Support Services
The Service Center offers additional support and resources for Staff, Faculty, and Students.
Faculty and Staff Bus Passes
Rogue Valley Transportation District (RVTD) and Southern Oregon University (SOU) partner to bring free bus passes to current SOU staff and faculty through the UMO Pass system. With UMO Pass, eligible employees use a smart card or the UMO Pass app on their smart phones to validate fare.
Creating a UMO Pass Account
If you do not have a UMO Pass account, you will first need to create one following these steps:
- For your bus pass, use your smart phone with the UMO Pass mobile app, or
- Create your UMO Pass account by downloading the free “UMO Pass Transit App” through your selected app store or by going to the UMO Pass website.
- Select your method of pass: Apple App Store: https://apps.apple.com/us/app/umo-mobility/id1540611257 Google Play: https://play.google.com/store/apps/details?id=com.cubic.ctp.app
- Complete the information using your SOU email address (@sou.edu).
Applying Bus Pass to Account
Once you have created your account you may receive your bus pass. This may be done one of two ways:
- Email- Email your request to add a staff/faculty bus pass to servicecenter@sou.edu. This request must be from your assigned SOU email account to verify eligibility and include your smart card number or email assigned to your account.
- In person- Bring in your smart card number or email assigned to your UMO Pass account to the front counter of the Service Center anytime Monday through Friday, 8 am to 5 pm.
FAQs
How long is the bus pass good for?
Bus pass are good for one week prior to the start of the term to one week after the following term begins.
Do I have to get a new pass every term?
Yes, bus passes are good for one term and to continue receiving the benefit you must verify employment and have the pass applied to your account each term.
When is the bus pass available for the next term?
Bus pass are typically available one week prior to the start of the term.
Is there a cutoff for when I can receive a pass during a term?
No. As long as you are eligible, you may come into the Service Center at any time during the term to receive a pass.
Can I change my mind about the type of pass I use?
Yes, but you will have to create a new account and come to the Service Center to re-add the pass.
What should I do if I lose my smart card?
Come into the Service Center and we will assist you.
Is there a charge for replacing my lost smart card?
Yes, a $2.00 charge will be placed on your SOU account for every smart card replaced.
Information
Bus passes and smart cards are available in the Service Center Monday through Friday, 8:00 am to 5:00 pm.
For more information contact the Service Center at 541-552-6700.
Driver Clearance
Students, Staff, Faculty, and Volunteers driving on university business, whether through a rental or personal vehicle, must be cleared to drive prior to the trip.
Requirements
To be cleared drivers must:
- Submit the Driver’s Clearance Form.
- For drivers with an Oregon driving record (driver’s license) in the three (3) preceding years, the Service Center will request records from the Oregon DMV. There will be a $5.00 charge to the department.
- Non-Oregon driving records [those with driver’s licenses from other states or those with driving records from other states within the three (3) preceding years] must be submitted directly to the Service Center from that state’s DMV. These records must be Court Certified.
- No major traffic violations within the last five (5) years.
- No traffic violations within the last three (3) years totaling 35 points or more (see Point Scale).
Information and Policy
Driver’s Clearance is valid for as long as the driver’s record remains clear (see Point Scale) for the following time periods:
- Students – 2 years
- Staff and Faculty – 5 years
- Temporary Staff and Volunteers – 1 year
Individuals driving on university business must know and adhere to FAD.020 Vehicle Use and Operation.
Points Scale
Clearance is based on a points scale. If the calculated points are equal to or above 35 total, clearance will be denied.
Major Offenses: No driving privileges, 5 years from record posting date:
- Failure to perform the duties of a driver involved in an accident or collision;
- Fleeing or attempting to elude a police officer;
- Driving while license is suspended or revoked;
- Driving after being declared to be a habitual offender;
- Reckless driving;
- Driving while under the influence of intoxicants – BAC.
The Service Center does not automatically re-review point calculations for denied clearances. If you have been denied and wish to be reconsidered based on change in points, please resubmit a clearance request.
Process
Please allow for 5 – 7 business days to be cleared for Oregon driving records. For non-Oregon driving records, please allow for 1 – 2 business day processing once the records have been received.
For those seeking Van Certification to drive 10 passenger vans, there are additional requirements once the driver has been certified. Please allow for additional time to become certified.
Van Certification
To be cleared to drive 12 passenger vans (both SOU motor pool and rentals), drivers must first be cleared to drive. Once cleared, those wishing to be van certified will receive instructions for how to proceed. The written test must be taken and passed prior to taking the physical driving test. Physical driving tests are by appointment only. Both tests must be successfully completed prior to drivers being allowed to rent or drive 12 passenger vans. This process can take anywhere from 3 – 7 business days, so plan ahead.
Form
To view the Driver’s Clearance Form log into your SOU Gmail account.
Moving Expenses
SOU Moving Expense Reimbursement Policy
The University’s moving expense policy allows for an employee to be reimbursed for moving expenses, house hunting expenses and temporary living expenses arising from a new appointment or transfer. Effective 3/1/2019, this policy meets the IRS requirements for reimbursement through use of a Non-Accountable or Accountable Plan.
An employee must submit a request for reimbursement of relocation expenses within six months of the appointment date. The employee must submit a written request to extend this period up to an additional six months. Authorized campus personnel may grant the extension. Please use Moving Expense Reimbursement Request Form when submitting reimbursement request.
Moving expenses reimbursed as Taxable Income:
All moving expenses reimbursed by SOU to the employee represent taxable income to the employee. Moving expenses incurred as a result of being hired as a new employee to the university, may be reimbursed in one of two ways:
1. Non-accountable Plan (Stipend paid with copy of “Employment Offer” letter)
Moving Expense Stipend reimbursement based on the IRS Non-Accountable Plan means the employee has an arrangement made as part of the hiring agreement to be reimbursed for a lump sum amount to go toward moving expenses, house hunting and temporary living expenses. The “Employment Offer” letter states the lump sum stipend (or fixed dollar amount) to be reimbursed. No receipts are required but a copy of the “Employment Offer” letter must accompany the “Moving Expense Reimbursement Request” Form (Complete Section 1).
Note: The university does not require itemization of actual expense on this plan (all reimbursed moving expenses are taxable).
2. Accountable Plan (Actual expense reimbursement “up to” a specific allowable amount p/Moving Expense Summary Table)
Moving Expenses reimbursed based on the IRS Accountable Plan means that receipts must accompany the request for reimbursement and reimbursement is made on Actual Expenses incurred up to an allowable amount as noted on the “Expense Summary Table” below. When completing the “Moving Expense Reimbursement” Form, list all allowable expenses (Complete Section 2).
Note: The university does require itemization and receipts for actual expenses on this plan (all reimbursed moving expenses are taxable).
Summary by Type of Moving Expense
All reimbursed moving expenses are taxable to the employee.
| Limits | Additional Information |
Tax Impact |
|
| Compensation | |||
| Salary while house hunting and moving | Up to ten days off with pay | Only when moving or house hunting is done after hire date | Taxable |
| House hunting | |||
| Transportation between new and old location | Up to two round trips for one person or one round trip for two persons | Common carrier fares or private vehicle mileage will be reimbursed at approved SOU rate (.575 cents/mile). (Effective 2/1/2020) |
Taxable |
| Transportation in vicinity of new location | Up to 200 miles | Current SOU approved rate (.575 cents/mile). |
Taxable |
| Meals and lodging | Up to ten days. (Limit is combined with limit for meals and lodging while moving – see below.) | Lodging: $140 p/day employee only, or $210.00 p/day for employee plus household members (which is 1.5 times lodging per/diem).
Meals & Incidentals: $60/day employee only, or $120/day employee plus household members. |
Taxable |
| Temporary Living | |||
| Meal and lodging expense in new location | Up to 45 days | Lodging: $140/day employee only, or $210.00 p/day for employee plus household members (which is 1.5 times lodging per/diem).
Meals & Incidentals: $60/day employee only, or $120/day employee plus household members. |
Taxable |
| Moving | |||
| Moving company or van rental | Up to 20,000 lbs., insurance, extra handling charges, 90 days storage. Packing, crating and unpacking – up to $1,000.00. | Approval required for reimbursement of cost of moving personal effects in excess of 20,000 lbs. |
Taxable |
| Transportation of employee and household members | Up to two one-way common carrier fares, or at SOU approved vehicle mileage rate if by private car. | Common carrier fares (air tickets) or vehicle mileage will be reimbursed at approved rate, that is .575 cents/mile (Effective 02/01/2020). |
Taxable |
| Meals and lodging | Up to ten days. (Limit is combined with limit for meals and lodging while house hunting – see above.) | Lodging: $140 p/day employee only, or $210.00 p/day for employee plus household members (which is 1.5 times lodging per/diem).
Meals & Incidentals: $60/day employee only, or $120/day employee plus household members. |
Taxable |
| Misc Expenditures | |||
| Estimated set-up of new residence: Closing costs, utility hookup, etc. | Up to $1,500.00 | Must submit receipts (Deposits are not reimbursable) |
Taxable |
For more information on moving policies please contact Service Center for reimbursement details.