Transcript Valley City State University

State Fleet/Motor
Pool Training
Policies and procedures for reserving
and using state fleet vehicles for
VCSU faculty, staff, and students.
09/13
HOW DO I RESERVE A
VEHICLE?
• VCSU State Fleet Vehicles are reserved through the Facilities Services
Office.
• The VCSU Vehicle Request Form can be found online at:
• http://www.vcsu.edu/facilitiesservices/vp.htm?p=1195.
• Complete and submit your Supervisor for approval. Once your
supervisor has approved, the request will be routed to Facilities
Services for completion.
• Please turn in vehicle requests 48 hours PRIOR to departure date to
allow enough time for the approval/reservation process.
• Vehicles are scheduled on a “first come, first serve” basis. If a VCSU
State Fleet Vehicle isn’t available, you will be instructed to contact Valley
City DOT (701-845-8803) to reserve a vehicle.
• Once a vehicle reservation is confirmed with the Facilities Services
Office, you will receive a calendar invite for the vehicle.
WHAT IF A STUDENT WILL BE
DRIVING THE VEHICLE?
• Be sure to indicate whether or not a student will be driving
the vehicle on the online Vehicle Request Form.
• If a student is driving, please send in the “Request for
Volunteer or Student Driver” form.
• This form needs to be submitted AT LEAST 2 WEEKS PRIOR to the
trip.
• IF FACULTY/STAFF ARE GOING ON THE TRIP, THEY ARE
REQUIRED TO DRIVE!
• Facilities Services encourages all student drivers to
review this safety training.
HOW DO I KNOW IF A
VEHICLE IS AVAILABLE?
• The vehicle schedule is available online at:
• http://www.vcsu.edu/facilitiesservices/vp.htm?
p=1204
OR
•
Contact the Facilities Services Office:
• [email protected]
• 701-845-7705
WHERE DO I PICK UP
KEYS?
• Vehicle & garage keys are available at the
Facilities Services office.
• If no one is in the office, please contact the Power
House at 845-7708- they will be able to issue your
keys.
• Please present a valid driver’s license at the
time of key pick up.
WHERE DO I PICK UP THE
VEHICLE?
• State Fleet Vehicles are kept in the campus
garage across from the Bubble (unless an email is
sent out to campus indicating an alternate location).
• You may leave your personal vehicle in west
garage lot or the Bubble parking lot.
• Parking a personal vehicle in the garage is discouraged due
to insurance reasons.
HOW DO I CHECK OUT A
VEHICLE?
• There is a vehicle check-out form located in each of
the state vehicles (including the vans, People Mover
and select maintenance vehicles)
• Provide the following information on the check-out
form:
•
•
•
•
•
Vehicle #
Name
Department to be charged
Time/Date
BEGINNING Odometer Reading
WHAT IF THERE IS A MINOR
PROBLEM WITH THE
VEHICLE?
• In efforts to ensure the safety and cleanliness of the VCSU
State Fleet vehicles, there is a “Comment Box” located at the
front of the garage to report any issues with the vehicle you
were assigned.
• The Comment Box is checked every morning by a Facilities
Services staff member.
• “Comment Cards” are available for employees to report
MINOR problems with the car (i.e. cleanliness, low tire
pressure, mechanical problems, etc.).
• If there is a MAJOR problem PRIOR to taking the car
on a trip, call the Facilities Services Office to be
issued a new vehicle.
WHAT DO I DO IF THE
VEHICLE I WAS ASSIGNED IS
UNSANITARY?
• Report the issue on a Comment Card before leaving on
your trip.
• If you have time, contact the Facilities Services Office to
see if there is another vehicle available for you to drive.
• When a car is reported as being unsanitary, the Facilities
office will review the schedule and bill the previous user’s
department for the cleaning charges up to $30.00.
• No one wants to drive/ride in a dirty car! Respect others
and the vehicles and leave the vehicle in a clean state.
WHERE SHOULD I FUEL A
STATE FLEET VEHICLE?
• Gasoline/diesel fuel is available from state fuel sites.
These sites are available for use 24 hours a day, seven
days a week, with an automated fuel dispensing system
(AFDS).
• Operators are encouraged to use DOT pumps
as much as possible.
• Do not fill up at local gas stations unless absolutely
necessary.
HOW DO I PAY FOR
THE FUEL?
• ALL North Dakota State Fleet vehicle have a Voyager gas
card:
• This a vehicle assigned credit card which allows you to fill
fuel at State Fleet fueling locations:
• At the fueling location:
• Insert and remove card (magnetic strip down and to the right).
• Enter your PIN Key (each state fleet user is issued a unique ID/PIN#
through the State Fleet Driver ID program). Press enter.
• Enter the odometer reading and press enter. (For trucks and
buses, key in the hour meter and press enter).
• Select the dispenser, press enter, and begin fueling.
• If there is an error, try the card again.
• If the card does not work, contact Facilities Services.
• 701-845-7705
WHAT IS THE STATE FLEET
DRIVER ID PROGRAM?
• Starting in the Fall of 2013, State Fleet Services will be issuing unique
driver ID/PIN #’s to each state fleet user. This ID/PIN # will be entered
when using the Voyager card to fuel vehicles.
• This new program will replace the old pin number (10+unit #) program
that is currently being used at NDDOT fueling sites, retail fueling, and
retail repair shops for State Fleet vehicles.
• Please do not share or give this number to anyone else to use. Please
start using the new individual numbers immediately when prompted for
driver ID/Pin # when using the Voyager card.
• If you experience problems, please call the 24/7 emergency telephone
number on the bottom of the card. If problems occur that the emergency
number does not resolve, you may contact State Fleet Services @ 701328-1434 during regular business hours for further assistance.
• If you do not receive a letter from State Fleet Services via campus mail
by the end of next week and need to request an ID/PIN #, please contact
Jessica in the Facilities Services Office- 3-7710.
CAN I USE THE VOYAGER
CARD FOR ANY
OTHER PURCHASES?
• The gas card may be used to purchase fuel, oil, wash, and
other motor vehicle repairs from a commercial outlet when a
state fleet facility is not available. Operators are to use selfservice and follow these instructions:
• Verify that the station accepts the credit card– try to use
major name brand stations.
• Actual prompting at a retail facility will depend upon the
card-scanning software available at the station.
• Ask the attendant to scan the card as a FLEET CARD. If the
retail facility is capturing the maximum amount of fueling
information, the driver will be prompted for the following:
DRIVER NUMBER – Key in the assigned PIN number.
ODOMETER – Key in odometer or hour meter reading. (If the
retail facility does not get a prompt for driver number and
odometer, the fueling transaction is still captured. State fleet
will not require a copy of the gas receipt, if it is gas only).
WILL THE VOYAGER
CARD WORK OUT OF
STATE?
• The Voyage Card will work out of state, but
verify the gas station accepts the card
PRIOR to purchasing the fuel/other vehicle
supplies.
• The Voyage gas card does NOT work in
Canada
• If you are traveling to Canada, a different
fueling card is available at the Facilities
Services Office.
WHAT IF MY VEHICLE HAS
MECHANICAL TROUBLE
WHILE ON A TRIP?
• Contact the Facilities Services Office701-845-7705.
• If you are in state, contact the nearest DOT station
for repairs and pay with the Voyage Card.
• If the nearest DOT Shop is closed or you are out of
state, contact a services garage to repair the
vehicle. Pay the invoice with the Voyage Card.
• If you are unable to pay with the Voyage Card, you will
need to pay with your personal credit card. Please turn in
any receipts to the Facilities Services Office upon return
for reimbursement.
WHAT IF I GET IN AN
ACCIDENT WITH A STATE
FLEET VEHICLE?
• In the event of an accident, the insurance and registration
cards are in the vehicle’s glove box. Make sure you give the
other party the information from the card.
• Make sure you get the same information from the
other party and turn in to Facilities Services as soon as
possible!
• Report all accidents, even minor ones to the Safety Office
immediately- 701-845-7710.
• Give a detailed report to the Safety Coordinator. The
Safety Coordinator will then take your information and fill
out the state form SFN 51301.
• Be prepared to be contacted by the Safety Coordinator or
NDDOT representative with more questions.
WHAT DO I NEED TO DO BEFORE
RETURNING A VEHICLE TO THE
VCSU GARAGE?
• The user of the vehicle is responsible for the following:
• Refueling at the Department of Transportation location on
Kathryn Road, south of the Interstate. Refueling instructions
can be found in the glove box of the vehicle.
• If needed, washing the car at John’s Tesoro. Carwash
instructions can be found in the glove box of the vehicle.
• Removing debris from the interior of the car, including trash,
dirt/mud, and spills. Vacuums are available at the DOT
refueling station, in the VCSU garage and at John’s I-94
Tesoro.
• Removing any personal items from the car. Remember to
check the trunk as well.
ARE THERE ANY OTHER
CHECK-IN PROCEDURES?
• Fill-out the check-out form with ending
odometer reading, time and date.
• Return keys to the key drop box.
• If you do forget personal belongings in a
vehicle, contact Facilities Services to retrieve
the item(s).
NORTH DAKOTA DOT
POLICIES
• The driver must have valid driver’s license.
• Only state employees and students are allowed in state
vehicles.
• Spouses, children, animals or hitchhikers may not
ride in the vehicle
• Operators must obey and comply with all traffic laws and
regulations.
• Operators will pay all fines or parking fees issued while
operating the state vehicle.
NORTH DAKOTA DOT
POLICIES (CONT.)
• State vehicles are for STATE BUSINESS ONLY.
• Do not take vehicle to personal residences for
overnight parking (unless you have received prior
approval).
•
•
•
•
Smoking is prohibited in all state vehicles.
Texting is prohibited in all state vehicles.
All occupants MUST wear their seatbelt properly.
All faculty and staff need to attend Defensive
Driving every 4 years (you will be notified when you
are due to take the course).
THANK YOU!
Thank you for taking the time to
review this information. If you have
any questions concerning VCSU State
Fleet, please contact Facilities
Services- 701-845-7705.