PAP.3.4.030 Privately Owned Vehicle (POV)
(a) Employees who use a POV for business travel must have in effect at all times, and provide the Human Resource Department with, a valid driver's license and proof of current comprehensive automobile insurance, including liability insurance and coverage limits satisfactory to the Tribe, on January 1st and July 1st of each year, and upon request.
(b) Employees shall only be authorized to use a POV for business travel if the employee has complied with Section PAP.3.4.030(a) and the business travel is consistent with Section PAP.3.1.080 and Section PAP.3.3.030(b). If not, employee is not authorized to engage in business travel for the Tribe in a POV. It is the responsibility of each employee to confirm whether he or she is authorized to use a POV by contacting the HR department.
(c) Employees must obtain prior approval consistent with Section PAP.3.3.010 and Section PAP.3.3.020 to utilize a POV when a commercial carrier is more cost effective. If approved, the advance amount will factor in the totality of the circumstances. (e.g., airline ticket to Chicago, IL is $250.00, parking is $50.00 and baggage fee is $25.00 and mileage to Chicago, IL would be $500.00 the advance amount consistent with Section PAP.3.1.080 would be $325.00).
(d) Mileage Reimbursement:
(1) In accordance with Section PAP.3.1.080, if more than one employee is traveling to the same destination for business; employees shall make accommodations and arrangements to ride share. Requests to drive separately must be approved by the Program/Department Director.
(2) If more than one employee is traveling together in one POV, mileage will be paid to the driver of the POV.
(3) Mileage will be reimbursed for travel to and from restaurants while on business travel.
(4) If mileage exceeds the amount that was advanced in the travel pack, Employee must submit with the travel pack an explanation and it must be approved by the Program/Department Director.
(e) Employees assume responsibility for all parking and traffic fines and physical damage to vehicle. The Tribe shall not be responsible for any such damages, fines, costs or expenses.
(f) Any expenses incurred during the use of POV (ex: repairs, etc.) are ineligible for reimbursement.
(g) Employees, with the exception of law enforcement, fire and emergency response personnel, shall not talk, text message, or email while operating a POV on business travel, and shall not perform any other work during such time. If an urgent matter arises, employee shall park the vehicle in a safe location, and then may address the work related matter.
(h) TGB members are eligible to receive mileage reimbursement, without prior approval, when attending board meetings or while conducting official tribal business.