Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

SERVICES
80.87
Revised 2-06
Facilities Services, Operations
335-9000

Emergency Ride Home

PDF link

POLICY

In order to promote alternatives to commuting in single-occupant vehicles, the University supports the Emergency Ride Home (ERH) program. This program provides assurance of a ride in an emergency for those who use alternative commute methods.

Costs

The Emergency Ride Home is free to an eligible and approved employee. The costs are supported by the employee's department. The employee's department either directly pays the transportation vendor or reimburses the employee for transportation costs of the ERH.

Eligibility

The ERH program is available to all WSU employees, i.e., faculty, administrative professional, classified, assistants, and temporary employees who use approved alternative commute methods defined below.

Emergency Criteria

An emergency requiring an Emergency Ride Home may exist when:

Alternative Commute Modes

The alternative commute mode must result in the elimination of at least one vehicle trip. The employee must travel at least fifty percent of the way using the alternative commute mode.

An employee using any of the following transportation methods from home to the work site on the day of the emergency is eligible to request an Emergency Ride Home under provisions of this section:

PROHIBITED USES

The Emergency Ride Home program is to be used for the purposes stated above and not for the following:

PROCEDURE

Supervisor's Approval

The employee notifies the supervisor as soon as possible after the need for the ERH becomes apparent. The supervisor provides verbal approval for the ERH if it meets criteria described in this section. The supervisor also approves the alternative commute mode used for the ERH. Within one working day of the employee's request, the supervisor prepares an explanatory memorandum for the employee's personnel file. The memorandum includes the following information:

Copies of the memorandum are provided to the employee and placed in the employee's departmental personnel file.

Accounting for Time

The employee accounts for time away from work on the applicable Time or Leave Report. See leave and time reporting procedures for various employee types in Chapter 60.

Transportation Options

The following transportation options are available to an employee requiring an ERH, subject to the supervisor's approval.

Public Transportation

The employee may use public transportation. The employee pays the vendor and seeks reimbursement from the department using confirming purchase procedures. See 70.20.

University-Owned Vehicle

The employee may use a Motor Pool or departmental vehicle. Use of a University vehicle is contingent upon vehicle availability. The usage may not interfere with University business.

The employee's supervisor or administrator determines the employee's fitness to drive. If the employee is not fit to drive a coworker may provide the ride (see below) or the employee may take public transportation or a taxi (see above).

An employee using a Motor Pool vehicle must complete all requirements for the use of the vehicle. At WSU Pullman, the employee submits an approved Vehicle Release Authorization to Motor Pool to obtain a vehicle. See 95.35. At other WSU locations, the employee follows established procedures to obtain a Motor Pool vehicle.

A departmental vehicle may be used for an ERH. In such cases, the department directly supports vehicle costs of the ERH.

Taxi

The employee may use a taxi. The employee pays the vendor and seeks reimbursement from the department using confirming purchase procedures. See 70.20.

Ride from a Coworker

A coworker may drive his or her own car or a state car to provide a ride for the employee.

If the coworker drives his or her own car, he or she may submit a claim for reimbursement at the prevailing privately-owned vehicle mileage rate. See 95.19. The claim is submitted to the Travel Office on a Travel Expense Voucher. See 95.20. In such cases, the driver's own insurance is primary in the event of an accident. The driver is on official state business while providing a ride for an employee requiring an ERH.

Route of ERH

Trips in a University-owned vehicle or taxi may originate at the employee's work location and end at the employee's home or other designated location, e.g., hospital. Any stops enroute must be approved by the supervisor and documented in the supervisor's memorandum described above. The supervisor grants permission for stopping enroute only when necessitated by the particular emergency.

Penalties

Supervisors are responsible for monitoring the appropriate use of ERH. Supervisors take appropriate disciplinary action if employees make unauthorized or inappropriate use of this program. Disciplinary action can include termination of ERH privileges.