Motor Vehicle Use Policy - August 2004

Motor Vehicle Use Policy (8/2004)

Fleet Vehicles

A charge of $0.225 per mile is assessed for the rental of a 7-passenger fleet mini van as well as the hybrid passenger cars, i.e. the Honda Civic, Toyota  Prius, and Chevy Malibu.  A charge of $0.29 per mile is assessed for the 12-passenger van. Fuel cards are included with the keys to the vehicle and must always be used when purchasing fuel.

In the event of an accident, the responsible department or group will pay the deductible amount ($1,000) for damages to the vehicle. If more than one vehicle is involved in the same accident, the responsible department or group will pay $1,000 X the number of vehicles damaged.

The following service charges apply:

  • If a vehicle is not returned on time the department or group using it may incur a $30.00 late charge. If a vehicle is not returned on time and has been scheduled for use by another department or group, attempts will be made to provide another available fleet vehicle. If a fleet vehicle is not available, the department or group needing a vehicle may attempt to rent a vehicle from an outside vendor. The department or group responsible for not returning the vehicle on time will be responsible for all charges associated with the rented vehicle.
  • If a department or group reserves a fleet vehicle and does not use it (and has not cancelled the reservation at least 24 hours in advance), there will be a $30.00 non-cancellation charge.
  • As determined by the Motor Pool, there will be a $25.00 charge for cleaning a vehicle that is left excessively dirty. In these cases pictures will be taken and placed on file.
  • There will be a $10.00 charge if a fleet vehicle is not returned to its designated parking space behind Rhodes Hall.
  • The College Vehicle Trip Report must be completed and receipts associated with the Wright Express fuel card must be turned in with the keys and clipboard. If the College Vehicle Trip Report is incomplete, there will be a $10.00 charge.

Facilities Management will bill departments and groups for all rental and service charges directly through Financial Edge (FE). Billing will be done at least monthly. Any questions regarding rental and/or service charges should be directed to the Fleet Scheduler.

Rented Passenger Vans

Departments and organizations will be billed directly by rental vendors based on information given to them by the Fleet Scheduler for renters 25 years of age and over. Any questions regarding charges from rental vendors should be directed to the individual vendor.

U-SAVE Rental, Lisbon (207-353-4136):
12-passenger van rental rates are $79.95 per day and $0.20 per mile after 100 miles.                                           7-passenger van rental rates are $35.00 per day and $0.20 per mile after 100 miles.