Policies, Procedures, & Rates

I.Use of University Vehicles

  1. The use of University vehicles is granted solely to carry on university business and university sponsored activities.  By submitting a reservation an individual is agreeing to all associated university policies and procedures.
  2. Academics, athletics, and recognized student organizations may reserve university vehicles for educational, cultural and athletic events which have been approved by the appropriate department head or their designee. *Note:  0nly PSU faculty/staff are authorized to drive university vehicles. See policy #4
  3. University vehicles should not be used when it is more economical or efficient to use commercial transportation.
  4. All drivers of PSU vehicles must be an Employee of the University and have a valid US or Canadian license.  A copy of the license must be on file with the transportation office directly. New users should have license information submitted & registration confirmed prior to having a reservation made.
  5. University vehicles shall not be taken home overnight without prior approval from the Physical Plant.  University vehicles may not be used for personal use, or to transport family members or friends, unless approved by USNH.  Any liability arising out
    of personal use of a PSU owned vehicle is the responsibility of the driver and PSU will expect the driver’s personal auto insurance to respond.
  6. University vehicles shall not be operated in states other than New England or New York without prior approval of a Principal Administrator and notification to Travel Office at the time of the reservation.  Please indicate accurate destination locations into the reservation system.
  7. Leaving university vehicles at airports is discouraged.

II. Reserving University Vehicles

  1. It is best to reserve vehicles two weeks in advance whenever possible. Emergency requests can only be handled on an as available basis.
  2. Specific vehicles cannot be guaranteed. Any equipment concerns should be reported to the Travel Office.
  3. Follow your department’s regular policies and guidelines for reserving university vehicles.
    • Using your Internet Explorer or Netscape browser go to the Physical Plant homepage at http://www.plymouth.edu/office/physical-plant and click on “Enter Travel Reservations”. Here you will log on to the Travel Bureau Reservation system by entering your username (in most cases this is your email username) and your first name as your password to validate your status as a University employee.
    • Move to the next screen to choose the vehicle type for your request, then you will check the availability of a vehicle by entering the dates, times desired.
    • The system will inform you if a vehicle is available or not. If a vehicle is available you will proceed with the reservation process and enter your valid Banner account information and the Driver’s username (this may be your own) of the individual(s) who will be driving the vehicle.
    • Confirmation of a reservation will be displayed on the screen. If you receive the message that a vehicle is on standby, hit the cancel button at the bottom of the screen.  Do not proceed with a standby reservation.  You may try different dates and times to enter a different reservation.

Note:  At pick-up time keys, credit cards, and reservation forms will be issued at the Physical Plant
office. Pickup must be done between the hours of 7:00AM and 3:30PM Monday through Friday only.  Please park your car in one of the seven designated Travel Bureau parking spaces from which you take the University vehicle.  Please return the university vehicle to this space when you are done.  On your return to campus, return keys, credit cards, and completed dispatch form (including beginning and ending mileage and any gas receipts) to the Physical Plant office. If after office hours, return these items to the drop-box mounted on the wall next to the Physical Plant main office door.

Vehicle reservation forms must be completed and correctly filled out prior to the pick-up date or vehicles will not be issued.

  1. Vehicles will not be reserved on an “in-case-of-need” basis, but only for specific meetings, conferences, events, etc.
  2. If a university vehicle is not available for the period requested, the reservation system notifies you at that time.  If for any reason a conflict occurs (vehicle repairs, etc) once you have made a reservation and a vehicle is not available, the Physical Plant department will notify you so other means of transportation may be arranged.
  3. Cancellations should be reported to the Physical Plant Office as soon as you are aware the vehicle will not be needed.
    There will be a $10.00 minimum use charge for cancellations made with less than twenty-four hour notification and a $25.00 minimum use charge for reservations that fail to have a cancellation.

III. Vehicle Pickup And Return

  1. Vehicles shall be picked up from the Facilities Services parking area immediately before departure for a trip and returned there immediately upon return. If a vehicle is needed prior to 7:00AM or after 3:30PM Monday through Friday, or on a weekend, arrangements must be made to pick up keys and dispatch information during regular office hours.
  2. Pickup and return time must be followed closely to insure that each vehicle will be available for the next scheduled user.
  3. The keys must be returned on time to the Physical Plant Office at the designated KEY DROP box.
  4. Recording mileage at the start of vehicle use and at the end of vehicle use is very important and is required for correct charges back. Where there is doubt in the mileage, you will be charged for the highest mileage.
  5. Please Lock Vehicles.

IV. Rates & Charges

  1. Mileage and tolls will be charged against departmental travel budgets.  For each vehicle there is a $25.00 minimum charge per day, or a per mile charge, whichever is greater.  Current per mile charges are $0.41 a mile.  A “day” is defined as the period of time from when the vehicle is picked up until the time the keys are returned prior to 7:00 a.m. of the following day.  Example:  A car driven a total
    of 10 miles to Ashland, NH and back would owe the minimum $25 a day charge and not the $0.41 a mile charge which would only be $4.10.
  2. Credit cards for University vehicles are issued at the time the vehicle is dispatched. These cards should only be used for gas, oil, and authorized emergency services. All repairs, replacements, and service (plugs, points, tune-ups, tire purchases and filter replacements) are to be on an authorized basis only, except for emergency service.
  3. If it is necessary to purchase gasoline with personal credit cards, personal cash, or travel advance funds, obtain a receipt. At the trip’s conclusion turn in all receipts to the Physical Plant office for reimbursement.

V.  Driver Responsibilities and Vehicle Use Regulations

Drivers shall observe all rules and regulations for safe driving as defined by the State of New Hampshire Motor Vehicle Department, or by the Department in whose state the vehicle is operated.   Drivers must operate PSU vehicles in a manner so as to reduce the likelihood of accidents and assure the safety of employees, passengers and the general public, and so as to not damage public or private property.   Drivers are personally responsible for any fines, tickets or citations.  PSU funds will not be used to pay such fines.

  • Safety belts should be used by all occupants traveling in a vehicle owned, leased, or rented by PSU or in private vehicles while on University business.
  • Drinking, possession of alcohol or, illegal drugs in vehicles or driving while under the influence of alcohol or drugs is prohibited.
  • There is no smoking allowed in PSU vehicles.
  • Firearms or other dangerous weapons may not be transported in PSU vehicles with the exception of those vehicles used by law enforcement officers. Exceptions to this policy must be approved by the USNH Treasurer’s Office.
  • No driver shall transport more passengers or a heavier load than the vehicle is designed to carry, nor should any vehicle be used for a purpose for which it was not intended.
  • Hitchhikers are not permitted in PSU vehicles.
  • No animals are allowed in PSU vehicles except in instances where this is an appropriate use of the vehicle or in the case of Service Dogs.
  • Driving a PSU vehicle is a privilege and vehicles must always be used in a manner that reflects positively on PSU.
  • In addition to these regulations, employees are encouraged to read and practice the following safety precautions:
    • For long distance trips, if there is more than one qualified driver, such drivers should consider rotating every two hours. No driver should drive more than 10 hours during a 24 hour period. Front passenger should remain awake to help keep the driver alert
    • Avoid conditions that lead to loss of control – driving while sleepy or inattentive, or driving too fast for road conditions.
    • If the weather is inclement, stop and stay overnight in a safe place.
    • Do not use a telephone while driving. Stop the vehicle in a safe area
      to use a cell phone or have a passenger operate it.
    • Maintain vehicles and their tires. Worn or under inflated tires can increase the risk of rollover.

VI. Accidents

In the event of an accident always notify the legal authorities immediately and request an officer’s presence. This is to protect the University’s interests in the event of liability claims. On the dispatch sheet you received when picking up the vehicle write down any witnesses names and contact information as well as other pertinent information relating to the accident which will need to be reported to the university and the college’s insurer. Please notify the Physical Plant EH&S office immediately as well in the event of an accident. Each vehicle is equipped with a University accident report that will need to be filled out and returned to the Physical Plant Travel Office and directed to the attention of the EH&S officer.


Questions concerning regulations should be directed to the Physical Plant Office at 535-2254

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