Shuttle Chartering

Parking & Transportation offers shuttle chartering to all university departments, student organizations, and employees on campus.  Athletic games are the priority for shuttle chartering and will be considered prior to other departmental or organizational requests.  Below are procedures related to the chartering service:

1. Who can request a shuttle:  Any member of the university community who has the authority to commit funds, including faculty employees, staff employees and students can request a shuttle.  The request for the shuttle must be for a university-related trip, which may include but is not limited to class field trips, athletic events, departmental trainings, conferences and retreats, club sports, recognized student organization (RSO) trips that relate directly to the mission of the RSO, university events etc.  Third-party requests that have no affiliation with the university will not be approved, as university funds and assets cannot be used to support a non-university event.
2. Where to request a shuttle: Shuttles/Trip requests can be made via the Transportation website (http://gcsu.edu/transportation).  On the right side of the page a link will be listed that takes the user straight to the request form.
3. How to request a shuttle: After clicking on the link, the user can submit all of the trip details into a two-part form:
   1. The user will need to select dates and times for the trips and determine if they need a driver (for shuttle trips) or plan to drive themselves (for van, car and golf cart trips).  This step is important, as it determines which vehicles are available for use on the submitted dates/times.  If a requestor wants to rent a van but needs a driver, the need to select "Self-Drive" for trip type and mention the requirement for a driver in the comments.
   2. The user must enter the details fo the trip, including a "department" name account number, and purpose of trip.  The number of vehicles will need to be entered, along with a choice of the specific vehicles requested.  This information can be changed after the submission, if necessary.
   3. After submission, the user will receive an automated email saying that Parking & Transportation's Operations Manager (478-445-8586) reviews the trip it will be confirmed with a driver(s) and shuttle(s), if resources are available.  A confirmation email will be sent to the requestor email.  At any time the requestor can check the status of the reuest or previous requests by clicking on the "Vehicle Status Request" link on the transportation website.
      1. If a trip is denied by Parking & Transportation, the requestor will receive either an email or phone call notifying them of the denial and subsequent reason that the trip cannot be accommodated.  Examples of reasons of denial can be found under the Trip Restrictions section of this document.
   4. What shuttles are offered: Shuttle Inventory and attributes may be found in the attached Appendix, listed as Item C.
   5. Shuttle chartering costs/rates: The most current chartering rates are located on the transportation website, http://gcsu.edu/transportation.  Parking & Transportation charges for shuttle chartering two different ways:
      1. Charge by Mile: If a trip is outside of a 40 mile local radius, Parking & Transportation will charge by total number of roundtrip miles and current fuel price on the day the invoice is created.  Each type of shuttle will cost slightly different per mile, which is determined by miles per gallon, average maintenance cost and repllacement costs.  Driver rates are charged at a flat cost per hour, which is reviewed annually to remain competitive.  Other costs could include driver perdiem, hotel expenses, toll roads, cleanup cost etc.
      2. Charge by hour:  For local trips (less than a 40 mile radius) Parking & Transportation will charge based on the number of hours the shuttle is reserved or used by the customer.  Each type of shuttle has a different hourly rate.  Driver rates are charged at a flat cost per hour and other costs may include driver per diem, hotel expenses, toll roads, cleanup cost etc.
      3. Other/Miscellaneous costs:  In addition to the vehicle and driver charges othercharges may be included.  These costs may include tolls, parking fees, enhanced Wi-Fi, cleanup costs, late cancellation charges and per diem.  Per Diem is calculated using the University System of Georgia (USG) documented procedures and all out-of-state trips utilize Federal Per Diem rates
         1. Travel Policies and Procedure documentation can be found by visiting
            1. State Travel Policy: https://sao.georgia.gov/state-travel-policy
            2. GCSU Travel Policy: http://gcsu.smartcatalogiq.com/en/Policy-Manual/Policy-Manual/Division-of-Finance-and-Administration/09/0902/090212
            3. Per Diem Website: http://www.gsa.gov/portal/content/104877
   6. Payment methods/process:
      1. After completion of the trip the customer point of contact (who submitted the trip request) will receive an electronic invoice via email within three business days.  If you have any questions regarding your invoice, please email transportation@gcsu.edu.  Multiple forms of payment are accepted:
         1. Departmental transfers: For customers with on-campus, state-funded, agency or auxiliary accounts, funds can be transferred via a departmental transfer.  Funds for this payment method will be deducted based on the invoice completion date by Parking & Transportation.
            1. All invoices completed and sent after the 25th of the month will show as a journal entry for the following month (e.g. if a trip concludes on 4/6 and the invoice is completed and sent on 4/8 the journal entry will show for april.  If the invoice is sent on 4/27 it will show for May).  The 25th is the usual cutoff date but can alter based on a specific month's schedule (e.g. November and December's cutoff date might be earlier than the 25th due to the holidays).  If you have any specific questions on when exactly a trip will be charged please contact the Parking & Transportation Office Manager at 478-445-7437.
         2. Checks:  For custombers with an off-campus account (e.g.Greek life) or Foundation account, checks are accepted and will be deposited immediately upon receipt.  All checks must be delivered or mailed to Parking & Transportation, located at: Georgia College, CBX 104, Milledgeville, GA  31061.
         3. Credit/Debit Cards/Cash: Credit and debit cards, as well as cash are accepted for payment, but must be brought to The Depot for an in-person transaction during regularly scheduled business hours.  State issued purchasing cards (P-Cards) are not accepted.  A) Business Hours during the fall and spring semesters: Monday-Thursday, 8am-5pm.  B) Business Hours during the summer semesters: Monday-Friday, 8am-5pm
   7. Trip restrictions:
      1. Maximum Drive Time:  Drive time is defined as the time a driver is actually at the wheel including breaks less than 30 minutes in duration.  Normal drive time cannot be scheduled to exceed 10 consecutive hours (single or dual) or 12 hours in any 16 hour duty time period.  Dural drivers may go for 20 hours in any 24 hour period.  The Parking & Transportation Operations Manager, in coordination with the shuttle driver, will decide how many total hours can be driven within a 24 hour period.  These limits are based on Department of Transportation and Federal Motor Carrier Safety Administration regulations and cannot be altered in any way.
      2. Trips including alcohol:  No open, alcoholic containers are allowed on a state vehicle at any time.  Closed and sealed alcoholic containers are allowed, but they cannot be consumed on the vehicle.  Any violation of this policy may result in the passenger being removed from the vehicle at driver's discretion and the trip being delayed while awaiting an escort to come and pick up the offending individual.  Georgia College requires responsible drinking of alcoholic beverages by all legal passengers who decide to partake.  Inebriated or intoxicated behavior is not condoned and special procedures are stipulated in the Parking & Transportation Alcohol Travel Procedures guide and will be administered for all trips where potential inebriation or intoxication is anticipated.  These procedures can be found in the Appendix as item A.  Cleanup Fees will be charged when necessary.
      3. Rider Eligibility: In accordance with State of Georgia law all passengers traveling in a state-owned or leased vehicle must be a state employee, student, or constituent to the state. Guests of state drivers/riders are not permitted on any state vehicle including cars, vans and shuttles (e.g. a child of a professor, a friend of a student etc.). Exceptions are authorized on a case-by-case basis and if the passenger is directly associated with a university-sponsored event as an official guest. (E.g. alumni at an alumni event, university guests at a local luncheon, etc.).
      4. Trip Denial: All trips are subject to denial by the Senior Manager of Parking & Transportation. Some potential causes for denial might be, but are not limited to: lack of shuttle availability, lack of driver availability, inappropriate trip purpose, trip location, trip duration, scheduling conflicts, etc. Notification of a denied trip will be in accordance with previously stated procedures dealing with confirmation.
   8. Inter-departmental transportation procedures:
      1. Trip Cancellation: If a trip that requires a shuttle driver is cancelled within a 24 hour window of the departure date/time, Parking & Transportation is authorized and may charge up to 50% of the quoted trip price. Drivers and assets are dedicated to all trips once confirmed and a last minute cancellation requires the driver to change last minute plans and the department to waste assets that could have otherwise been used for other trips.
      2. Minimum Drive Hours: In compliance with the Fair Labor and Standards policies involving multi-day, extended stay or out of town trips, drivers must be paid a minimum of eight (8) hours per full day, no matter how long they actually drive the shuttle.
      3. Pre and Post-Trip Hours:  Please note that drive time begins one hour before a trip and ends thirty (30) minutes after a trip to ensure proper pre-trip, post-trip, fueling and cleaning of the vehicle, specific to the trip.
      4. Minimum Local Charge: Please note that a minimum of three (3) hours will be charged on a local day trip for all shuttles.
      5. Trip Manifest: A trip manifest will be required for all shuttle trips. This manifest will be requested by the Parking & Transportation Operations Manager and should be emailed prior to the event departure time. The manifest must include a listing of all trip participants.
      6. Trip Routes: Due to a number of factors, not the least of which are size, weight and handling characteristics, routes to specific locations are preset prior to departure.  These routes take into account bridge restrictions on height and weight, type of roads and other safety considerations.  Parking & Transportation conducts pre-route assessments and determines the safest route to be driven.  The route designated may not be the shortest or fastest route.  Drivers may elicit feedback from passengers with prior knowledge of an area but once on the road the ultimate decision on the route executed rests with the driver, in coordination with Parking & Transportation Operations, and deviations are authorized only in extenuating circumstances.
      7. Driver Assignments: Trips that require a Parking & Transportation driver will have the driver assigned at least 48 hours prior to trip departure. The driver assignment is determined by the Parking & Transportation Operations Manager and a number of factors are considered when assigning a driver to a trip, such as vehicle requirement and corresponding driver qualifications, hours worked within a pay period, trip rotations within the Parking & Transportation department, trip destination and duration, vacation schedules etc. Driver requests by trip submitter will be considered, along with previously referenced factors.