Motor Pool Vehicle Reservations

State motor pool vehicles are reserved and maintained by Facilities Services. WSU will be offering our motor pool vehicles for rental use to WSU staff and students starting Aug. 17, 2020.

Our shared goal is protecting drivers and occupants and slowing the spread of COVID-19 in the community.

These health and safety guidelines apply to the use of all WSU Motor Pool vehicles:

  • Vehicles occupants will be limited to:
    • 3-row vans: 2 people, one driver and one passenger in third row
    • All other vehicles: 1 person
    • No other occupants will be allowed in vehicles
  • Drivers and passengers shall wear cloth face coverings when in the vehicle
  • Drivers and passengers shall take the Daily COVID-19 Self-Assessment prior to using the vehicle
  • Drivers shall record the trip itinerary including all vehicle stops and agree to share itinerary with health officials if requested

Facilities Services will perform the following protocols to disinfect the vehicles:

  • Vehicles will be equipped with extra face masks, hand sanitizer, disinfecting wipes, facial tissue, and waste bags
  • Commonly touched surfaces in and on the vehicle (e.g., key fobs, steering wheel, door handles, seatbelt buckles, radio and temperature dials) will be cleaned and disinfected between rentals
  • Vehicles will be allowed to stand 24 hrs between rentals
  • If a symptomatic person has used a vehicle, it will be taken out of service for 72 hrs

These guidelines are informed by the Interim Guidance for Facilities Providing Non-Emergency Transportation Services during COVID-19 (PDF) published by MDH.


Regulations & Reservation Process

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 policies 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 complete the Vehicle Request Form.

An 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 as long as the student is traveling on official WSU business

To be an approved driver:

  1. Drivers must have a valid U.S. driver's license
  2. The driver must be at least 18 years old
  3. Foreign nationals who have a foreign driver's license are not permitted to drive state vehicles
  4. 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
  5. State vehicles may not be parked at your home overnight. You may stop at your home to pick up travel items but may not keep the car at your home.

Review the types of vehicles available through the WSU Motor Pool and the official rates for each vehicle, as well as an official mileage table (PDF).

Reservations for a state vehicle must be made online and are secured on a first come, first reserved basis.

It is the responsibility of the requesting person/department to create, edit, and cancel a reservation. Changes to a reservation should be made updating your submitted request via WarriorSpace.

Driver Approval Form 

Questions regarding driver approval form should be directed to Kim Kostner-Glende at 507.457.5045 or kkostnerglende@winona.edu.

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.).

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 by modifying your request in WarriorSpace.

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.

Vehicle Type Daily Rate Mileage Rate
Car - 1 passenger $17.00 $0.22
SUV - 1-2 passenger $23.00 $0.29
Mini-Van 2 passenger $23.00 $0.29
Van - 2 passenger $23.00 $0.29

Cars

Vehicle # Description
131 1 passenger 2013 Ford Fusion
153 1 passenger 2015 Dodge Dart
154 1 passenger 2015 Dodge Dart
166 1 passenger 2017 Chevy Impala
167 1 passenger 2020 Chevy Bolt – Electric
168 1 passenger 2020 Chevy Bolt – Electric

SUVs

Vehicle # Description
162 2 passenger 2016 Ford Explorer
163 1 passenger 2016 Ford Escape

Vans

Vehicle # Description
123 2 passenger 2012 Toyota Sienna Caravan w/Hitch
132  2 passenger 2013 Ford Econoline Wagon w/Hitch
143 2 passenger 2014 Ford 138E Series Wagon w/Hitch
144

 

2 passenger 2014 Ford Econoline Sport w/Hitch
150 2 passenger 2015 Dodge Grand Caravan
151 2 passenger 2015 Dodge Grand Caravan
165 2 passenger 2017 Dodge Caravan
145 2 passenger 2014 Ford Econoline
164 2 passenger 2017 Ford Transit

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 8am, you would need to cancel by the preceding Friday at 8am to avoid a daily rate charge to your account; or

  2. If you have a vehicle reserved for Monday at 8am and the preceding Friday was a holiday, you would need to cancel by the preceding Thursday at 8am 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.
 

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. This lot is well lit; however, if you have a safety concern, please contact the Security Office (507.457.5555) 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 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 "Mileage Log."

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 Mileage Log. 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.

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, 7am - 4pm
  • The office is closed on state holidays.


The keys may be picked up one work day before departure.

*For weekend travel - reminder - Be sure to pick up keys on Friday 

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 two hours overtime at time and a half. This is in accordance with contractual obligation between the State of Minnesota and Council 5.

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.  

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.   

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.

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 located 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.

If you are considering using a WSU 12-passenger van, you must read the guidelines provided and submit the signature page of the document (PDF) to the Facilities Services main office.

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 mandatory for anyone requesting the use of a 12-passenger van to complete the training. Watch for the updates regarding this procedure. 

Car Seats:
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 will be charged to the department/person.

 
Trash/Garbage:
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 reports trash left in the vehicle, the previous driver's account will be charged an additional daily rate.  
 
Mechanical Problems:
If you experience mechanical problems on the road you may use the credit card for emergency towing and/or minor repairs.  During University hours please contact Brook Noland, Administrative Assistant Brook.noland@winona.edu, (507.457.2835).  After hours please contact the WSU Security Office (507.457.5555).
 
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.  

 
Accidents:
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 (507.457.5045).  After hours please 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.  

 
Lost Keys:
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.    

Cell Phone Use:

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.

Chevy Bolt EV Orientation

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.  To familiarize yourself a bit with the Bolt, Chevrolet has a great playlist of short videos on YouTube that highlight many useful features and tips.  Please take a few minutes to review these videos before you take your first drive.

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 in particular reduces range significantly.   In winter, expect to lose anywhere between 30% to 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. For a map of all ChargePoint locations, please click here and select “ChargePoint” under “Network.”  

Allow extra time in your schedule if needed for charging.  The Bolts can charge from both 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.  As tempting as it might be, you CAN’T charge at Tesla Superchargers as they use proprietary technology that only works with Tesla vehicles.



Picking up and Returning 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 two designated parking spots for the motor pool EVs along with a charging station at each designated spot. This building is well lit; however, if you have a safety concern, please contact the Security Office (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. A laminated parking pass is in each WSU vehicle. If you are leaving your personal vehicle in place of the Bolt, place this pass on the dashboard of your car 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.

Departure and return times are indicated on the "Mileage Log."

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 Mileage Log. 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.

Recharge The Batteries 

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 located 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 will be provided.

The ChargePoint fleet card is accepted at any ChargePoint EV charging station location.  For a map of all ChargePoint locations, please click here and select “ChargePoint” under “Network.” 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.