Fleet vehicles
Scheduling and Utilization of Central Fleet Vehicles
Purpose: To provide information related to the acquisition, use, and cost of Central’s motor pool vehicles.
In General: Vehicles, including passenger cars and vans, are available for use by the college staff & students on approved college business. These vehicles will be assigned on a first-come, first served basis. To schedule a vehicle, call Facilities Planning and Management (ext. 7676).
Responsibility/ Department and User:
1. User authorization: It is the responsibility of the approving department and the user to ensure that the vehicle is used for approved college activity only.
2. Drivers must be certified Central College drivers. To become a certified Central College driver, you must register every year beginning July 1 at the Facilities Planning and Management office.
If you register between July 1 and September 30:
A. Drivers must present their license to the Facilities Management Office.
B. Complete a short form.
C. Sign off, giving permission to have Central and/or Central’s insurance carrier review or obtain information on your motor vehicle record.
If you register between October 1 and June 30:
A. Drivers must present their license to the Facilities Planning and Management Office.
B. Present a certified copy of your driving record as obtained by the Iowa Department of Transportation. To obtain a copy of your driving record, complete the Privacy Act Agreement for Request Of Motor Vehicle Records form 431069. Send the completed form, a copy of your driver license or non-driver identification card, and a check for $5.50 (make your check payable to Treasurer, State of Iowa) and mail your request to:
Office of Driver Services
Iowa Department of Transportation
P.O. Box 9204
Des Moines, IA 50306-9204
C. Complete a short form at Facilities Planning and Management.
D. Sign off, giving permission to have Central and/or Central’s insurance carrier review or obtain information on your motor vehicle record.
NOTE: If Central College and/or their insurance carrier find your MVR to be unsatisfactory, your driving privileges for the college will be denied or suspended.
3. All drivers’ must abide by state & federal traffic laws. Responsibilities for traffic violations belong to the cited user.
4. Towing charges incurred during use, due to inclement weather or driver negligence are the responsibility of the approving department. Towing charges incurred due to equipment failure, will be the responsibility of Facilities Planning and Management.
5. User is responsible for checking general condition of vehicle before leaving the fleet parking lot.
6. Smoking, alcoholic beverages and controlled substances are prohibited in any fleet vehicle.
7. All damages incurred during use must be reported to the Facilities Planning and Management office upon return.
Use of Vehicle
Vehicle is authorized for travel directly associated with:
1. Instructional programs of the college including field trips.
2. Grant program administration.
3. All approved non- academic activities.
4. Official college business and professional meetings.
Procedure Guidelines
1. Initial vehicle reservations may be made by contacting Facilities Planning and Management, ext. 7676, followed up by a Central College requisition for use of vehicle form before the vehicle is checked out. Student requests for vehicles should be coordinated through faculty, staff or Student Life. The requisition must include the following:
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Proper approval signature (budget authority);
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Budget number to be charged;
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Date(s) and time of vehicle usage;
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Return time;
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Destination
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Number of passengers.
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Driver names.
Failure to cancel reservations 24 hours prior to use or to pick up the keys, will result in a $20 fee charged to the budget on the requisition.
2. A packet containing instructions, vehicle keys, trip ticket and credit cards is issued at Facilities Planning and Management and may be picked up prior to departure. However, you may not pick up the vehicle earlier or return it later than your reservation times. Trip ticket must be filled out completely when vehicle is returned. If mileage is not completely filled in or trip ticket is lost, a $5 fee will be charged to the user’s budget. Vehicles must be returned to the fleet parking lot at end of reservation. Pouches (with gas receipts) are returned to Facilities Planning and Management as soon as possible after returning the vehicle.
3. Vehicles must be returned to the fleet parking lot by stated return time. Failure to do this will result in a $20 fee charged to user’s budget. Delays will disrupt the schedule of subsequent reservations.
4. Vehicle must be returned with a full (no less than ¾) tank of gas. Credit cards in the pouch are to be used for gasoline purchase. Return gas tickets in the pouch upon return.
5. All drivers and passengers in college vehicles must wear their seat belts.
6. Personal belongings and trash must be removed from the vehicle by the user. If it is necessary to remove trash and clean the vehicle due to circumstances beyond normal use a $15 fee will be charged to the users
budget.
Please use the check list on the back of the yellow mileage ticket as a reminder to some of the above procedures and to insure that the vehicle is secured upon return.
Vehicle Charges
The rate schedule is as follows:
Automobile charges per mile Vehicle Capacity Fleet car 0.375 4-5 people
Bus 0.65 30
Large Van 0.48 15
Mini van 0.375 7
Personal reimbursement 0.375
(capacities include driver)
There will be a minimum trip charge of $10. Trips that incur mileage charges over $10 will be charged for the mileage only, any trips that incur mileage charges under $10 will pay the min. $10 trip charge only (additional fees may be charged as needed, example: late fee, lost ticket fee, etc.).
Airport Trips
Facilities Planning and Management will continue to provide airport/bus/train delivery and pick-up for students, faculty, candidates, Board of Trustees and others approved by authorized personnel. This service will be for the Des Moines Airport or Airport shuttle service. For these trips Facilities Planning and Management will provide a certified driver and will charge the proper budget account for the driver and vehicle charges. Due to extended miles and driving time, our fleet vehicles will not serve trips to the Kansas City and Omaha airports. Please call Facilities Planning and Management (extension 7676) to see if a driver is available for the desired date.
Use of Pick-up
The use of a Central College pick-up is available to Administrative, Faculty and staff members of Central College on the following conditions.
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Only when pick-up is available on weekends and from 5 pm to 6 am on weekdays. Facilities Planning and Management will determine which vehicle is available for your use.
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Charges will be as follows:
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With in 20 miles FREE, if gas tank is filled after using.
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Over 20 miles there will be a charge of $50 plus .25 per mile.
Errand Vehicle
The errand vehicle is available for campus wide office and department use on a daily basis for short-term trips around town. It will be available for use from 8 a.m. – 4:30 p.m. Monday-Friday. For individuals wishing to use the errand vehicle a sign out sheet is available in the Facilities Planning and Management reception area. These small trips will be charged to the department’s budget. The errand vehicle is available on a first come, first serve basis.
