BS5518 - Vehicle Pool

1. Institutional Regulations
   
   The College shall maintain a fleet of vehicles to provide for the minimum transportation needs of the College. Other transportation needs shall be met by reimbursing employees for the use of their private vehicles.
    
2. Procedure
   1. All College related programs or departments are eligible to make reservations for use of College automobiles or vans. Reservations shall be made to the Physical Plant Office on a first come first served basis. Reservations shall include date, destination, specific hours required, and accounting INDEX.
      1. All vehicles are non-smoking vehicles.
      2. College vehicles must be picked up within one hour of the time requested, unless Physical Plant is notified that the pick-up time is delayed to another specific time. If the vehicle is not picked up or notification not given, the vehicle may be released to another.
      3. Reservations shall not be accepted for a trip within a 50 mile radius of the Ankeny Campus. If a car is available it must be picked-up and returned to campus that day.
   2. Physical Plant is not responsible for items left in car.
   3. The Physical Plant is responsible for maintaining the cars in operating condition.
   4. Employee Use
      1. The cars shall be fueled prior to pick up. If the auto needs gasoline, the employee shall be responsible for obtaining it.
         1. Credit cards are located in the glove compartment and receipts for purchase of gas or oil must be returned with the Auto Usage Report.
         2. Vehicle shall be refueled before returning to campus.
      2. When checking out a College vehicle, each person is required to complete an Auto Usage Report and return to the Physical Plant Office at the conclusion of the trip.
      3. Emergency repairs or service may not be covered by the College credit card. They may be recovered from the vehicle account by submitting a standard expense form with attached receipts.
      4. In case of accident, a proof of insurance card is located in the glove compartment.
         1. Make necessary state reports
         2. No specific commitments shall be made to any other driver involved in the accident.
         3. Information shall be exchanges, as required by law.
         4. College reports shall be completed as early as practical after the trip is completed.
      5. Return vehicles to the reserved parking area directly south of Building 12, the keys and credit card receipts returned, and the doors locked.
   5. Charge Back to User Departments or Programs.
      1. User departments or programs shall be charged with actual mileage used at a scheduled rate.
      2. A schedule of charges shall be prepared from accounting records maintained by the Physical Plant Office and approved by the Vice President of Business Services.
      3. There are minimum charges for short trips.
      4. The Auto Usage Report completed
      5. The drop box located outside of the main Building 12 entrance shall be used after office hours.
   6. A vehicle may be assigned to an individual.
   7. Use of Des Moines Area Community College vehicles for private purposes is prohibited.
   8. The Boone, Carroll and Newton campuses shall follow this procedure for all College owned vehicles. The Physical Plant staff at each location shall be responsible for maintaining these vehicles on an annual basis to assure adequate service is performed and proper records are kept. Urban Campus vehicles are serviced by the Ankeny Campus.
   9. Non-Pool Vehicles
      Certain programs or departments have vehicles assigned to them on a full time basis. Typical vehicles in this group include, Horticulture, pickup and equipment; Building Trades, pickup. These vehicles are not the responsibility of the Physical Plant however, they may be scheduled for service by placing a call to the Supervisor of Transportation. Physical Plant shall charge back to the user department, only those actual costs associated with each vehicle, such as gasoline, oil, filters, tires, batteries, repair parts, and labor.
   10. Rates - Effective July 1, 1999
       • Sedan - $0.36/mile - $15.00 per day minimum charge
       • Mini-Van - $0.36/mile - $15.00 per day minimum charge
       • Pickup Truck - $0.50/mile - $25.00 per day minimum charge
       • Full size Van - $0.50/mile - $25.00 per day minimum charge
       • Bus - $1.00/mile - $50.00 per day minimum charge plus the cost of the driver at $13.00 per hour, $19.50 per hour if overtime.