Section III - Business & Financial Matters

III H

Vehicles

To describe the procedures for using institutional vehicles

Vehicle Reservation: This process is used to reserve vehicles for institutional travel. College vehicles are for business use only and should never be taken home. Instructions for making reservations are:

  1. Log in to 25LIVE with username and password and create an event. Choose Car Reservation under Type and complete the appropriate date(s) the departure and arrival times, name, destination, and specific reason for traveling.
  2. If the vehicle you choose is available, click green reservation tab and save.
  3. Keys are to be picked up at The Welcome Center.  You will be required to show a driver’s license and record the expiration date. A vehicle package will also be issued including a gas card and emergency information.   
  4. Prior to returning vehicle to campus, fill gas to full status using provided gas card. Record the odometer mileage upon return on the form provided in vehicle.
  5. Driver is to check vehicle each trip for cleanliness, general condition, tires and overall operations. Any problems detected should be noted upon return of vehicle keys to the Welcome Center.
  6. The Welcome Center Receptionist and the maintenance department will monitor the vehicle logs regularly and schedule service and repairs as needed. The Maintenance Department will be responsible for periodic cleaning for all vehicles.

Check Out Log: Maintained at the Welcome Center, this log serves to control check in and check out of certain keys, validate Drivers License and record return dates. 

Mileage Log: Located in each vehicle, this form serves as documentation for all institutional vehicle travel; it is not for reimbursement purposes. Information for each trip should be logged and signed verifying the information is correct. The log will be collected weekly from the vehicles by the Assistant to the Vice President for Administrative Services.

Daily Log for Local Travel (Form 300): Chrome River is used to record trips made in personal vehicles which incur reimbursement in the form of mileage expenses only. Typically, this form is used for daily trips to the banks, post office, clinical site visits, class visits, etc., and allows driver to document reimbursable trips.

Travel Authorization and Reimbursement Forms: Complete the necessary travel authorization in Chrome River and attach any necessary forms/receipts and forward to supervisor for approval. Administrative Services will forward to the Business Office for payment.

 

Adopted: 04/15/1999

Revised: 10/25/2000, 10/13/2005, 03/22/2012