Vehicle Fleet Use and Policy Guide
The following information is provided as a guide for the use of Eastern Mennonite University fleet vehicles.The Physical Plant office is responsible for all EMU fleet vehicle concerns and is open from 8 a.m. to 5 p.m. Monday through Friday. Fleet vehicles are available for university business and approved university related activities. All Drivers must sign an “Authorization to Obtain Motor Vehicle Record” form. Drivers of cars must hold a valid U.S. drivers license, be at least 19 years old and have two years of regular daily driving experience and complete a form that indicates their driving record.
Drivers for vans must hold a valid U.S. drivers license, be at least 25 years old and have five years (almost daily) driving experience or have a CDL and complete a form that indicates their driving record and must complete van driving training . The University and/or its’ insurance carrier will determine who is approved to drive University vehicles. All users must provide a general ledger account number approved by the respective department head.
Reservations and Use
Reservations for vehicle use should be made well in advance to ensure efficient scheduling. The following information is requested for reservations:
- Name of driver
- Authorizing department
- Account number
- Departure and return times and dates
- Destination
- Size of vehicle desired.
Fleet vehicle user responsibilities:
- Pick up and return vehicles at reservation times.
- Wear seat belts. Observe all traffic regulations. Any infractions and subsequent fine payments are the responsibility of the user.
- Report any problems with the vehicle to the Physical Plant office as soon as possible. All accidents must be reported immediately.
- Return vehicle with interior in clean condition.
- If office is closed, return keys in the deposit slot in the door of the Physical Plant office, room 202.
- Return vehicle with at least ½ tank of gas to the Physical Plant lot.
The Wright Express Card (which must be kept with the car) is widely accepted by many different merchants.
- Each vehicle is issued a Wright Express Card carrying the ID number of that vehicle.
- Cards can only be used for the vehicle to which they are assigned.
- Cards may be used only for fuel and lubricants. No Food.
Typically, you should be able to use the card to pay at the pump. You will be given a pin number when you pick up the keys. After you swipe the card you will be prompted to enter the pin number and the vehicle mileage. If you encounter difficulty take the card to the cashier for entry or you may use your EMU corporate card. If a corporate card is used a copy of the receipt must be furnished to the Physical Plant office.
Rates and Usage Fees
Departments will be charged the following rates for fleet vehicle use:
- All cars $.40 Minimum Charge 28 miles or $11.20
- Mini-van (7 passenger) .50 Minimum Charge 28 miles or $14.00
- Van (15 passenger) .75 Minimum Charge 28 miles or $21.00
Because of heavy scheduling, a $25.00 usage fee may be charged in addition to regular mileage if the vehicle is not returned at the scheduled time.
In Case of Emergency
Call the Physical Plant office at 540-432-4390. After hours call either Doug Blyer 540-432-4389 (this is a 24 hour number), or Eldon Kurtz (home) 540-434-1096 or cell phone 540-578-3627.
Your cooperation in responsible use of EMU fleet vehicles is appreciated.
12/1/06
