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Fleet Vehicle Procedures

You are here: Fleet vehicle service of Physical Plant

Financial Procedure Directive Number: 900-20
Revised November 30, 1999
Covers Fleet Vehicle operations as follows:

Background

Fleet Vehicle is a program revenue operation, which provides transportation services to the university community on a chargeback basis. Mileage rates are calculated using breakeven analysis.

Purpose

The purpose of this directive is to provide guidelines for the use of fleet vehicles and the subsequent chargeback.

Procedures

1. All drivers must be properly authorized. A Driver Authorization form must be completed and turned into the Safety and Risk Management Office.
2. Students may use university vehicles for official university business provided they have authorization for chargeback to a university account. Authorization to drive is obtained from the Safety and Risk Management Office.
3. Non-University personnel are not allowed to travel in fleet vehicles, unless it can be shown that some benefit accrues to the University by allowing such use. Exceptions must be approved by the Fleet Manager and the Safety and Risk Management Officer.
4. All fleet users must comply with rules of the State of Wisconsin and University Fleet Users Handbooks and this directive. Failure to do so may result in a loss of driving authorization for up to one year.
5. UW-Extension employees may use university vehicles after being authorized by Safety and Risk Management Office. A signed travel authorization form from their appropriate supervisor is required. Such reservations are subject to displacement by university users.
6. A day is defined as a 24-hour period from the time the vehicle is picked up.
7. The minimum daily charge is 100 miles per day multiplied by the vehicle per mile rate.
8. Reimbursement for use of a privately owned vehicle at the non-available fleet vehicle rate will be given when:
   • Trips are less than 100 miles per day.
   • The traveler does not live in Menomonie and travels in a direction away from Menomonie. Menomonie is defined by the UW System Headquarters City Definition, listed in FPPP#36, as the city limits and an area within 15 miles of the employee's work site.
   • Employees, whose Headquarters City is not Menomonie, travel on university business.
   • No vehicles are available in the size of vehicle requested, except if a compact can replace a sub compact.
9. Travelers are encouraged to use their private vehicle when parking the vehicle at an airport or terminal for more than two days. Reimbursement will be at the non-available rate. The minimum charge will be assessed for using a fleet vehicle for this purpose.
10. The name of an authorized driver must be provided for each vehicle at the time the vehicle(s) are reserved.
11. Vehicle reservations must be canceled 24 hours prior to the pick up time to avoid a "no cancel" or "late cancellation" charge equal to 100 miles times per mile rate of the vehicle reserved.
12. The above charges may be waived under extenuating circumstances. Requests should be submitted to the Fleet Vehicle Office via E-mail for review.
13. A properly completed travel authorization must be presented at the time the vehicle keys are picked up. All signatures are required, plus a valid account number.
14. Vehicle keys may be picked up prior to actual departure for departure times not falling during open office hours, including weekends and holidays. The keys may not be picked up more than 24 hours prior to the reserved departure time without approval on a case by case basis. University Police can assist in picking up keys when the Fleet Vehicle Office is closed.
15. Vehicles should be returned in a reasonably clean condition. If more than 15 minutes of interior cleaning is required an additional fee will be assessed.
16. Smoking, consumption of alcoholic beverages or use of controlled substances are expressly prohibited while using a fleet vehicle.
17. Parking citations, traffic citations and charges for locksmith services incurred while using a fleet vehicle are the responsibility of the driver.
18. Drivers should promptly report any accidents or damage to the nearest police authorities. This will help to facilitate rapid repairs of vehicles and expedite any claims by private citizens.

If you have problems with a fleet vehicle, our services, or have suggestions for improvements, or related questions, please contact the Fleet Vehicles Office by e-mail of by phone at x1123.

Copies of FPD 900-20 are available from the Fleet Vehicle office.