from your faculty secretary or at the travel office in the KPC business office.

What else do I need besides my supervisor or department head signature for TA approval?

All TA's must be submitted to the Travel Office for approval before any encumbrances or commitments are made and before travel takes place.

What if a student is going to transport other students on the field trip?

A copy of the student's driving record from DMV and a signed Drivers Verification Form must be submitted before they can be approved to transport students. Drivers with moving violations may not transport other students.
Drivers Verification Form
DMV Records Release Form for all drivers

Who is responsible for submitting the release agreement forms?

It is the instructor's responsibility for completion of these forms, not the student's. However, if a student doesn't turn in an Agreement to Release All Claims form to the instructor, that student should not be allowed to join the field trip.

What if the date of the field trip is changed?

Change of dates must be noted with the travel office.

What should I do after the field trip?

Submit a Travel Expense Report at the end of the trip. This is to let the Travel Office know that the field trip was done and no accidents or problems occurred.

What if a field trip participant is injured?

No matter how trivial, report all injuries to Travel at the end of the trip.

Is there insurance for students on field trips?

Students are eligible for Student Health Insurance. Instructions and forms may be downloaded from the KPC website.