Billing Schools for Extra-curricular Trips: OST 401

Billing Schools for Extra-Curricular Trips

OPERATIONAL SERVICES: 400

Billing Schools for Extra-curricular Trips: OST 401

Adoption Date:

Scope

This policy applies to all schools using School Board-owned vehicles for extra-curricular trips.

Purpose

To recover some of the costs associated with using the Board-owned buses for extra-curricular trips.

Policy Statement

It is the policy of the Cape Breton-Victoria Regional School Board to provide Board-owned vehicles for extra-curricular trips in accordance with Board Policy #....., for Extra-Curricular Trips.

Cross Reference

Authorization

This policy has been authorized by the Board under motions number....

Responsibility

It is the responsibility of the Director of Operational  Services to ensure that this policy and administrative procedures are implemented.

Implementation

The Director of Operational Services will implement the policy and administrative procedures.

Procedures

1.         The Transportation Department  of the Board will submit bill monthly to each school showing the trips taken on Board-owned vehicles for that month.

2.         The bill will be itemized by trip, no of kilometers per trip and hourly rate for the driver. (Copy attached)

3.         A copy of the same bill is E-mailed to Accounts Receivable to be entered on the S.A.P. system in the Administration Office.

4.         Once entered on the S.A.P. system, the Transportation Department’s Operations Account number is automatically credited for the full amount.

5.         Accounts Receivable is responsible for making sure all accounts are paid in full.

6.         The formula for billing is as follows:

A)        The first 40 km. is a flat rate of $12.00 for all individual trips.

B)        All kilometers after 40 are billed at .50 cents per kilometer.

C)        The driver’s rate of pay, as per Collective Agreement at the time, is billed by the number of hours worked, plus 20% for benefits.

D)        The number of hours worked are determined by the departure and return times of the event.

E)         The driver fills out a trip sheet and submits it to the Transportation Department for each trip. (See form attached).

F)         The driver’s hours are added to his/her payroll file to be submitted on a schedule every two weeks as, determined by the Collective Agreement.

G)        The number of kilometers driven are recorded by the driver and used to bill the schools.

H)                The form remains on file in the Transportation Office for further reference.

 

Related Guidelines

Motor Carrier Act

Associated Forms

Extra-Curricular Trip Form/Time Slip for Payroll and Billing  (Attached)

Bill Issued to Schools (Example Attached)

Policy Review

This policy will be reviewed by Director of Operational Services within three years from the authorization date.

Distribution

Board Members

All Policy Manual Holders

CAPE BRETON-VICTORIA REGIONAL SCHOOL BOARD

Extra Curricular Trip Sheet

Signature of Driver __________________________                                 Date:____________________

Signature of Principal:__________________________                            Date:____________________

Instructions:

It is the driver’s responsibility to complete this form and have it signed by the Principal.

Payment will not be made to the driver until this form is completed and returned to the

Transportation Office.