Fleet Operations

The following information is official policy relating to the use and operation of all University Fleet & Long-Term Rental Vehicles located at Penn State Schuylkill.  Additional details regarding the University Policy may be found here: Reservation and authorization for use of university vehicles.

One 15-passenger van is leased from Fleet Services each academic year.

Reservation Procedure

Reservation of the 15-Passenger Fleet vehicle is handled through 25Live, which you can access by clicking here, and is listed as a “Resource” in the system. On the day of the trip, the keys to the vehicle may be picked up in the Business Office (B-204) or they will be placed in the safe located outside Room A-13. The fleet vehicle is to be returned to the reserved space in the Administration and Business Services Buildings' parking lot upon completion of the trip. The keys should be returned to the safe, unless other arrangements have been made.  

Business Services requires the following information for its records

  • driver’s name
  • budget
  • fund
  • date and time the vehicle is picked up
  • date and time returned
  • destination
  • beginning and ending mileage

The correct budget number is required for proper billing. All of the appropriate information is to be completed on the outside of the key envelope and placed in the safe.

Departure and Return Times

To prevent inconveniencing others scheduled to use the vehicles, departure and return times should be estimated as carefully and accurately as possible. Vehicles must be picked up at the scheduled time of departure, unless special arrangements have been made with Business Services, and returned to the designated fleet parking area upon return to the campus. In those cases where vehicles are reserved and not picked up, a minimum daily rate of $25.00 will be charged to the budget of the scheduling individual.

Conditions for Vehicle Uses:

  • To drive a sedan, a wagon, a four-wheel-drive vehicle, a hybrid SUV, or a 7-passenger van from Fleet Operations you must be a University employee, be at least 21 years old, and possess a current driver's license.
  • To drive a 15-passenger van from Fleet Operations, you must be a University employee, be at least 25 years old (exceptions may be made for individuals 21-24 years of age who have a commercial driver's license), have a current driver's license, and complete training and testing modules on van operation online.  A copy of the certificate showing successful completion of the training must be presented to the Business Services Office and will be kept on file.
  • An employee is not permitted to drive a fleet vehicle to and from home.  The vehicles may not be housed in an individual's garage.  If an early morning or weekend departure is scheduled, the vehicle keys may be picked up on the previous business day. However, the vehicle is to remain on campus until the business trip begins. Special exception to this policy may only be granted by the campus chancellor.
  • Smoking of any material is prohibited in all University facilities, at all locations, including University-owned Long-Term Rental vehicles. A $25 fine will be imposed on the department when any evidence of smoking (odor, ashes, etc.) is found in a Long-Term Rental Vehicle (See policy AD32: Smoking Policy).
  • All fleet vehicles are in good condition. The user has the responsibility of returning the vehicle to the campus in good condition and with a full tank of gas. The vehicle is to be locked at all times when not in use.
  • Vehicles are provided as a service to the University community and the privilege should not be abused.  Vehicles are not to be used for shopping, personal errands, etc. Every driver of a University vehicle is cautioned that any fine incurred must be paid by the individual and will not be reimbursed by the University.

Billing

Effective July 1, 2011, all fleet charges incurred will be redistributed to departmental budgets on a quarterly basis.  A copy of the charges will be forwarded to the budget administrator upon allocation of the expense.