Vehicle Reservation Procedure

For liability and cost effectiveness reasons, the campus is requiring all faculty and staff to use the campus fleet vehicles for traveling on official state business.  If a state vehicle is not available, the employee must request permission to use their personal vehicle and be reimbursed for mileage.  Please refer to Attachment 1- Liability Exposure While Driving on SUNY Business which addresses various driving scenarios that can occur, including driving a personal vehicle, driving a State vehicle, and driving a rental vehicle.

 

Only SUNY Cobleskill employees or approved volunteers over 18 with a valid driver’s license who meet the program requirements are eligible to drive fleet vehicles.  Only state employees or approved volunteers are permitted as passengers in fleet vehicles.

 

All drivers who plan on driving any campus vehicle or leased vehicles as part of college business must complete the License Event Notification (LENS) program. This registration must occur before they are given permission to use state vehicles. Please contact UPD for guidance regarding the LENS registration.

 

A vehicle reservation (once you have been LENS registered) can be made by going into SharePoint and clicking on the “Vehicle Reservation” tab.  When you get to the “Calendar of Vehicle Reservations” and “Reservation Requests”, click on “new” and make your request.  Please call 518-255-5228 if you have any questions.

 

We would like to take this opportunity to remind all travelers of the guidelines that are in place for the use of campus vehicles.

 

Campus cars are available for traveling on official business only.  Assignment of vehicles shall be made on the following basis

 

Additionally, to help keep vehicles available for the needs of everyone, vehicles and/or keys will be given to travelers only on the dates and times of travel that are listed on the approved travel order.  Vehicle reservations should be made only for the specific dates of travel needed and are not allowed for over-nights or weekends when the traveler is not on official campus business.

 

Important Information


Operation of State vehicles must be in full compliance with all New York State laws.

 

Smoking in State vehicles is prohibited.

 

Possession and/or use of alcohol, illegal drugs, or other intoxicating substances in a State vehicle are strictly forbidden.

Use of cellular phones, blackberries and other electronic communication devices without a hands-free adaptor is prohibited.

 

All vehicles are equipped with NYS Thruway E-Z Pass tags.  Travelers must obey the E-Z Pass speed limits.  Travelers that violate the posted speed limit will be subject to a warning notice, suspension, or revocation of privileges.

 

NYS is not responsible for any traffic or parking tickets.


Driving under the influence of drugs/alcohol is prohibited. 



 

Use of Vans


  1. All drivers of 12 and 15 passenger vans per the campus policy must complete the Van Driver Training Program before they can drive 12 or 15 passenger vans. For training dates and time table please call UPD (Mike Santulli, Coordinator of Van Safety Training Program).
  2. Academic programs will have priority for use of vans.
  3. All others will be assigned vans on a first come, first served basis.
  4. Additionally, to help keep vehicles available for the needs of everyone, vehicles and/or keys will be given to travelers only on the dates and times of travel that are listed on the approved travel order. Vehicle reservations should be made only for the specific dates of travel needed and are not allowed for over-nights or weekends when the traveler is not on official campus business.

 

Additionally, to help keep vehicles available for the needs of everyone, vehicles and/or keys will be given to travelers only on the dates and times of travel that are listed on the approved travel order.  Vehicle reservations should be made only for the specific dates of travel needed and are not allowed for over-nights or weekends when the traveler is not on official campus business.

 

Important Information


  • Operation of State vehicles must be in full compliance with all New York State laws.
  • Smoking in State vehicles is prohibited.
  • Driving under the influence of drugs/alcohol is prohibited.
  • Possession and/or use of alcohol, illegal drugs, or other intoxicating substances in a State vehicle are strictly forbidden.
  • Use of cellular phones, blackberries and other electronic communication devices without a hands-free adaptor is prohibited.
  • All vehicles are equipped with NYS Thruway E-Z Pass tags. Travelers must obey the E-Z Pass speed limits. Travelers that violate the posted speed limit will be subject to a warning notice, suspension, or revocation of privileges.
  • NYS is not responsible for any traffic or parking tickets.

 

Fueling


The campus purchases gas for our campus pumps at NYS contract prices and as such all vehicle gas tanks must be filled on campus prior to leaving. It is the responsibility of the driver to make sure the tank is filled on campus. The campus pumps are available 24 hours a day and are conveniently located on campus next to Facilities Management Department. These pumps can be accessed using the green FLEET-KEY which is included in the vehicle packet.

 

An Exxon/Mobil credit card is included in the vehicle packet for fuel purchases outside the Cobleskill area only. There are 14,000 Exxon/Mobil locations.

 

Please be aware of Exxon/Mobil locations in your area of travel prior to departure. Please be aware of the following important state and campus requirements prior to using the Exxon/Mobil credit card:

 

  • Only fuel may be purchased with the Exxon/Mobil credit card.
  • Only regular unleaded fuel may be purchased.
  • Each credit card can only be used to purchase fuel for the vehicle it is assigned to.
  • No fuel should ever be purchased in the area immediately surrounding Cobleskill.
  • All local fuel must be acquired at the campus pumps.
  • All gas receipts must be turned in with vehicle packet.
  • Personal use of fuel is strictly prohibited.

Fueling instructions are available in the orange Fleet Vehicle Information flyer in the vehicle packet.

Breakdown Procedures


In the event of a mechanical failure, please contact the Facilities Management Department at 518-255-5228 for instructions.

 

If a problem occurs outside office hours, it is your responsibility to ensure the vehicle is secured in a safe area while waiting for further instructions.


Accident Reporting


Call for medical assistance immediately if an accident results in any injuries.

 

Notify the proper law enforcement agency for ALL incidents involving a fleet vehicle.

 

An accident report must be completed at the scene by a law enforcement officer and forwarded to the college Business Office.  

 

If you have any questions on travel procedures, please call the Facilities Management Department at 518-255-5228.  Questions regarding reimbursement for mileage, travel expenses, or accident reports should be directed to the Business Office at 518-255-5637.

 

FAILURE TO COMPLY WITH ANY COLLEGE FLEET POLICIES MAY RESULT IN SUSPENSION OF TRAVEL PRIVILEGE.



 
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