Special Policies and Regulations Regarding Transportation Department Vehicles

Source: Office of the Vice Chancellor, Administrative Affairs

Reservations for use of Rental Fleet vehicles may be made by calling the Transportation Office between 7:00 a.m. and 4:30 p.m.

Only University faculty and staff members may reserve Rental Fleet vehicles. These vehicles are acquired on a first come, first served basis. The faculty or staff member who has a confirmed reservation for a vehicle is obligated to make the necessary time changes with the Transportation Services when departure plans are changed. The Transportation Office may assign a vehicle to another party if not called for at the specified time. The daily charge shall be assessed to the party making a reservation for a vehicle if the reservation has not been cancelled before the specified departure time.

The faculty or staff member reserving a vehicle must indicate the account user code number which will pay for the usage charge at the time the reservation is made. He/she assumes responsibility for having obtained permission from the supervisor of the financial account prior to making a reservation for a vehicle. A copy of the trip ticket for each usage of a vehicle will be attached to the invoice sent to the account supervisor so that the account supervisor may know the name of each person who has charged their account for vehicle usage.

Non-availability certifications will not be authorized if reservations are not made 24 hours in advance. "Non-Availability" certification will be automatically communicated to Financial Services.

The Transportation Office shall release vehicles only to individuals who are authorized drivers. Drivers are to complete and sign a trip ticket at the completion of each trip. The trip ticket will indicate starting and ending odometer reading, destination and total mileage. Mechanical failures and other operating deficiencies shall be noted on the trip ticket.

The person signing out a University vehicle shall check the fuel gauge to insure that he/she departs with a full tank of gasoline. If a trip is to be in excess of 200 miles, he/she should use the gasoline credit card provided by the Transportation Office at the time the keys are picked up. The credit card is to be used only for the purchase of sufficient gasoline to insure the return trip to the campus.

Faculty and staff members reserving vehicles for departure after 4:30 p.m. or before 7:00 a.m. on weekdays or any time on weekends shall sign for and pick up keys and credit card for such vehicles from the Transportation Office between the hours of 7:00 a.m. and 4:30 p.m. on Monday through Friday. Special arrangements could result in an extra charge.

Vehicles returned when there is no one on duty at the Transportation Office shall be parked in the proper location (Rental Fleet Parking Lot), locked and the keys, trip ticket and credit card placed in the night key depository at the Transportation Office. Any charges attributable to negligence and/or disregard for these procedures will be billed back to that driver.

The next patron(s) would appreciate the removal of all belongings after use of the vehicle, this includes unwanted materials. An appropriate cleaning fee will be charged back to the offending driver when warranted.

As amended 24 October 2002
Last Reviewed:  October 2015