WHAT DO I DO WITH THE KEYS?
PLEASE PUT THE MOTORPOOL VEHICLE BACK INTO THE DESIGNATED SPOT WHEN YOU RETURN.
ALL keys MUST be placed in the Drop Box AT ALL TIMES. Also drop your completed travel sheet into the drop box.
NORMAL BUSINESS HOURS:
7:00 AM to 4:00 PM, Monday - Friday.
There are no motor pool employees available after 4pm and all keys
are securely locked up. If you need a vehicle before 7am you need to
make a reservation for pickup of the keys on the afternoon before. You
must note in the comments box of the actual time and date your will trip
start.
Keys must be picked up on Friday after 3pm for all vehicles you need for
Saturday or Sunday usage. You must note in the comments box of the
actual time and date your will trip start.
Vehicle must be kept in the lot until trip starts.
WHAT IS RETURN TIME?
The return time for all vehicles is the time expected BACK AT Physical Plant not the time you want to leave your destination.
MIDNIGHT VS NOON TIME?
12:00 AM is Midnight (next day) and 12:00 PM is Noontime. Please make
sure you use the correct indication for AM and PM. (We prefer you do not
use midnight at all).
LAST MINUTE CANCELLATION?
If it is prior to your pick-up time, please log into FleetCommander and
cancel your reservation. 24 hours prior notice is preferred.
APPROVED DRIVER?
A person must have a profile in Fleet Commander and be approved by campus police to drive. If you are a new employee or have never been on the old approval list (prior to Aug. 2014) you must also go to campus police and fill out a second form. Only names that are approved will be able to submit a vehicle reservation.
RESERVING TRAILER?
If you want to reserve the trailer you must also make a reservation for
a 12-passenger van. There will be a $10.00 daily rental fee for the trailer,
which is in addition to the daily rental fee for the vehicle. If a personal
vehicle is used for VU business, there will still be a $10.00 daily rental fee
for the trailer.
RESERVING A BUS:
Reservation for a Bus will not be approved until a driver is assigned to the
trip. Bus reservation must have at least 13 Passengers, otherwise a van
must be reserved.
A bus reservation does require at least a 3 days notice for scheduling bus
trips. Our CDL bus drivers are part time and may have other commitments.
One day trips must be completed (from Vincennes and back) with 8-10
hours driving time. Per D.O.T. regulations, a CDL driver can not drive
more than 10 hours a day and can only be on duty (not driving) an
additional 5 hours a day (total of 15 hours). Trips longer than one day
require a relief driver to meet the bus at another destination to switch
drivers. The department requesting the bus is responsible for all charges
incurred (hotel, car, toll, etc.). You must have money available for all toll
road fees so the bus driver is not responsible for these fee.
Bus cancellation by the requester, if cancelled less than 24 hours prior to
departure of the vehicle will cause the following compensation for the bus
driver.
Alternatives to using our bus would be to use 12 passenger vans which
require a regular operators license.
NOTE!!!! - B03 ONLY SEATS 19 PEOPLE FROM NOV 1 - MID MARCH
BACKUP BUS COMPANIES:
Bus trips requiring more than 35 passengers, or if VU buses are not
available, needs prior approval thru PURCHASING, before using backup
bus companies. Upon approval, reservations can be made through BALES
UNLIMITED, INC., 1-800-225-3708 or NEW IMAGE TRAVEL, 1-800-
432-6213.
ACCIDENTS:
A Vehicle Accident/Incident Report form will be in every motor pool
vehicle glove compartment. Forms will also be available in the front office
of the Physical Plant. This MUST be filled out if you have an accident.
Please return the COMPLETED and SIGNED form to the Purchasing/
Risk Management Department within 24 HOURS of the accident.
GAS REIMBURSEMENT:
Please include a copy of your original vehicle reservation given to you upon
departure, with gas reimbursement voucher. Turn in your gas receipts to
your secretary.
WHAT TO DO IF NO VEHICLES ARE AVAILABLE;
VU has an account set up with ENTERPRISE at 1631 Hart Street. Call
812-882-0077 for information.
ARE THERE ADDITIONAL FEES?
There will be a $25 no show fee for reservations not CANCELLED or NOT PICKED UP within an hour of your reservation pick up time. If you receive a cancellation notice and still need the vehicle, a new reservation must be made. There may also be additional cleaning fee of $25 if cleaning is required.
DOES MY PROFILE NEED UPDATED?
Yes. If you ever change departments, get married, etc. you must go into your profile and update the information. If you leave VU you need to delete your profile.
HOW DO I ADD A COMMENT TO MY RESERVATION?
GO BACK TO YOUR RESERVATION AND CLICK ON THE "REQUEST CHANGE" BUTTON AND THEN ADD YOUR COMMENT IN THE BOX THAT APPREARS. YOUR RESERVATION WILL COME TO PPLANT AS A PENDING CHANGE. THE PPlANT DISPATCHERS WILL THEN SEE YOUR COMMENT.
DO NOT USE THE "ADD NOTES" OPTION. THIS IS MORE FOR PRIVATE NOTES THAT DO NOT
SHOW UP ON THE TRAVEL SHEET FOR THE DISPATCHERS TO SEE!!
