Vehicle Use

Information

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Normal occupancy for vehicles will continue. Face coverings are required at all times inside the vehicle regardless of vaccination status. Individuals that are not comfortable traveling in groups should speak with their departmental and/or office leadership for possible alternate arrangements.

 

 

USE OF UNIVERSITY OWNED VEHICLES

University-owned vehicles are provided for official University business only. Responsibility to approve requests by employees for the use of a rental vehicle is delegated to fiscal agents in accordance with monies budgeted in their accounts for travel expenses. Drivers must be licensed University employees working within the scope of their employment. This includes administrators, faculty, graduate assistants, civil service staff, and students. Undergrads, grad students, volunteers and members of RSO's are only eligible to drive under special circumstances requiring special approval. Please reference the documents page outlining the forms required for these instances.

 

 

Any trip involving students must have an employee accompany the travel. A University employee must drive the vehicle unless written exception is received. You can find that permission form allowing a student to drive here.

 

 

Passengers must be ISU affiliated. If intended passengers are not ISU affiliated, they must be traveling with the driver FOR THE PURPOSE OF THE TRIP. NON ISU PASSENGERS must be selected as a usage type in the request to assure the reservation is placed in a properly insured vehicle. See the INSURANCE section of our policies for explanation of coverage.

 

CANCELLATION POLICY AND OTHER FEES

Cancellations MUST be made no later than 24 HOURS BEFORE THE SCHEDULED TIME OF TRAVEL in order to avoid a fee. If you cancel after the 24 hour period, a $50 cancellation fee will be assessed. Fees are not charged for cancellations due to weather or bereavement purposes.

 

 

LATE RETURNS/LATE FEE: If a late return is anticipated, contact us immediately at 438-2038. A $50 fee will be assessed if your office fails to notify us that you need an extension on your reservation and is not given at least 24 hours in advance. A late penalty fee is accessed if prior notice of a late return is not given.

 

CALL IN FEE: A $50 call in fee will be charged to any reservation requiring our in-person services outside of office hours. To reach us for assistance outside of office hours, please call ISU PD at 438-8631 and they will contact a representative to assist you.

 

CLEANING FEE: If a vehicle is returned requiring extensive cleaning outside of the standard cleaning process, an ADDITIONAL CLEANING FEE will be assessed by garage personnel. The fee is calculated at the discretion of our garage personnel and is based on the additional time and  labor required to clean the vehicle.

 

LOST KEY FEE: If a driver loses the key to their rental vehicle, the driver/department may be held responsible for the replacement fee of the key.

 

FEES INCURRED FROM TRAFFIC VIOLATIONS AND CITATIONS ARE THE SOLE RESPONSIBILITY OF THE DRIVER.

 

TOLL FEES INCURRED OUTSIDE OF WHERE IPASS IS ACCEPTED ARE THE SOLE RESPONSIBILITY OF THE DRIVER/DEPARTMENT.

DRIVER POLICIES

 

Again, drivers must be employees of the University on University business. Approved drivers are required to show a valid drivers license at the time of pickup. If a license has not been shown to the Parking and Transportation Fleet Services customer service staff, the individual is not approved to drive. This is required for EVERY reservation. If a reservation lists multiple drivers, all licenses MUST still be shown to our office.

 

One driver CANNOT pick up for multiple vehicles unless prior arrangements have been made with our office.

 

If an accident occurs with a driver that has not shown a license, the department and driver are responsible for any damage occurred during that time.

 

Vehicles cannot be picked up early and taken to the driver's home, or kept at the driver's home after a trip. Driver is responsible for all fines or citations incurred while the vehicle is checked out.

 

DRIVER PARKING: The lot at the Carter Harris building is a RED lot. Parking your personal vehicle in our lot is permitted through the duration of your reservation as long as you have a red, faculty/staff permit. A temporary fleet rental pass is available at our office for drivers without a faculty/staff pass. If you are leaving your vehicle overnight, requesting a temporary pass is recommended.

 

Mileage reporting is required by the driver. Please turn in your travel sheet to the customer service team at the Parking office, or place it in the drop box located in the fleet vehicle parking lot. Parking and Transportation Fleet Services will not be responsible for overage if a travel sheet is not turned in. The travel sheet is proof, and the only documentation that can be used for the appeal process.

 

For reservations over a month long, the department and employees responsible for driving are expected to email fleetandbuses@ilstu.edu with the mileage on the 1st of EVERY month. This is required to keep track of the vehicle's mileage, condition and safety.

 

Drivers, please note that due to some vehicles returning late or going out back to back, your vehicle may not have been cleaned or fueled at pickup. There is also a possibility you will be assigned a different vehicle on the day of your trip. You will be notified prior to your trip if no vehicles are available so that alternate transportation can be arranged.

 

Failure to comply with these rules and requirements will result in revoking driver and vehicle privileges.

 

REQUESTOR POLICIES

In order to request rental fleet vehicles from your department, your supervisor must submit approval before we can assign you those permissions. Please have them email fleetandbuses@ilstu.edu with that approval.

 

Reservations are required to be submitted 2 WEEKS prior to pick up date for any fleet vehicle rental. Parking and Transportation Fleet Services policy for request approvals will not be guaranteed if the request does not meet this requirement.

 

Requests MUST list all drivers, passengers, and a thorough description of use.

If additional drivers or itinerary details need to be added, a change request can be submitted through the agile fleet web page. ALL DRIVERS MUST HAVE AN ACTIVE PROFILE IN OUR SYSTEM.

 

THIS INFORMATION IS REQUIRED BY RISK MANAGEMENT FOR THE SAFETY OF EMPLOYEES AND STUDENTS TO VERIFY STATE INSURANCE COVERAGE WILL BE MET IN THE CASE OF AN ACCIDENT.

 

REQUIREMENTS FOR DRIVERS WHO ARE NOT EMPLOYEES (UNDERGRADS, GRAD STUDENTS, ADULT VOLUNTEERS)

 

STUDENTS: Undergrads and grad students are permitted to drive a university vehicle with proper approval. In this instance, a special user form is required as well as a copy of the driver's license. This is required PER TRIP. The special user form must have three signatures: the driver's, a departmental authorization signature (or professor/fiscal agent asking the student to drive), and a Vice Presidential/Designee signature (Department Director). The form is NOT VALID unless these signatures are complete.

 

RSO DRIVERS: RSO drivers MUST be 20 years or older to drive a university vehicle.  Any student AND/OR staff member driving on behalf of a RSO must turn in three items to our office:

  1. A motor vehicle record
  2. A Consent Waiver for RSO Drivers
  3. A copy of the driver's license

These items are kept on file and valid PER semester.

 

ADULT VOLUNTEERS: An adult volunteer driver NOT associated with ISU or for any Illinois State University employee driving OUTSIDE of their department, must complete a Volunteer Personal Assumption of Risk document in order to drive. A motor vehicle record is also required, along with a valid driver's license copy. This form and MVR are only valid per semester.

 

 

*Completed forms and Motor Vehicle Records are required no later than 3 business days before the trip*

 

THIS INFORMATION IS REQUIRED BY RISK MANAGEMENT FOR THE SAFETY OF EMPLOYEES AND STUDENTS TO VERIFY STATE INSURANCE COVERAGE WILL BE MET IN THE CASE OF AN ACCIDENT.

 

 

 

 

INSURANCE

 

Specific vehicles in our fleet are covered by two types of insurance: The State of Illinois Automobile Liability Plan and commercial automobile insurance from State Farm. The commercial coverage is maintained for University approved auto-usage that is beyond the scope of the State of Illinois Liability Plan.

 

Please note that any university travel must fall within the 8 qualifiers of the State of Illinois Automobile Liability Plan.

 

 

Liability insurance is provided only within the scope of the authorized travel. The primary driver is responsible for the vehicle while it is in his/her care. State of Illinois/ISU coverage does not include the uninsured or under insured motorist or auto medical expenses incurred while operating a university vehicle.

 

For a detailed description on what our automobile liability coverage entails on University owned vehicles, please refer to the policy on the Risk Management website. 

ACCIDENT PROCEDURES

 

In the event of an accident our department must be notified immediately. ANY ACCIDENT, whether it involves another party or not, must be reported. If the accident occurs after hours, please contact ISU PD.

 

An accident report must be completed as soon as possible. You can find the SR-1 form in the glove box of the vehicle. Deliver this form to our office within two days.

 

Here is pertinent information to obtain in the case of an accident:

  • Record the owner of the vehicle (If driving a rental fleet vehicle, enter "state owned.")
  • social security numbers of all the passengers
  • work title of the driver
  • police report copy if available
  • traffic controls that were present
  • weather conditions
  • any traffic citations issued

In the event of severe bodily injury, death, or substantial damage, report directly to the state's Risk Management office at 217-782-0202.

 

If a driver has two accidents within 12 months using a rental vehicle, completion of a defensive driving course (at the driver's expense) is required in order to drive university vehicles again.

ADMINISTRATIVE CLOSURE SNOW DAY REGULATIONS

 

If Illinois State University is closed due to an official University Administrative Severe Weather Closure, the Parking and Transportation Fleet Services department will be closed and rentals will not be utilized.

SEAT BELT USE

 

Illinois State University policy requires the use of passenger and driver safety belts in vehicles in which they are provided. BE SAFE! BUCKLE UP REDBIRDS!

SMOKING IN VEHICLES

 

Drivers and passengers are prohibited from smoking in vehicles. Violations may be subject to discipline and additional cleaning charges.

LOST AND FOUND

 

Parking and Transportation Fleet Services is not responsible or liable for personal items left behind in vehicles. If personal items are found in a vehicle, we try our best to locate the person who left it behind. Cash or credit cards will be turned into the Director of Parking for locked safekeeping. The items are held for thirty (30) days and then donated or disposed of. Please call our office at 438-2038 if you believe you left an item in a vehicle. You will need to be able to identify the item as yours. If an ID or driver's license is found in a fleet vehicle we will attempt to contact the person. If not picked up in seven (7) days, the ID or license will be mailed to the address on the document. Employees will not use, borrow or keep any personal items found in fleet vehicles, even after the thirty (30) day period. 

 

PARKING CITATIONS OR MOVING VIOLATIONS

 

The operator of the rental vehicle is responsible for payment of all charges related to parking citations or moving violations (Ex: speeding, improper lane usage, etc.) that are incurred while the vehicle is in their possession.