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Function GetHeadline()
GetHeadline="Motor Pool Vehicle Reservation"
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MOTOR POOL REGULATIONS AND RESERVATION PROCESS
12 Passenger Van
Accidents
Animal/Pet Policy
Authorized Travel Areas for Motor Pool Vehicles
Canceling a Reservation
Mechanical Problems
Mileage Card - a "Must Do"
Picking up Car Keys
Picking up & Returning the Vehicle
Refill the Gas Tank
Reserving a Vehicle
Smoking Policy
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.
An authorized driver must be:
- must be driver approved
- a state employee,
- a contract employee, if authorization to drive a state vehicle is stipulated in
the contract, or
- a WSU student as long as the student is traveling on official WSU business
- Drivers must have a valid U.S. driver's license.
- The driver must be at least 18 years old.
- Foreign nationals, who have a foreign driver's license, are not permitted to drive state vehicles.
- Only employees of the university, or other persons having a direct or specific professional purpose for riding, may be passengers in a state vehicle. Insurance regulations make this mandatory.
- State vehicles may NOT be parked at your home overnight. You may stop at your home to pick up any travel items that you may need; but you may not keep the car at your home.
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 phone while operating a motor vehicle in the conduct of state business, except for the purpose of obtaining emergency assistance."
Driving a WSU motor pool vehicle is a privilege and, as such, the privilege may be revoked for misuse, disregard of the regulations governing use of the vehicle, or failure to obey traffic laws.
All concerns regarding procedures for use of motor pool vehicles should be directed to either Marie Bush (457-5066, mbush@winona.edu) or Deb Ferguson (457-5063, dferguson@winona.edu) in the Business Office.
If you are considering using a WSU 12-passenger van, YOU MUST read the guidelines provided and submit the signature page of this document to the travel director prior to your departure. Driving a van of this size is considerably different than driving a university car or a regular sized van. Development of a high occupancy vehicle training program is under way. Once implemented, it will be MANDITORY for anyone requesting the use of a 12-passenger van to have completed this training. Watch for the updates/announcements regarding this procedure.
A listing of the vehicles available through the WSU Motor Pool and the official rates for each vehicle, as well as an official mileage table, is also available online.
Reservations for a state vehicle may NOT be made over the phone and are secured on a "first come, first reserved" basis.
Driver Approval Form
Vehicle Request Form - Vehicle Request User's Guide
Travel Request Form
Regarding the Vehicle Request Form, you must complete the on-line form in its entirety. When considering departure and return times, 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.
If more than one individual may be driving the state vehicle on a particular trip, ALL DRIVERS must be entered on the Vehicle Request Form. If this list changes after you have submitted the form, you must go back and edit the changes, to update drivers' names, before you take the trip.
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, Iowa, Minnesota, North Dakota, South Dakota, and Wisconsin. Extended trips are defined as travel outside of these areas and requests will automatically be forwarded to Marie Bush for approval. 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.
Picking up Keys to Motor Pool Car
State vehicles may NOT be parked at your home overnight. You may stop at your home to pick up any travel items that you may need; but you may not keep the car at your home.
Keys for Motor Pool Vehicles may be picked up
Monday through Friday ONLY, during regular office hours:
Fall and Spring semesters: 7:00 a.m.to 4:30 p.m.
Summer: 7:00 a.m. to 4:00 p.m.
The office is CLOSED ON STATE HOLIDAYS.
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, return to your original Vehicle Request Form and cancel the reservation online.
You must cancel at least one working day in advance to avoid a charge to your account.
For example:
1) if you have a vehicle reserved for Monday at 8:00 am, you would need to cancel by the preceding Friday at 8:00 am to avoid a daily rate charge to your account; or
2) if you have a vehicle reserved for Monday at 8:00 am and the preceding Friday was a holiday, you would need to cancel by the preceding Thursday at 8:00 am to avoid the charge. A holiday does not count as a "working day"; or
3) if you cancel a reservation that is for more than one day, you will be charged for two days if cancelled less than 24 hours from departure.
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. Members of the public have, in the past, called WSU to report dangerous and/or illegal driving involving a WSU vehicle.
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.
State vehicles may NOT be parked at your home overnight. You may stop at your home to pick up any travel items that you may need; but you may not keep the car at your home.
Departure and return times are indicated on the "key tag."
Motor pool vehicles may not leave the lot earlier than the time indicated, nor be returned to the lot later than the time indicated, on the tag. Any WSU motor pool vehicle may be in use 24 hours per day, seven days a week. Do not assume, because it is late at night or during the weekend, that no one else is scheduled to use the vehicle right after you.
Any person/organization/team who returns a motor pool vehicle later than the stated return time, without a justifiable reason (weather, mechanical 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.
When you return from your trip, the vehicle key ring and completed Mileage Card should be deposited in the key drop box located in the northeast corner of the motor pool lot.
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.
Additional Miscellaneous Guidelines
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.
State law does not allow smoking in any WSU vehicle.
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.
If you experience mechanical problems on the road you may use the credit card for emergency towing and/or minor repairs. Phone Marie Bush (507-457-5066) or Deb Ferguson (507-457-5063) for direction on how to handle major repairs. After regular office hours, phone Deb Ferguson at 608-539-4239 or Marie Bush at 507-452-1336.
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.
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: Wednesday, October 07, 2009 13:50 by Shraddha Bista
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