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Effective August 2, 2000 

University fleet vehicles will be issued with the following conditions.

1. When an approved "Travel Request Form" is submitted to the Facilities Management Department. The "Travel Request Form" must contain the driver's name, the driver's PA license number as well as the name of all passengers.  The department's cost center must be supplied on the form, a vehicle will not be assigned until the cost center is provided.  Travel Request Forms must be signed by the Department's chair/director.
2. Vehicle keys will only be issued to the designated driver listed on the "Travel Request Form" who presents a valid PA driver's license.
3. Hours of operation are Monday through Friday - 7:00am to 3:00pm.

Employees should submit a completed travel authorization form to the Facilities Management Department at least five working days prior to planned travel; the form may be faxed.

If the employee later determines the vehicle is not needed they must notify the FMD as soon as possible but no later than 24 hours of the reservation.  Failure to advise FMD of the cancellation will result in the department being charged for the vehicle unless the vehicle may be used by another department during the same time.

If a university fleet vehicle is not available a copy of the travel authorization form will be returned to the employee signed by the dispatcher and stamped indicating a vehicle is not available.  The FMD will also fax the form to the contracted rental service.  The employee will then be able to contact the contracted rental service directly to confirm the arrangements for the rental car and to arrange for pickup and drop off of the rental car.

A key drop box is provided at the rear entrance of the McEntire building for after hour returns.

After using a university vehicle, the traveler's department account will be charged as follows:

*Sedans/Mini Vans - $35 daily; unlimited mileage and use of the University's gasoline credit cards

*Full-size Van - $70 daily; unlimited mileage and use of the University's gasoline credit cards

When using a university vehicle, if a gas station station will not accept the university credit card and you must pay for the gasoline yourself, please submit the receipt to the Facilities Management Office with an explanation and they will process the necessary paper work to reimburse you.

For procedures in completing the "Travel Request Form" refer to the following University Policy and Procedures Manual information. In accordance with Management Directive 615.8, enclosures, and CUP Travel Regulations dated December 1986, personnel authorized to operate university vehicles must satisfy three basic requirements:

1. They must be on the university payroll.
2. They must possess a valid Pennsylvania Driver's License.
3. The vehicle must be operated for the purpose of official university business only.

Work/Study Student Status:  Although Work/Study students may satisfy the above requirements, the university further requires that a full-time employee who carries approval authority and satisfies the requirements described above accept responsibility for a vehicle operated by a Work/Study student.

Therefore, for Work/Study students, Part II Approval as indicated on the Travel Approval Request form transfers responsibility for the vehicle to the approving authority - not the Work/Study student - even though the approving authority may not be the vehicle operator.  This requirement is necessary to accommodate State insurance requirements.

For more information on the university fleet vehicle policy, please contact:

Shelley Shaffer
Facilities Management
McEntire Building
814-393-2029 Phone 
814-393-2037 Fax

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Last Updated March 05, 2008