Fleet Service Charges

  1. If a vehicle is not returned on time, there will be a late fee of $25 per hour the vehicle is late. Also, if this occurs after normal fleet scheduling hours, the department or organization needing the vehicle will be allowed to rent a vehicle that will be charged to the Fleet Office, which will pass along the charge to the department or organization that did not return the fleet vehicle. 
  2. When a department or organization reserves a fleet vehicle and does not use it, they will incur a $30 charge. Cancellations must be made during the Fleet Office hours. Weekday cancellations must be made 24 hours in advance by calling the Fleet Office or email the Coordinator as soon as you know that you will not use the vehicle. Weekend cancellations must be received prior to 3pm on Friday. 
  3. If a vehicle has to be canceled when the fleet office is closed, the department or organization will be charged a $30 fee. 
  4. There is a $30 charge to clean vehicles if they are returned dirty. 
  5. Departments or organizations that fail to fill up the vehicles gas tank will be charged a $15 fee. 
  6. While the Fleet Office does not normally provide drivers for trips, in special circumstances drivers may be available. For all bus reservations, drivers will be provided. In both circumstances, the driver charges are $24/hr and $32/hr after an 8 hour period for the college mini-buses and large bus. Driver charges for vans and sedans are $19/hr. Request for this service must be made at least 3 weeks in advance. The Fleet Office cannot guarantee a diver will be found. 
  7. Vehicles must be returned to their designated parking area in the Upper MacGregor Lot. Departments or organizations that do not properly return a vehicle will be charged a $15 fee. 
  8. If vehicles binders, keys or gas cards are not returned at the end of the reservation, the department or organization will be charge a $25 fee. 
  9. Lost or broken fleet vehicles keys must be reported immediately to the Fleet Office or Campus Police. The department or organization will be charged a $30 fee or the cost of replacing the keys, which ever is greater. 
  10. Drivers may not use the designated monitored Fast Lane terminals while operating a fleet vehicle. The fleet vehicles do not have transponders to allow the use of the Fast Lane. When a vehicle passes through the terminal, it is recorded. If you make a mistake, then you must make a note on the trip sheet. When this occurs, the driver of the vehicle will lose their driving privileges for three months and the department or organization will be charged a $30 fee or the fee from Fast Lane, which ever is greater. 
  11.  If a ticket or parking fine is received during a reservation, the department or organization is responsible for the fees. If a driver should receive a preventable moving violation, the driver will lose their driving privileges for one semester. If a driver should receive a second preventable moving violation, privileges will be permanently revoked. Students who face criminal charges, including driving reckless, driving to endanger, leaving the scene of an accident or driving under the influence of drugs or alcohol may face additional disciplinary action in accordance with the Student Code of Conduct. Employees may also face employment disciplinary action. 
  12. Drivers who do not operate vehicles in accordance with college policies, even if there is no accident or violation, may face the same disciplinary action as for accidents or moving violations if the college determines the report is adequate and reliable. In particular, reports of college vehicles where the occupants are not wearing safety belts or which are being operated recklessly will be treated with utmost seriousness. 
  13. All paperwork must be filled out at the end of the trip. If the paperwork is not filled out, the department or organization will be charge a $25 fee. 
  14. If use of the fleet vehicles is not for college business, the department or organization will be charged a $250 per day fee of the reservation. 
  15. The approved non-college conference groups that rent fleet vehicles during the summer will be charged the following daily rates: 12-passenger van $70 per day 7-passenger van $50 per day 5-passenger sedan $40 per day All rates include 50 miles free. Additional miles are charged at $.40 per mile. Overnight usage may be permitted after discussion with the Director of Campus Police. 
  16. Departments and organizations will be charged for any damage to a fleet vehicle that occurs due to the fault of the driver. Also, departments and organizations will be charged for any damage to a vehicle regardless of fault if the accident is not reported to the local police at the location where the accident/damage occurred while using the vehicle. 
  17. The maximum charged for vehicle damage will be the deductible limit of the college's vehicle insurance policy, currently $500, unless the group fails to report the accident to Campus Police when the vehicle is returned and this failure results in the denial of the claim by the insurance company. In such cases, the department or organization may be responsible for the entire loss. Departments and organizations have a thirty (30) day maximum to pay the deductible costs. If the deductible is not reimbursed, the department or organization will lose their privileges until the bill is paid. 
  18. If the accident has been determined to be a hit and run or if other physical damage is done, the department or organization must report the accident to the local police (or to Campus Police on campus) at the scene and time of the accident or when the damage is discovered. Get verbal confirmation from the local police that a report will be filed and the local police information (phone, address and reporting officer). Failure to report the accident to local police will result in your department or organization being charge for any deductible for the physical damage to the vehicle. 
  19. If damage is found after a department or organization has used a fleet vehicle and has not reported it to  Campus Police, the department or organization that used the vehicle last will be charged for the vehicle repair. If we identify a driver or who has not reported an accident or damage to a vehicle, that individual or group will lose its driving privileges.