Motor Vehicle Use Policy - August 2004

Motor Vehicle Use Policy (8/2004)

Vehicle Pickup and Return

Fleet Vehicles

Prior to picking up a fleet vehicle, all drivers must complete and sign an Authorization to Drive form. Drivers should keep a copy of the Authorization to Drive form and will need to present it along with their license to obtain the keys to a fleet vehicle. The driver should keep this form with him or her during the authorized trip.

For all drivers under 25 years of age, the Authorization to Drive form must be signed by an authorizing faculty or staff member. The authorizing faculty or staff member will be called in the event of an emergency regarding the trip.

For faculty and staff members 25 years of age and over, the Authorization to Drive form must be signed by the appropriate account manager.

During normal business hours, fleet vehicles must be checked out by the Fleet Scheduler. When a van is scheduled outside of normal business hours, drivers should have their Authorization to Drive form approved by the Fleet Scheduler during normal business hours and go to the Communications Center on the approved day and time with a copy of their approved Authorization to Drive form indicating the assigned van number.

When checking out a fleet vehicle, the driver will need to produce her/his license and an approved Authorization to Drive form each time a vehicle is checked out. All drivers are expected to have their valid driver's license and a copy of their Authorization to Drive form throughout their trip. Only the intended driver may pick up a reserved vehicle, unless an exception is made by the Director of Facilities Operations and Maintenance. In any event, vehicles will only be released to individuals on the List of Approved Drivers who present a valid driver's license at the time of pick up. The driver will be handed a clipboard and wallet containing the keys and a Wright Express fuel card. The driver must sign the key log before leaving the Communications Center. After locating the correct vehicle (numbers are stenciled on the driver's side of the vehicles) in the parking lot behind Rhodes Hall, the driver should conduct a "walk around" inspection of the vehicle. Any damage to the vehicle must be recorded on the College Vehicle Trip Report and must be reported to the Communications Center or Fleet Scheduler prior to leaving campus. The starting mileage should be recorded on the College Vehicle Trip Report prior to leaving campus.

Any damage to the vehicle when it is returned will be the responsibility of the group or department that used the vehicle. Vehicles that have obvious safety problems should not be taken on a trip and should be reported immediately to the Communications Center or the Fleet Scheduler. If there is a replacement vehicle available, one will be substituted.

Generally, keys may be picked up no more than thirty (30) minutes prior to the reservation time. During the winter, drivers should plan on enough time to warm up the vehicle and clear any snow or ice. Facilities Management does not remove snow or ice from vehicles. In the event of serious weather conditions, the Fleet Scheduler or Communications Center has the authority to prevent fleet vehicles from leaving campus.

While it is the intention of the college to monitor severe weather conditions, it is the responsibility of the driver to assess driving conditions and to ensure his/her safety and the safety of the vehicle occupants. The driver shall use reasonable judgement to avoid hazardous conditions.

Wright Express fuel cards are for the purchase of fuel, oil and automobile maintenance only. They should be used only for College business and the lowest octane fuel available should be purchased. All receipts associated with the Wright Express fuel cards must be turned in to the Communications Center with the keys to the vehicle at the end of the trip. Bowdoin College will not reimburse for fuel purchased by the driver. To use a Wright Express fuel card you must use your assigned driver ID#, printed next to the assigned van number on the Authorization to Drive form.

Tolls and parking costs are the responsibility of the department or group that sponsors the trip. Any traffic or parking tickets received are the responsibility of the driver, not the College. Any costs incurred for lodging or transportation as a result of a fleet vehicle breakdown are the responsibility of the department or group using the vehicle.

If a vehicle is not picked up within one (1) hour of the reserved time and the Fleet Scheduler has not been notified of a late pickup, the reservation will be cancelled.

Fleet vehicles should be returned to the parking lot behind Rhodes Hall, in it's assigned parking space. Fleet vehicles may not be returned to any other location. The driver should conduct a "walk around" inspection of the vehicle and note any damages or safety concerns on the College Vehicle Trip Report. The driver must also record the ending mileage on the College Vehicle Trip Report. The keys, clipboard and completed College Vehicle Trip Report should be returned to the Communications Center.

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Rented Passenger Vans

Prior to picking up a College-rented passenger van, all drivers under 25 years of age must bring a completed and signed Authorization to Drive form to the Fleet Scheduler. The Authorization to Drive form must be signed by an authorizing faculty or staff member. The authorizing staff or faculty member will be called in the event of an emergency regarding the trip. The Fleet Scheduler will make the reservation with an appropriate vendor and send confirmation to the requestor. The Fleet Scheduler will also confirm where the rental vehicle should be picked up and dropped off.

When picking up a College-rented passenger van, drivers under the age of 25 will need to produce her/his license and a copy of the approved Authorization to Drive form each time a vehicle is picked up. The rental vendor will have received a faxed copy of the approved driver's Authorization to Drive form from the Fleet Scheduler. Only when the rental vendor has the copy of the approved driver's Authorization to Drive form and the driver presents her/his license, will the rental vendor give the keys to the driver. Drivers should confirm roadside assistance availability with the vendor upon picking up the vehicle. Wright Express fuel cards are only available for Bowdoin College fleet vehicles. Drivers of rental vans must purchase gas themselves and seek reimbursement according to the policies and procedures established by the College's accounting department.

For safety reasons, the College will no longer permit the renting of 15-passenger vans by students, faculty, or staff. Any exception to this policy must be approved in writing by Ted Stam, Director of Facilities Operations and Maintenance (tstam@bowdoin.edu), or his designee and his signature or that of his designee must be present on an Authorization to Drive form.

For faculty and staff members 25 years of age and over, an Authorization to Drive form is not required to rent a passenger van and these individuals can make their reservations directly with an approved vendor.

For safety reasons, the College will no longer permit the renting of 15-passenger vans by students, faculty, or staff. Any exception to this policy must be approved in writing by Ted Stam, Director of Facilities Operations and Maintenance (tstam@bowdoin.edu), or his designee and his signature or that of his designee must be present on an Authorization to Drive form.

Unless otherwise stated by the Fleet Scheduler, all rental vehicles should be returned to the rental vendor.

Unavoidable Delays

Should unavoidable delays be encountered during a trip that prevent returning the vehicle on time, the driver must contact the Fleet Scheduler during normal business hours or the Communications Center after hours.

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