C
Vehicle Request and Usage Procedure
To request a vehicle, a customer should do the following:
Prior to Vehicle Use
- Determine what type of vehicle will be needed (sedan, mini van, 12 passenger)
- Determine what date(s) the vehicle will be needed for
- Complete and submit the Fleet Vehicle Requisition Form.
For immediate request assistance you may also contact the Transportation Officer at 594-8421 or contact the Transportation Office at 594-7129. - Vehicle requests may be submitted months prior of anticipation or at least 5 working days prior to trip date.
- The Transportation Office can not guarantee vehicle(s) on last minute requests.
- An email confirmation will send once the requested vehicle(s) have been reserved.
- If the Transportation Office is unable to provide a state fleet vehicle or the type of vehicle requested, they will contact Enterprise for rental at their negotiated rates. Again, at least 5 working days notice will help in acquiring a vehicle.
Vehicle Cancellations
- State vehicle cancellations must be informed to the Transportation Office within 24 hours or prior to travel date. Failure to do so may result in 1st day rental charge per vehicle.
- Enterprise will charge $25.00 for last minute cancellations after vehicle has been delivered to our location.
Upon Pick-up
- All vehicles are to be checked out at the Transportation Office (located in the Ferguson Center Parking Deck).
- If you need to pick-up your pre-booked vehicle before the previously agreed upon time notify the Transportation Office before show-up.
- You may park your personal vehicle in the Ferguson Center Parking Deck or flat lot (assuming you have a current CNU parking decal). However, no one else within your traveling party may park their vehicles at these locations during the period of time the pool vehicle is away. The Ferguson Center utilizes the deck for their events and parking spaces are at a premium. If it is found that members of your traveling party are parking in these locations, they will receive a parking ticket.
- At vehicle check out all drivers will be asked to present their drivers license, this procedure will be repeated each time before vehicle use, regardless. This standard is required and demanded by the OFMS (Office of Fleet Management Services). At this time, a Parking and Transportation staff member will go briefly through vehicle usage procedures this includes gas, mileage, gas card instructions, and vehicle location. If this information is not provided, you can find it enclosed in the documentation handed.
- Although previously performed by the Transportation Office all state operators should perform a walk around visual inspection of the vehicle prior to moving.
- You will receive a Voyager gas card from the Transportation Officer. Please see the enclosed documentation provided at check-out for more information on gas card usage.
- Voyager cards are able to be used at many locations. Please see the enclosed documentation provided at check out for more information.
- You will receive documentation that is specific to your vehicle when you go on your road trip. This brochure will give you all the information you need when traveling if you have an accident or your vehicle breaks down. Upon Return
- Vehicles MUST be returned with a tank full of gas or at the same level it was checked out.
- Write down state vehicle ending mileage on check out form.
- Upon return of your vehicle, you must do a post vehicle inspection; remove all trash and personal property from inside vehicle.
- If you return the vehicle after normal hours, there is a key drop location right outside of the front door to the Parking and Transportation Office located on the first floor of the Ferguson Center Parking Deck. You should put your keys and gas card inside of your information packet and drop it in the key box. Please make sure that it goes the entire way down the slot.
- The following morning (or first business day back), the Transportation Officer will inspect the vehicle for damages, cleanliness, gas level, etc. You may be present for this inspection if you wish. They will begin promptly each morning.
- Upon return, vehicles are not to be parked inside the parking deck. They should be parked outside the deck in the flat lot area in designate. DO NOT drive box trucks or vans through the Parking Deck to get to the flat lot. They may get caught in the Deck overhang.