FLEET USE PROCEDURE/INFORMATION
· Fleet Vehicle Reservations
o Reservations may be made by email only to dmpopp@viterbo.edu and mrschumacher@viterbo.edu stating pickup date/time and return date/time and whether a mini-van, car, or mini-bus is needed.
o Only employees with an acceptable Motor Vehicle Record are authorized to reserve fleet vehicles.
· Fleet Vehicle parking location
o 727 Winnebago Street (Parking Lot K) located in back (west) of the Physical Plant building.
· Picking up/returning vehicles
o Fleet vehicles are picked up and returned to Parking Lot K
o Vehicle keys are retrieved between 7:00am – 3:00pm, Monday-Friday
o Return vehicle keys with the gas card wallet, the completed fleet form, and any gas receipts to the Physical Plant office. For after-hour return, a drop box is located in the service door at the rear (west side) of the Physical Plant building.
o The vehicle’s fleet form is found on a clip board inside each vehicle. This form includes driver information, destination, and university budget code. Beginning and ending mileage is recorded on this form as well as the Vehicle Condition Report. This form must be completed and turned in with the keys.
· Fleet Vehicle Maintenance Requirements Include:
o All garbage and personal belongings must be removed from the vehicle upon return.
o Drivers need to be diligent with the condition of the vehicle, keeping and returning it in a clean state.
o Mini-buses need to be swept of debris.
o Drivers need to report any maintenance needs and/or observations in the Vehicle Condition Report section on the fleet form.
· Fleet Vehicle Charge
o Cost for fleet vehicle use is $.50/mile for all mini-vans and cars; and $.70/mile for mini-buses.
· Gasoline
o Kwik Trip Fleet cards are provided in each key wallet. The cost of using the Kwik Trip card is included in the fleet vehicle charge. A benefit of the Kwik Trip Fleet card is nationwide acceptance in the Fuelman Network, which gives drivers access to Kwik Trip fuel, but also many additional gas stations throughout the country.
o Fleet vehicles are to be returned with 3/4 to full tank of gasoline.
· Illinois Tollway
o Each reservable fleet vehicle has a transponder connected to the Illinois Tollway system secured to the windshield. With these transponders, drivers are able to travel through tollways in Illinois without stopping or needing to pay online. Costs incurred from tolls are included in the fleet vehicle charge.
· Reservable Fleet Vehicles
o Ford Commuter Mini-bus (2017): 14 passengers, including driver
o Ford Commuter Mini-bus (2019): 14 passengers, including driver
o Honda Odyssey Mini-van (2009): 7 passengers, including driver
o Honda Odyssey Mini-van (2013): 7 passengers, including driver
o Honda Odyssey Mini-van (2021): 7 passengers, including driver
o Subaru Ascent (2025): 7 passengers, including driver
o Pontiac Vibe (2008): 5 passengers, including driver
o Ford Focus (2016): 5 passengers, including driver
VEHICLE SELECTION, INSPECTION AND MAINTENANCE
- Introduction. Proper selection and maintenance of equipment are important aspects of the vehicle safety program. Reduced operational costs and accidents from vehicle defects are the direct result of a well-implemented maintenance policy.
- Vehicle Selection. Selection of vehicles begins with understanding which vehicles are necessary for University business and purchasing vehicles designed for their intended use.
- Vehicle Inspection. Physical Plant is responsible for the inspection of University fleet vehicles.
- Vehicle Maintenance. University vehicle maintenance is the responsibility of Physical Plant. A maintenance file will be maintained at the Physical Plant for each University vehicle. Vehicle maintenance can take the form of three distinct programs: preventative maintenance, demand maintenance, and crisis maintenance.
- Preventative Maintenance is the most cost-effective control and a review of the manufacturer’s specifications and recommendations for periodic preventative maintenance is tobe integrated with the actual experience of the vehicles. Preventative maintenance is performed on a mileage or time basis. Typical preventative maintenance includes oil/filter changes, lubrication, tightening belts and components, engine tune-ups, brake work, tire rotation, hose inspection/replacement, and radiator maintenance.
- Corrective Maintenance is performed only when the need arises. These include light bulbs, window glass, gauges, wiring, air lines, etc. Other “corrective maintenance” items involve vehicle components that are worn based on information from the vehicle condition report. These include tires, engines, transmissions, universal joints, bushings, batteries, etc. These situations are identified through periodic vehicle inspections and reports from drivers on vehicle fleet forms.
- Emergency Maintenance involves a vehicle breakdown while on the road. Even with a good preventative maintenance program in place, breakdowns can still occur. All drivers should be trained in what to do and who to contact when an unexpected breakdown occurs. Although this is often the most expensive form of maintenance, it can be minimized through proper preventative maintenance and inspection procedures.
- Recordkeeping. Physical Plant is responsible for keeping accurate records of vehicle inspection and maintenance. These records include all current records for work performed and issues reported.
- Accident Report Form: Auto Accident Report.pdf