Motor Pool Vehicle Reservations
Facilities Services maintains state motor pool vehicles for use by WSU faculty, staff, and students. State-owned vehicles may be used only for official state business.
Find details about:
- Reserving a vehicle
- Vehicle types & rates
- Picking up a vehicle
- Returning a vehicle
- Additional guidelines
Authorized drivers must comply with M.S.16B.55 and the Department of Finance and Administration policies and procedures regarding use of state vehicles.
Drivers are required to observe all ordinances and laws pertaining to the operation of motor vehicles.
Submit a Driver Approval FormAn authorized driver must be:
- an approved driver
- a state employee
- a contract employee, if authorization to drive a state vehicle is stipulated in the contract
- a WSU student, if traveling on official WSU business
To be an approved driver, you must:
- have a valid U.S. driver’s license
- be at least 18 years old
Foreign nationals who have a foreign driver’s license are not permitted to drive state vehicles.
Insurance regulations mandate that only employees of the university, or other persons having a direct or specific professional purpose for riding, may be passengers in a state vehicle.
Contact Kim Kostner-Glende at 507.457.5045 or kkostnerglende@winona.edu with any questions about driver approval.
Reserve a Vehicle
Reservations for a state vehicle are secured on a first come, first reserved basis. The requesting person or department is responsible for creating, editing, and canceling a reservation.
Submit a Vehicle Request FormDue to the very close scheduling of vehicles, a vehicle may not be picked up earlier or returned later than the times you indicated in your request.
The vehicle reservation office reserves the right to change the type of vehicle to an alternate vehicle if circumstances arise that make this change necessary.
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, you must update drivers’ names before departure by modifying your request in WarriorSpace.
You can make changes to a motor pool reservation by updating your submitted request via WarriorSpace.
If your plans change, return to your original Vehicle Request Form and cancel the reservation online.
You must cancel at least 1 working day in advance to avoid a charge to your account.
The only exceptions are due to:
- mechanical problems
- unsafe travel conditions caused by weather
- the vehicle has not been returned on time by the previous driver
Authorized Travel Area
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 Jim Goblirsch 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.
Vehicle Types & Rates
These are the vehicles available through the WSU Motor Pool and their official rates. You can also review the official mileage table (PDF) for common destinations throughout the region.
| Vehicle ID | Type | Description | Passengers | Daily Rate | Mileage Rate |
|---|---|---|---|---|---|
| 153 | Car | 2015 Dodge Dart | 5 | $25 | $0.29 |
| 154 | Car | 2015 Dodge Dart | 5 | $25 | $0.29 |
| 166 | Car | 2017 Chevy Impala | 5 | $25 | $0.29 |
| 167 | Car | 2020 Chevy Bolt – Electric | 5 | $25 | $0.29 |
| 168 | Car | 2020 Chevy Bolt – Electric | 5 | $25 | $0.29 |
| 162 | SUV | 2016 Ford Explorer | 7 | $30 | $0.36 |
| 163 | SUV | 2017 Ford Escape | 5 | $30 | $0.36 |
| 132 | Van | 2013 Ford Econoline Wagon w/ Hitch | 7 | $30 | $0.36 |
| 143 | Van | 2014 Ford 138E Series Wagon w/ Hitch | 7 | $30 | $0.36 |
| 144 | Van | 2014 Ford Econoline Sport w/ Hitch | 7 | $30 | $0.36 |
| 150 | Van | 2017 Dodge Caravan | 7 | $30 | $0.36 |
| 165 | Van | 2017 Dodge Caravan | 7 | $30 | $0.36 |
| 145 | Van | 2014 Ford Econoline | 12 | $30 | $0.36 |
| 164 | Van | 2017 Ford Transit | 12 | $30 | $0.36 |
12-Passenger Van
Driving a 12-passenger van is considerably different than driving a university car or a regular sized van.
To use the WSU 12-passenger van, you must review the Van Safety Guidelines (PDF) and submit the signature page to the Facilities Services main office.
A high-occupancy vehicle training program is being developed. Once implemented, it will be mandatory for anyone requesting the use of a 12-passenger van to complete the training.
Electric Vehicles
WSU is going electric with the introduction of two Chevy Bolt EVs to the rental motor pool fleet.
If this is your first experience with an all-electric vehicle, don’t worry. The Chevy Bolts are intuitive to use and easy to drive. Chevrolet has a great playlist of short orientation videos highlight many useful features and tips.
Plan for Range & Recharging Needs
If you’re a little nervous about range, keep in mind that the Bolts feature an EPA estimated all-electric range of 259 miles on a full charge under ideal conditions.
Your real-world range will vary depending on weather, driving conditions, and other factors. Cold weather may reduce the range significantly.
In winter, expect to lose anywhere between 30-50% of total range. The vehicles update estimated remaining range in real-time and provide other useful driver feedback to maximize efficiency.
When planning your trip, take range into account and consider whether you might need to recharge at your destination or along the way. For on-route charging, each Bolt is equipped with a ChargePoint fleet card.
View a map of all ChargePoint locations by selecting “ChargePoint” under “Network” options.
Allow extra time in your schedule if needed for charging. The Bolts can charge from Level 2 chargers and DC fast chargers. If charging at a Level 2 station, estimate adding about 25 miles of driving range in one hour at the plug. At a DC fast charger, you can add about 90 miles of range in 30 minutes.
You cannot charge at Tesla Superchargers as they use proprietary technology that only works with Tesla vehicles.
Pick Up a Vehicle
Keys
You will pick up the keys from the Facilities Services Office between Monday-Friday from 7am-3:30pm. The keys may be picked up 1 workday before departure.
If you’ll be traveling on the weekend, remember to pick up the keys on Friday. Also, keep in mind holidays when the university is closed.
For liability reasons, vehicle keys will only be issued to individuals listed as driver/s on the reservation.
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 2 hours overtime at time and a half. This is in accordance with contractual obligation between the State of Minnesota and Council 5.
Vehicle
Departure and return times are indicated on the “Mileage Log.”
Motor pool vehicles may not leave the lot earlier than the time indicated on the Mileage Log. Any WSU motor pool vehicle may be in use 24 hours per day, 7 days a week. Just because it is late at night or during the weekend, there still may be someone else scheduled to use the vehicle right after you.
The WSU motor pool parking area is located on the corner of Main and Sarnia. There is a designated area for the motor pool vehicles however, there is not an assigned space for each vehicle.
Drivers using a motor pool vehicle are allowed to park their personal vehicles in this lot while they are using the motor pool vehicle.
The WSU motor pool Chevy Bolt EVs are parked in front of the Facilities Services building at 175 W Mark Street across from the library.
There are 2 designated parking spots for the motor pool EVs along with a charging station at each designated spot. Although this lot is well lit, contact the Security Office at 507.457.5555 if you wish to request an escort.
Drivers using a motor pool Bolt are allowed to park their personal vehicle in one of the reserved Bolt spaces.
You may only park one personal vehicle in place of the vehicle you have reserved.
Place the laminated parking pass from the WSU vehicle on the dashboard of your personal vehicle to avoid a parking ticket or being towed. Be sure to return the pass to the motor pool vehicle when you return.
If it’s more convenient, you are certainly free to leave your personal vehicle in any other legal on-street parking space or WSU parking lot you have the appropriate permit for.
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.
Use Mileage Log
You must complete a Mileage Log for each trip you take in a Motor Pool Vehicle. The form will be given to you when you pick up the keys for the vehicle.
Review the Mileage Log to ensure all information is accurate. The driver is responsible to complete the beginning and ending mileage, along with fuel usage.
Return a Vehicle
When you return from your trip, place the completed signed Mileage Log and with any fuel receipts in the pouch and deposit it in the cylinder located in the Motor Pool Lot.
Any person, organization, or team who returns a motor pool vehicle later than the stated return time without a justifiable reason 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 2 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.
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 half a tank of gas, the account on the vehicle request form will be charged an additional daily rate.
The credit card for each vehicle is in the Purple Pouch. Return the credit card, along with the receipt(s), to the Purple Pouch.
Original fuel receipt must be returned with the pouch. No receipt will result in the driver being personally responsible for the cost of fuel.
The fuel Voyager Fleet credit card should be accepted by all service stations. If a problem arises with the Voyager Fleet Credit Card, 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.
Unlike the gas-powered motor pool vehicles, you are not required to return the Chevy Bolt EVs with a full “tank.”
When you return one of the Bolts to the Facilities building at the end of your reservation, simply plug in the charging cable to the port at the front left fender of the vehicle.
For on-route charging, each Bolt is equipped with a ChargePoint fleet card. The ChargePoint card for each vehicle is in the Purple Pouch. Return the ChargePoint card to the Purple Pouch after each use.
All on-route charging transactions will be tracked automatically, and no receipts are needed.
The ChargePoint fleet card is accepted at any ChargePoint EV charging station location. View a map of all ChargePoint locations by selecting “ChargePoint” under “Network” options.
If a problem arises with the ChargePoint card, call the 800 number on the back of the card.
The card may be used only for authorized purchases for the WSU motor pool vehicle to which the card is issued. Any use of this card for other vehicles is illegal.
Additional 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 at least 2 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, except for 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 professional cleaning is necessary, this service will be charged to the department or person.
For your convenience, a waste receptacle is located near the key drop box. Dispose of all waste accumulated during your trip when you return.
If the next scheduled driver reports 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.
During business hours, contact Brook Noland at brook.noland@winona.edu or 507.457.2835. Contact the WSU Security Office at 507.457.5555 after hours.
Report any suspected mechanical or physical damage problems with the vehicle to Facilities Services Office. Do not leave a note in the vehicle or on the clipboard.
If an accident occurs you must fill out an accident report, which is in the red folder in the black clipboard in the vehicle.
During business hours an accident with a motor pool vehicle, no matter how minor, must be immediately reported to Brook Noland in the Facilities Service Office in person or by phone at 507.457.5045.
After hours, contact WSU Security at 507.457.5555 to report damage. Legal proof of vehicle insurance is on the ID card located in the red folder and in the purple pouch.
If a Motor Pool Vehicle Pouch is returned without a key, it will be at the expense of the department/person that reserved the vehicle.
Facilities Services will replace the key, but the cost of it will be charged to the department/person that reserved the vehicle.
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.