Request a Vehicle

Request a Vehicle

How to Obtain a Pool Vehicle

A. Request for transportation should be made at least two (2) weeks in advance of the proposed trip to be reasonably sure of obtaining a vehicle.

B. Fill out transportation request form, have it signed by your department head, and send it to the Transportation Office.

(These forms can be obtained from Central Stores through Materials Management at no charge.)

C. The Transportation dispatcher will retain one copy of this Transportation Request Form in a permanent transportation file.

1. The #1 copy will be returned to the applicant stating whether a vehicle is available on the date requested.

2. Applicant will be given #4 copy of the original request at the time of pickup to complete when vehicle is returned.

D. If the request has been approved, only the driver authorized on the request form will be permitted to pick up the vehicle at the Transportation Office at the time and date requested. More than one driver may be listed on the transportation request form at the time the request is submitted to Transportation for processing. Any listed driver may pick up the requested vehicle. A vehicle will be reassigned if not picked up within two hours of the assigned time, and late cancellation charges will be assessed.

E. The Transportation dispatcher will assign a vehicle only to a person indicated on the original request form. If a substitute driver is necessary, a new request form will be required and all of the above procedures will be followed before a vehicle is issued.

F. If there is more than one vehicle involved, a request form with the driver's signature will be required for each vehicle requested. No more than one vehicle will be assigned to any one driver. If multiple vehicles are requested, multiple drivers and requests are required.

G. Before the vehicle is issued, the driver must present a valid driver's license to the Transportation dispatcher.Transportation Services may review the driver’s record with the Office of the Secretary of State.

H. The Transportation dispatcher will verify the signature on the license with that on the request form. The dispatcher will then complete the request as required and issue keys for the assigned vehicle.

I. Departments having permanently assigned vehicles will be responsible for determining that the person obtaining the vehicle has a valid driver's license. On an annual basis, departments with assigned vehicles will provide to Transportation Services a list of all potential drivers of said vehicles. This list will include each individual’s name, driver’s license number, and expiration date of the license. Failure to provide this information will result in the loss of university vehicle privileges for that individual and/or department. Transportation Services may review the driver’s record with the Office of the Secretary of State.

J. If a university vehicle is not available, the applicant should request approval from the department head for travel funds necessary to use a personal car.

Rates (Effective July 1, 2013 to July 1, 2014)

Sedans -- the greater of the following rates will be charged; $.37 per mile, or; a minimum of $16.00 for the first two hours plus $1.69 per hour thereafter.

Mini-vans -- the greater of the following rates will be charged; $.47 per mile, or; a minimum of $22.00 for the first two hours plus $2.25 per hour thereafter.

Eight-Passenger Vans – the greater of the following rates will be charged: $.51 per mile, or; a minimum of $25.00 for the first two hours, plus $3.50 per hour thereafter.

Passenger vans driven by Transportation Personnel Only -- the greater of the following rates will be charged: $.51 per mile, or; a minimum of $25.00 for the first two hours, plus $3.50 per hour Hourly;charges for;a Driver = $28.00 per hour and additional costs as applicable to the trip.

Buses -- the greater of the following rates will be charged: $3.36/mile, or $52.00 per hour. For the first three (3) hours, there is a minimum charge of $180.00 for any bus use.

In addition to the above rates, any costs for overtime, meals, lodging, tolls, and parking fees will be billed to the customer. Overnight bus trips will be charged on an actual-use basis. On a trip of more than one (1) night away from DeKalb, the charge will be for ten (10) hours or actual use, whichever is greater, for each day of "layover."

Trucks --

University departments and sponsored organizations may, under special circumstances, use university-owned trucks. Generally, university-owned trucks are on assignment and, therefore, are not normally available for leasing through the Transportation Department. The rates for a light truck are the greater of the following:

Light truck (1/2 ton or less) $.51 per mile, or a minimum of $25.00 for the first two hours, plus $3.50 per hour thereafter. Rental -- The Transportation Office can obtain rental trucks of various sizes through a local truck rental agency. Call the Transportation Office for further details. Rental rates, plus fuel cost, will be assessed for the use of a rental truck. If a driver is furnished by the Transportation Department for a sedan, mini-van, carryall, van, or truck, an additional charge of $28.00 per hour, plus meals, lodging, tolls, and parking, if applicable, will be billed to the customer.

Charges for Permanently Assigned Vehicles

In addition to the charges listed below for each vehicle type, assigned vehicles are assessed a monthly fee equal to the pro-rated monthly cost of a blue parking permit, unless the user department provides proof of purchase of a reserved parking space.

Sedans, mini-vans, and passenger vans -- four model years or newer at the beginning of the fiscal year;1. Sedans-- $375.00 per month or $.37 per mile, whichever is greater. 2.  Mini-vans---$475.00 per month or $.47 per mile, whichever is greater.

B. Sedans, mini-vans and passenger vans--five model years or older at the beginning of the fiscal year. Sedans----$250.00 per month or $.37 per mile, whichever is greater. Mini-vans--$280.00 per month or $.47 per mile, whichever is greater.

NOTE:

If the mileage exceeds the monthly charge shown in 1 and 2 above, the higher charge will be assessed. Example: A new sedan is driven 1,500 miles in one month1,500 x $.37 = $555.00. This rate will be charged to the user as it is higher than the monthly rate of $375.00.

C.  Light trucks (1/2 ton and less) -- $300.00 per month, plus .51 cents per mile over 280 miles per month, with additional charges for additional equipment. Heavy trucks (more than 1/2 ton) -- Monthly charges determined on a case by case basis.

Police Squad SUV -- $.51 per mile, Toyota Prius Squad - .44 cents per mile.

Cancellation Fees

A cancellation fee, equal to the minimum charge for the requested vehicle type, will be charged to a department or organization if a previously requested and approved vehicle request is canceled after the following deadlines:

Cancellation Deadline Late Cancellation Fees
Sedans 4:30p.m., the business day before the trip Equal to minimum charge
Mini-vans 4:30 p.m., the second business day before the trip Equal to minimum charge
Vans 4:30 p.m., the second business day before the trip Equal to minimum charge
Buses 48 hours before the trip Equal to minimum charge

A vehicle not picked up within two hours of the assigned time will be cancelled and charged late cancellation fees.

Expenses Incurred While Driving a University Automobile:

When a university vehicle is outside of the DeKalb area and it is impossible to obtain the necessary gasoline, oil, and services at the university garage, the driver should use the Wright Express credit cards.

A Wright Express Vehicle Equipment Credit Card is available in each vehicle. It is kept in the glove compartment along with a Certificate of Insurance.

Retain all charge tickets/receipts and turn them in to the Transportation Office with the #4 copy of the Request for Transportation upon completion of your trip.

On those rare occasions when it is necessary to purchase gasoline with cash, a receipt should be obtained at the time of purchase and submitted for reimbursement at the time the vehicle is returned to Transportation. Transportation departmental funds will be the source of the reimbursement. This type of reimbursement should not be included on your travel voucher.

If a university automobile develops mechanical trouble while on an out-of-town trip, the following procedures should be followed:

If the repairs are under $100.00, the driver may arrange to have the repair made. The driver should use the Wright Express Credit Card whenever possible and notify the Transportation Services office at (800) 955-3688. If it becomes necessary to use an alternative form of payment, a receipt should be obtained at the time of service and submitted for reimbursement when the vehicle is returned to Transportation.

If the repairs are $100.00 or more, the driver should telephone Transportation Services, (800) 955-3688, for instructions. For after hours service, press "0" to be connected to the NIU Public Safety/Police who will contact the appropriate staff.

How to Report an Accident

All accidents, whether or not property damage or injury occurs, must be reported to the Transportation Office as well as the appropriate police agency. In addition, the driver must complete an accident report in the Transportation Services office by noon of the first business day following the accident. Illinois law requires every driver of a motor vehicle in Illinois involved in an accident resulting in personal injury, death, or property damage of $250.00 or more to forward a written report to the State office within 24 hours in cases of personal injury or death, and within five days if there is only property damage of $250.00 or more. When an accident occurs outside the State of Illinois, the driver must comply with the requirements of that State.   Failure to comply with the accident reporting requirements can result in insurance coverage being declined and all financial liabilities for personal injuries and property damage being the responsibility of the vehicle driver.

All previous policies or regulations concerning the use of university-owned vehicles are hereby canceled or revoked.