Vehicle Requests and Policies & Procedures

All incoming vehicle requests are handled by the Transportation Coordinator. Depending on the availability of vehicles, most requests will be honored. Please see the "Policy and Procedures" information for requesting vehicles and to fill out a Vehicle Request Form.

All faculty and staff members of the college can utilize this service while on college business.

Forms

Club/Organization Trip Form
Vehicle Usage Form

Policies & Procedures

Policies and Procedures for Student Club/Organization Trips:

Fleet Services will provide fifteen (15) passenger vans for use to events on a vehicle availability basis. The exception to this policy is that transportation to events that involve drinking alcohol will not be provided. There must be a person from the organization who will be responsible for driving the van (Faculty or Administrative Advisor, Resident Director, or Graduate Assistant), and for the actions of the students on the trip. The responsible person is required to sign a form for trip approval. Requests for vans will be accepted no earlier than two weeks in advance of anticipated travel date. There is a 200 mile radius on all trips.

Policies and Procedures for Staff Cars/Vans:

Staff cars/vans are available for the use of college employees to conduct college business while away from the Bridgewater State University campus. The following policies and procedures are developed for the utilization of these vehicles.

Fleet Services, extension 2211 is located at 200 Great Hill Drive, Room #226A, this office administers the scheduling of all staff cars/vans.

1. Employees of the college need to fill out the on-line request form which activates a request for a car or van. Once submitted, you will receive notification from transportation services indicating if a vehicle was available. Fleet Services tries to accommodate all request but due to increased demand for these vehicles (esp. vans) it may be necessary for the requesting department to rent a vehicle, at their own expense, from an approved state vendor.
   
   
2. Requests for use of staff cars/vans are handled on a first come first serve basis. In order to prevent monopolizing the vehicles, requests will be accepted no earlier than two weeks in advance of a requested travel date.
   
   
3. Employees must possess a valid driver's license and must be the only driver of the vehicle assigned to them.
   
   
4. Keys and Travel Usage Forms must be picked up from and returned to Fleet Services on the day of travel. It is also the responsibility of the driver to complete the Travel Usage Form; this includes listing the beginning and ending mileage on the form. All cars are parked at the new Operations Center, 200 Great Hill Drive, lower parking lot. These vehicles must be returned to the same location where they are picked up. There is a 200-mile radius on all trips. Staff cars/vans cannot be parked overnight at a private residence prior to or at the conclusion of the trip. Alternate arrangements for obtaining and returning keys and travel usage forms will be made with Fleet Services for trips that do not coincide with normal office hours.
   
   
5. State vehicles cannot be parked overnight at airports, train stations or bus terminals while employees are on extended travel. Alternate arrangements, as well as personal vehicles, should be considered for such travel plans.
   
   
6. FMP personnel will fuel all vehicles at the college pumps prior to departing. In order to be reimbursed for on-the-road expenses employees need to keep their receipts to be submitted with the standard Travel Expense Voucher. Fleet Services is not responsible for tolls and parking expenses incurred during your trip.
   
   
7. Employees using state vehicles agree to abide by all rules and regulations relevant to safe driving conduct. All vehicle operation laws applicable to the state in which the vehicle is traveling must be obeyed. Any traffic violations will be the responsibility of the driver not the college. College vehicles are also subject to the No Smoking Law of the Commonwealth.
   
   
8. Employees have a right to expect that the vehicles they use are clean, safe and maintained. Therefore, it is the driver's responsibility to remove all debris and personal effects upon returning the vehicles, and to report any unsafe conditions that need repair on the Travel Usage Form.

Last Modified: August 29, 2011