Transportation Information-Facilities Management at UNC

Policies and Procedures for Use of University Vehicles

A university-owned (state) vehicle may be used only for official University business. Since anyone using a state vehicle is highly visible to the general public, vehicles should be driven responsibly and in a manner that will not bring discredit to the University or to the State of Colorado. Drivers of state vehicles are subject to all traffic laws and regulations established by the local jurisdictions through which they travel, and are accountable for any parking or moving violations received.

Only University or State employees may drive state vehicles. This includes Faculty, Staff, and Students, provided they are acting within the scope of their duties. All drivers must have a current drivers license, which may be subject to verification. Vehicles may not be used for personal business or pleasure under any circumstances. Additionally, friends and/or family members (e.g. spouse, children) may not ride in state vehicles unless they are University employees acting within the scope of their duties. Pets are not permitted in state vehicles.

All occupants, including the driver, must wear seat belts. Persons driving state vehicles must not consume alcoholic beverages or other illegal substances before or while driving. Smoking is not allowed in any state vehicle at any time.

Our Location and Operating Hours

We are located at the east end of Parsons Hall (411 20th Street).
We are open from 7 a.m. until 4 p.m. Monday through Friday.
Vehicle maintenance (e.g. car wash, oil changes, etc.) and rental reservation services are available only during normal business hours.

Use of University Vehicles-Assigned Vehicles

Vehicles may be assigned to campus departments on a long-term basis if the need for a vehicle exists. The type of vehicle assigned will depend partially upon the intended use of the vehicle .
There is a fixed monthly charge and an actual mileage charge. Rates are determined by Colorado State Fleet Management and by Facilities Management.
Charges include all required vehicle maintenance and fuel expenses.
Maintenance and damages caused by vehicle abuse may be billable to the department to which the vehicle is assigned.
Contact Vehicle Scheduling at 351-1243 for more information.

Use of University Vehicles-Utility Carts

Campus departments may, at their own expense, procure golf carts, gators, ATV's, and other small-sized electric or gasoline powered service/utility carts for campus use. For the purposes of this section, these types of vehicles will be referred to as "utility carts." These types of vehicles are slow-moving vehicles, and are not "road-worthy;" this means that they are typically not driven city streets, and do not require license plates. Other than providing fuel for gasoline or diesel powered utility carts, Transportation Services does not have the expertise to maintain utility carts, so maintenance must be provided by the owning department or by an outside contractor. Additionally, it is the owning department's responsibility to seek and procure storage for utility carts.

Any University employee (faculty, staff, student, aide, or volunteer) may operate a utility cart. Deans, Division Directors, School Directors, and Supervisors are responsible for ensuring that each employee expected or anticipated to operate a utility cart receives an orientation on the use of carts and signs the "State Owned Vehicle/Cart Procedure and Practices Review" form (provided at the orientation). Please contact Environmental Health & Safety at (970)351-1149 to schedule an orientation.

Employees responsible for operating utility carts are expected to understand and comply with the following:

All employees operating utility carts must have a current, valid drivers license and must have it in his/her possession at all times during the operation of a cart. This being a University policy, and not a State statute or regulation, exceptions to this will be made on a case-by-case basis, and will require the approval of the appropriate Vice-President.
Each employee must obtain required training and sign a "State Owned Vehicle/Cart Procedure and Practices Review" form, prior to any operation of a cart. A copy of this form must be sent to the Human Resource Office to be filed in the employee's personnel file.
All employees operating a cart must adhere to all applicable vehicle and traffic laws of the State of Colorado and the City of Greeley (or the municipality in which the cart is operated).
Any instance of careless, negligent or impaired operation of a campus utility cart will be reviewed/investigated by the University Police Department. Employees determined to have been careless, negligent, or impaired while operating a campus cart shall be subject to corrective and/or disciplinary action, civil traffic, and/or criminal citation as appropriate.
Accidents involving campus vehicles (including utility carts) must be reported immediately to Transportation Services and to the University Police Department. See the Accidents and Insurance Section for more information.

Use of University Vehicles-Rental Vehicles

Transportation Services maintains a rental fleet of 6 sedans, 2 7-passenger vans, and 8 15-passenger vans. We do not provide bus service. Click here for bus service provided by local vendors. In the event that Transportation Services is unable to accommodate your rental needs, click here to learn about off-campus vehicle rental agencies who provide special rates for University organizations.
To determine the availability of a vehicle, contact Vehicle Scheduling at (970) 351-1243 as far in advance as possible. This will not guarantee a reservation, but may be helpful in determining whether or not Transportation Services will be able to accommodate your needs.
University vehicle reservations are accepted on a first-come basis. No priority is given to any customer or group over another.
To officially reserve a state vehicle, contact Vehicle Scheduling at (970) 351-1243 as far in advance as possible with the following information:
- Type (or types) of Vehicle Needed
- Driver Name(s)
- Destination
- 15-Passenger Van Driver Certification Number (required for 15-passenger van rental)
- Vehicle Reservation Request (VRQ) Number (Reservations will not be made without a VRQ number)
- University Account Number (Reservations will not be made without an account number)
- Departure & Return Date/Time
- Any Special Instructions (e.g. remove back seat from a 15-passenger van)
A properly authorized Vehicle Reservation Request (VRQ) form must be completed and received by Transportation Services before the vehicle will be released to the driver. A properly authorized VRQ is one that is authorized by the traveler's Fund Accountant AND supervisor, dean, vice-president, or the President of the University. The VRQ may be sent to Transportation Services or hand carried to Parsons Hall. If you do not have VRQ forms, they may be obtained from Transportation Services by calling (970)351-1243.
It is realized that the VRQ, for whatever reason, may not always reach Transportation Services before the travel occurs. Nonetheless, it is the renting department's responsibility to ensure timely delivery of the VRQ. Accounts that are 30 days past due will be billed through the Facilities Management Work Order System with the account number provided at the time of scheduling. An additional fee may be included.
In accordance with State and University policy, and to ensure appropriate vehicle use, all rental charges must be billed to an existing University account. Credit card, cash, and check payments are not acceptable, unless the credit card, cash, or check payment is deposited into the University account that Transportation Services will charge.
All vehicle use will be charged to the account you have designated on the VRQ. Please use only one account number, we cannot split charges between funds..
Due to limited availability of Transportation Services staff, it is important to pick up your vehicle at the scheduled time or you may experience a significant delay in service. In the event you are not able to show up at your scheduled time, or if you need to cancel your reservation please contact Vehicle Scheduling at (970) 351-1243as soon as possible in order to avoid a charge.
Please arrive 10-15 minutes before your scheduled departure time to allow a Transportation Services Attendant to explain the credit card, proof of insurance, and general vehicle procedures to you.
A vehicle condition report may be found behind the first tab of the white notebook (which also contains the fuel credit card, vehicle registration, proof of insurance, maintenance procedures, and an accident report form) and a space is provided for remarks. Use this to note the condition of the vehicle during your use by indicating any concerns or problems you experience during your trip so that they may be addressed by Transportation Services.
Customers are expected to be familiar with and comply with all rules, regulations, and information contained in the white notebook. Copies of information contained within the white notebook are available upon request.
When returning vehicles, please park them at the east end of Parsons Hall inside the fenced area. During normal operating hours, please check in with a Motor Pool Attendant. If you return the vehicle after hours, please park the vehicle inside the fenced area (each vehicle key set has a gate padlock key on it in the event that the gate is locked), lock the vehicle, and put the keys in the drop box by the Motor Pool garage door. Do not block any vehicles when you park, and please obey all signage. Be sure to close and lock the gate when you leave!
Lost vehicle keys will be billed out at $20 per key. Some vehicles are equipped with security keys (e.g. keys with microchips embedded in the top that are required for the vehicle to start) and/or remote keyless entry devices. Charges for lost security keys and/or remote keyless entry devices will be significantly higher, and will vary depending on the manufacturer of the vehicle.
Transportation Services requests that vehicles be returned in the condition in which they were released. Please clean any messes made (e.g. spilled beverages, sunflower seed shells, gum wrappers, etc.). Transportation Services reserves the right to assess a cleaning fee for vehicles returned in an untidy condition.
Rental rates are charged out based on a daily or weekly rate and an actual mileage rate. Charges include vehicle liability insurance, required vehicle maintenance, fuel, and the lease charge paid by Facilities Management to Colorado State Fleet Management.
Under no circumstances may University vehicles be left at mass-transit locations (excluding light-rail stations, provided that vehicles are not left overnight), such as Denver International Airport (DIA), train stations, bus depots, etc., without prior approval from Transportation Services. Exceptions will be evaluated on a case-by-case basis.
Current rental rates (as of July 1, 2007) are as follows (no show's and late returns are charged out at a minimum 1/2 daily rental rate for the vehicle):

Oneline Vehicle Request Reservation Form

Off-Campus Vehicle Rental Agencies

Orientation for Driving 15-Passenger Vans

Anyone wishing to drive a 15-passenger van must first attend a van orientation session. This orientation is not required for those driving either a sedan or a 7-passenger van (minivan).
The 15-passenger van orientation is free of charge, and includes tips on driving a 15-passenger van, the fuel credit card, procedures for obtaining vehicle maintenance on the road, insurance, and other helpful information.
To arrange for a van orientation, please contact Transportation Services at (970) 351-1277. The orientation session typically takes less than one hour, and will include a driving test. Please remember to bring your driver's license with you, as Transportation Services staff will ask to see it, and will verify its validity through UNC Police.
Drivers successfully complete a van orienation session at least two weeks before your trip. A certification card and number will be issued upon the successful completion of the van orientation. The number will be required on the VRQ form and drivers may be asked to present the card when picking up a van.

Vehicle Maintenance and Repair Procedures

All University vehicles are serviced at the Motor Pool or at local service facilities. Every effort is made to keep vehicles clean and in good operating condition.
Should a vehicle become inoperative during working hours, please call Colorado State Fleet Management's Call Center at (800) 356-3846 between 7 a.m. and 6 p.m. Monday through Friday first, then notify Transportation Services (collect, if necessary) at (970) 351-1243 or (970) 351-1277. If you experience problems after normal business hours, please call the UNC Police Department at (970) 351-2245 for assistance.
It is preferred that the driver stay with the vehicle until it is taken to a service facility. However, if this is not possible, the driver should be sure the vehicle is clear of traffic and locked. The driver should also bring the vehicle keys and the white notebook containing the fuel credit card to Transportation Services at the earliest possible time.
If you're not sure what to do, call Transportation Services (collect if necessary) at (970) 351-1243or (970) 351-1277 during normal business hours, or the UNC Police Department at (970) 351-2245 after hours for assistance.

Accidents and Insurance Information

In case of an accident, it is the driver's responsibility to notify the proper authorities (local police, state patrol, or county sheriff) and Transportation Services immediately.
Accident reports and insurance forms, including instructions to drivers, are provided in the white notebook kept in the vehicle.
In the event of an accident, the accident report form found in the back of the white notebook must be filled out and returned to Transportation Services within 5 business days. Be aware that you may be asked to obtain a copy of a police report as well, so be sure obtain the name and telephone number of the reporting officer, the case report number, and the name of the police agency for which the officer works.
Liability insurance covers University vehicles only while they are being used for official University business. Misuse of University vehicles could result in the driver being personally liable for any and all damages and/or injuries.
UNC is self-insured for liability only. Costs for damages caused through the fault of the driver may be chargeable to the University as comprehensive losses, and under some circumstances, may be chargeable to the driver, especially in cases of negligence, or if the driver was engaged in unlawful behavior at the time of the accident (e.g. driving under the influence of alcohol).
Insurance coverage does NOT include personal injury protection (PIP) or medical coverage. State (University) employees on official University business may submit a worker's compensation claim for bodily injury sustained while traveling in a University vehicle. A properly authorized leave request form must be submitted according to the policies and procedures established by Human Resources prior to travel or Worker's compensation processing may be delayed; contact HR at 351-2718 for more information (there is no web-based information available at this time). Bodily injury claims for any other driver or passenger (students, University visitors, etc.) in a University vehicle are subject to personal insurance coverage; there is no coverage for non-employees.
If a vehicle is damaged in a manner beyond normal wear and tear, due to negligence or carelessness, or if damage is not reported to Transportation Services upon return, any and all repair costs may be charged to the renting department.
For more information on vehicle insurance, please contact Transportation Services at 351-1243.

Vehicle Signage

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