Policy for Use of Carpool Vehicles

1.  Authorization/Reservation of Carpool Vehicles

  • Priority for use of vehicles will be the order in which the authorization forms are received in the Vehicle Maintenance Garage.  The Vehicle Maintenance Garage is located in the Physical Plant, Room 109B.  Please call extension 4786 for further information or questions.

  • Requests for vehicle reservations must be made using the Carpool Vehicle Authorization Form.  Please print the Authorization Form, fill it out and send or deliver it, along with an additional copy, to Physical Plant Carpool/Garage.  Separate authorizations are required for each trip.  The additional copy will be returned to the department with a notation either confirming or denying availability of a vehicle.  If we do not receive the additional copy at the time of request, you will not receive the notification of availability.


2.  Charges

  • Mileage charges include gas, oil, tires and repairs.  Tolls, washing, parking fees, etc. must be paid by the user.   Late returns will be charged the daily minimum rate for any time beyond the requested period.  The daily charge period is from midnight to midnight, or any portion thereof.

  • The requesting department will be charged for any damages incurred while using the vehicle.  The University carries only limited liability insurance.

  • Additional cleaning charge(s) may be incurred for excessive debris found in the vehicle upon return.  Please keep the vehicles neat and clean.


3.  Cancellations

  • No charges will be made for last-minute cancellations due to illness or inclement weather if the Garage is notified as soon as possible.

  • Scheduled vehicles that are not cancelled or picked up will be charged the daily minimum charge.

  • Vehicles not picked up within two hours after their scheduled time will automatically be cancelled and the daily minimum charge assessed.

  • If, for any reason, it is necessary for the Garage to withdraw a scheduled vehicle, the requesting department will be notified as soon as possible.  Normally, the last vehicle scheduled will be the first withdrawn.


4.  Pick Up and Return

  • Vehicles are to be picked up at, and returned to, the vehicle maintenance garage in the Physical Plant, Room 109B.  If a scheduled vehicle will be picked up after hours,  please contact Boiler Room personnel at  ext. 4779 to obtain the keys.

  • Vehicles should be returned to the designated parking area located at the southeast corner of the Physical Plant.  Please check the vehicle and remove all personal belongings.  Remove keys and lock the vehicle.  Keys may be left in the garage office (Room 109B) or, if after hours, in the key drop slot located in the middle overhead door of the garage in the back of the Plant.

  • A lost and found service is located at the vehicle maintenance garage.  All unclaimed items will be disposed of after two weeks.

  • Vehicles should not be scheduled for pick up before the time of use.  This enables better scheduling of the vehicles with other departments.

  • Vehicles should be returned to the Garage at the time the trip is completed and not held until the driver returns to campus at a regular work time.  This permits more efficient scheduling of the vehicles.

  • An authorized driver may park his or her personal vehicle in the carpool vehicle parking lot while using a carpool vehicle.

  •  Do not release the vehicle to any other person or office.


5.  In Case of Accident

  • In case of an accident or vehicle break-down, the Physical Plant Office (620-235-4779) or the Vehicle Maintenance Garage (620-235-4786) should be notified.  If the vehicle breaks down while on the road, it is the driver's responsibility to arrange for repairs and to ensure the security of the vehicle.  In addition, the driver is responsible for ensuring that passengers reach their destination.


6.  Emergencies

  • Minor repairs, including road service and tire repair, may be charged on the provided VISA card at participating service stations.

  • Major repairs are not authorized without clearance from the Director of Custodial & General Services (620-235-4776) or the Garage Supervisor (620-235-4786).  If such clearance is not obtained, the individual may be liable for the cost of such repairs.


7.  Purchasing Gasoline

  • VISA procurement cards are issued to the driver along with the vehicle's keys.

  • The procurement card may be used anywhere VISA is accepted.

  • Please make sure to get a copy of the gasoline receipt.   The receipt should be left in the key pouch with the procurement card at the end of your trip.  All procurement card receipts must be turned in when returning the vehicle.

  • VISA cards are to be used for carpool vehicles only.  Use of these cards for personal items, food, or other department vehicles is strictly prohibited!

  • Vehicles do not have to be returned with a full gas tank.


8.  Restrictions

  • Van drivers must be full-time or part-time employees of the University or have an appointment as a graduate assistant.  Undergraduate students may not be van drivers.  (An exception is granted for on-campus use and trips less than 25 miles from the University main campus).

  • Prior to driving a van beyond the actual streets of the City of Pittsburg, drivers must complete a National Safety Council class on Van Driving and Safety offered through University Police and Parking Services.

  • No driver should operate a vehicle more than 10 hours in any 24-hour period.  The van driver must take a mandatory 30 minute rest break every four hours.  Trips requiring more than 10 hours driving time to reach a point of destination will require overnight lodging.

  • Only those individuals on official University business may travel in a carpool vehicle.

  • The operators of carpool vehicles need to ensure that the number of occupants does not exceed the number of seatbelts in the vehicle.  Operators should also require that each occupant use a seatbelt while the vehicle is in operation.

  • No pets are allowed to ride in the vehicles.   An exception will be made for service animals.

  • All carpool vehicles are tobacco-free.


9.  Insurance Coverage

  • The State of Kansas/Pittsburg State University carries only limited liability insurance on carpool vehicles.


Vehicle Authorization Form

Carpool Mileage Rates