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CLARIFICATIONS IN REGARDS TO CARPOOLS FOR JUDGES

January 11, 2007

The following recommendations are a result of discussion between Carole Ide and Pat Panichas representing NAWGJ, along with Connie Maloney, USAG Jr. Olympic Program Manager.

In all situations, the decision to carpool or not should be made based on what is the most economical for the Meet Director. If there are certain situations that cause two or more judges to drive independently when they should/could have carpooled, this needs to be discussed with the assigner (as stated in the R & P) who will then intercede with the Meet Director.

Assigners may indicate on contracts which judges could possibly carpool, based on their location.

  • Situation 1:  Judge #1 smokes. Judge #2 is allergic to smoke and can’t carpool in Judge #1’s car. Judge #1 wants to be able to smoke going to the meet, even if judge #2 drives. They decide they can’t carpool. Who gets mileage? Both judges are willing to drive, but judge #2 is allergic and judge #1 wants to be able to smoke.
    ANSWER:  Split the mileage. When splitting mileage, each judge calculates their own round-trip mileage, deducts 30 miles, multiplies it by the current mileage fee ($0.48) and then charges half of that amount.
  • Situation #2:  Judge #1 doesn’t get along with judge #2, so they don’t carpool. Who gets mileage?
    ANSWER:  Split the mileage (see #1)
  • Situation #3:  Judge #1 and Judge #2 live 15 miles from a gym. If they both drive, the gym doesn’t pay mileage to either of them. If they carpool, the gym pays mileage. What is the correct thing to do?
    ANSWER:  There is no need to carpool in this situation; however, if two or more judges who each live
  • 15 miles or less from the meet site (and would not be eligible for mileage reimbursement) choose to carpool, mileage will not be paid to the driver.
  • Situation #4:  Judge #1 and Judge #2 usually carpool. Judge #1 has other plans at the end of the meet, and can’t make the return trip. Who gets mileage?
    ANSWER:  Judge 1 should give up the mileage. When personal plans prevent the normal return, it should not cost the other judge or the meet director.
  • Situation #5:  Judge #3 replaces a judge on a meet. When all the judges arrive at a meet, it appears that another judge could have carpooled with judge #3, but didn’t know that judge #3 had replaced someone. Who takes mileage?
    ANSWER:  In this case, Judge #3 and the other judge(s) she could have carpooled with all receive mileage. However, any changes to the assignments should be reported to the assigner, who should then inform the replacement judge of any possible carpooling opportunities. If it is a last-minute replacement, the newly added judge may want to call the meet director to find out who else is judging in order to determine if there is a possibility for carpooling.
  • Situation #6:  Judge #1 loves to drive and has a larger, more comfortable vehicle than the others in same carpool group. If he/she always wants to drive, is this fair?
    ANSWER: If the others in that carpool are satisfied that Judge #1 always drives, there is no problem; however, if others would like to drive and Judge #1 is not willing to give up his/her driving “rights”, then Judge #1 may want to consider offering a portion of the mileage to the rider(s). Some individuals who always drive make sure that their actual expenses for gas are covered and then split the remaining amount with the rider(s).
  • Situation #7:  Judge #1 and #2 both have older vehicles (with over 100,000 miles each) and they are assigned to a meet 200 miles away (400 mi. RT). Neither wants to drive their own vehicle, so they decide to rent a car. The cost of the car rental and gas is less than the mileage reimbursement of $.48 per mile. What should they charge the meet director?
    ANSWER:  They should submit receipts for the gas and the car rental and be reimbursed those costs only. It is unethical to charge mileage (400 x $0.48) and then rent for a lesser amount. The purpose of mileage reimbursement is to cover not only the cost of fuel, but the “wear and tear” on your vehicle. If you are renting a car, you obviously do not have the concerns for “wear and tear.”

In order to decide if renting a vehicle will be cheaper, or equal to, being reimbursed for actual mileage, the judge should check on Map Quest to confirm the round-trip mileage; then calculate the cost of the car rental (plus insurance) times the number of days required and the approximate gas.

A judge traveling alone may also decide to rent a car due to a problem with his/her own vehicle. In that case, the judge MUST charge the meet director with the lesser of the two amounts (either mileage or rental/gas costs).

    AL-NAWGJ