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Accounts Receivable--Student Financial Information Cost Allocation for On-Campus Services
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Function GetHeadline()
GetHeadline="Motor Pool Vehicle Reservation"
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%> > Winona State University > Faculty/Staff Main > Business Office > Travel > Motor Pool Vehicle Reservation Motor Pool Regulations and Reservation Process
Accidents
State-owned vehicles may be used only for official state business. Authorized drivers must comply with M.S.16B.55 and the Department of Finance and Administration polices and procedures regarding use of state vehicles. Drivers are required to observe all ordinances and laws pertaining to the operation of motor vehicles. Before you drive a WSU motor pool vehicle, please familiarize yourself with the regulations. Additionally, please read the guidelines regarding reserving a state vehicle before you originate a Vehicle Request Form.
NOTE: The Department of Finance has issued the following statement regarding the use of cell phones while operating a state vehicle: "State of Minnesota employees are discouraged from using a cellular
All concerns regarding procedures for use of motor pool vehicles should be directed to either Marie Bush (457-5066, mbush@winona.edu) or Bill Mullen (457-5063, wmullen@winona.edu) in the Business Office.
Reservations for a state vehicle may NOT be made over the phone and are secured on a "first come, first reserved" basis. You may call the Vehicle Office at 5045 to see if a car is available; the reservation, however, will not be made until the Vehicle Request Form is completed and submitted. Vehicles will not be "held" or reservations "penciled in." If you are reserving only a motor pool vehicle and are not requesting reimbursement for any other expenses, you must complete only the Vehicle Request Form. If you are reserving a motor pool vehicle AND will be requesting reimbursement for any additional expenses, e.g., meals, lodging, parking, etc., you must complete a Travel Request Form AND a Vehicle Request Form. Vehicle Request Form Regarding the Vehicle Request Form, you must complete the on-line form in its entirety, including your supervisor's name and email address. The departure and return dates and times must be completed on the form. Be sure to allow yourself enough travel time (allow for weather, traffic, late meetings, etc.). Note: Due to the very close scheduling of vehicles, a vehicle may not be picked up earlier or returned later than the times you indicate on the vehicle request form. Driver's license information must be provided for each individual who may be driving the vehicle. If more than one individual may be driving the state vehicle on a particular trip, an additional form must be completed: Additional Driver/s Form Incomplete Vehicle Request Forms will not be processed, and you will be contacted regarding missing information. However, the vehicle will not be reserved until all missing information is provided. After you have submitted the form, your supervisor will receive an email notification regarding your request. The supervisor only needs to respond if the request is to be denied. The vehicle reservation office reserves the right to change the type of vehicle being requested to an alternate if circumstances arise that make this change necessary.
The authorized travel area for motor vehicle use includes the states of Illinois, Indiana, Iowa, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, South Dakota, and Wisconsin. Extended trips are defined as travel outside of these areas and must have prior written authorization from Marie Bush (Somsen 205-H, 5066) or Bill Mullen (Somsen 205-K, 5063). During times when classes are in session, vehicles will usually not be released for extended trips due to the high demand for motor pool vehicles. Again, Marie Bush or Bill Mullen must approve, in writing, any exceptions to this procedure.
Keys for Motor Pool Vehicles may be picked up The keys may be picked up one work day before departure. If it becomes necessary to call in someone from the Facilities Services Office after normal office hours to hand out vehicle keys, the cost center on the Travel Request Form/Vehicle Request Form will be charged for two hours overtime at time and a half. This is in accordance with contractual obligation between the State of Minnesota and Council 5.
If your plans change and you no longer need the motor pool vehicle, notify the vehicle reservation office as soon as possible in order to avoid a daily rate charge for the vehicle you reserved. You must cancel at least one working day The only exceptions would be for mechanical problems with the vehicle (causing it to be "out of service"), unsafe travel conditions caused by weather, or if the vehicle has not been returned on time by the previous driver.
Remember, you are driving a vehicle identified as WSU property--PLEASE drive accordingly. The WSU motor pool parking area is located just east of the Physical Plant on Mark and Johnson Streets. This lot has been reserved for WSU motor pool use only! There is not an assigned space for each vehicle. This lot is well lit; however, if you have a safety concern, please contact the Security Office (457-5555) if you wish to request an escort. Drivers using a motor pool vehicle are allowed to park their personal vehicles in this lot while they are using the motor pool vehicle. You may only park one personal vehicle in place of the vehicle you have reserved. A gray, laminated parking pass is in each WSU vehicle. If you are leaving your personal vehicle in the lot, place this pass on the dashboard of your car to avoid a parking ticket. Be sure to return the pass to the motor pool vehicle when you return. Departure and return times are indicated on the "key tag."
Any person/organization/team who returns a motor pool vehicle later than the stated return time, without a justifiable reason (weather, mechnical problems), may be held responsible for the additional expenses they cause the next person scheduled to use that vehicle. Additionally, if it becomes necessary to call in someone from the Facilities Services Office, after normal office hours, to arrange for another vehicle in the event the scheduled vehicle is not there, the account on the vehicle request form will be charged for two hours of overtime pay at time and a half. This is in accordance with the contractual obligation between the State of Minnesota and Council 5. You must complete a Mileage Card for each trip you take in a Motor Pool Vehicle. The cards are located on a clipboard in each vehicle. You must record the account number that is to be charged for your trip AND the beginning and ending mileage (odometer readings). If you've forgotten the account number, it is written on the "key tag" attached to the key set.
The gas tank must be re-filled before the car is returned to the motor pool vehicle lot. If a driver returns a vehicle with less than 1/2 tank of gas, the account on the vehicle request form will be charged an additional daily rate. The credit card for each vehicle is located in the white envelope on the clipboard. Return the credit card, along with the receipt, to the white envelope after each use. All purchases with the credit card must be recorded in the credit card use log on the outside of the white envelope. The fuel credit card should be accepted by all service stations. If a problem arises with the Wright Express Credit Card, have the vendor call the 800 number on the back of the card. The credit card may be used ONLY for authorized purchases for the WSU motor pool vehicle to which the card is issued. Any use of this credit card for other vehicles is illegal.
Car seats in the mini-vans and full-size vans are not to be removed or re-installed by anyone except Facilities Services employees. This is mandatory. If it is absolutely necessary to have one or more seats removed, you must notify the vehicle reservation office (facilities@winona.edu) at least two working days in advance of the scheduled departure. Smoking policy: State law does not allow smoking in any WSU vehicle. Animal/Pet policy: Animals are not allowed in any WSU vehicle, with the exception of service animals. If a vehicle must be cleaned because a pet was transported, a charge will be applied to the account indicated on the vehicle request form. If necessary, the vehicle may have to be cleaned professionally, which can cost between $100-150. For your convenience, a waste receptacle is located near the key drop box. Please dispose of all waste accumulated during your trip when you return. If the next scheduled driver complains about trash left in the vehicle, the previous driver's account will be charged an additional daily rate. Mechnical problems: If you experience mechanical problems on the road you may use the credit card for emergency towing and/or minor repairs. Phone Bill Mullen (507/457-5063) or Sandy Schmitt (507/457-5067) for direction on how to handle major repairs. After regular office hours, phone Bill Mullen at 507-452-2339 or Sandy Schmitt at 608-687-4879. Report any problems with the vehicle to the Facilities Services Office (457-5045). If you wish, you may use one of the vehicle repair slips in the white envelope. Leave the completed slip in the key drop box. Do not leave a note in the vehicle or on the clipboard. Accidents: In case of an accident, refer to the insurance ID card in the white envelope. This is legal proof of insurance. ALL damage to a WSU vehicle (no matter how minor) must be reported to the Facilities Service Office in person or by phone (457-5045) as soon as possible. Last Modified: Thursday, June 12, 2008 13:49 by Kathryn Mahlke |
