Student Organization/ASM Car
Fleet Usage Agreement
Offices of the
The
___________________________________________, a unit of the Offices of the
has
agreed to sponsor ________________________________________ (list student
organization/ASM)
in their usage of university car fleet vehicles as approved on the attached Car Fleet Request Form.
Note that university vehicles may be used ONLY for state or university business and for the express purposes as agreed upon on the Car Fleet Request Form. It is your responsibility, as the student driver of a university vehicle, to inform a DOS unit representative, in advance of the trip, if there are any changes to the agreed upon usage of the university vehicle as listed on the Car Fleet Request Form. The DOS unit listed above has extended the privilege of using university fleet vehicles to you, as a student organization/ASM representative. You are required to act with proper decorum regarding the image of the DOS unit and the University of Wisconsin-Madison.
Each driver of a university fleet vehicle is required to complete the following procedure before driving a university fleet vehicle.
1.
Each student driver must be designated as an authorized driver by the
Risk Management Office. Complete the UW Madison-Student/Volunteer/LTE Driver
Authorization Form and a notarized statement if required (http://www.bussvc.wisc.edu/risk_mgt/drivform.html).
Deliver a copy of the form to the DoS unit sponsoring
your use of university vehicles for proper DoS unit
signatures. The unit will forward the form on to Risk Management to review
driver qualifications and driver records. Plan in advance, at least 30 days,
since the authorization process typically takes 2-4 weeks to complete. Once you
are authorized by Risk Management as an approved driver, driver’s names will
appear in the Approved Driver Database (http://rhino.bussvc.wisc.edu:8888/drivauth/drivdata).
2.
Car Fleet Training is required prior to your use of university
vehicles. Training will be held Tuesdays from
3.
Each driver, passenger, and occupant are
expected to read carefully and comply with the Car Fleet Policies listed at (http://www2.fpm.wisc.edu/trans/CarFleet/ReservingFleetVeh.htm).
Highlights of the Car Fleet Policy include:
3a Vehicles
may only be used for University or State business.
3b No family
members, friends, or hitchhikers are allowed as passengers in vehicles.
3c No side
trips, such as sightseeing, are permitted with vehicles.
3d Smoking
is prohibited in all state owned vehicles.
3e No
alcoholic beverages are allowed in state owned vehicles.
3f No
animals are allowed in vehicles unless prior approval has been obtained from
the Car Fleet
Office, 262-1307.
3g Vehicles
may not be used to tow, push, or start other vehicles.
3h Vehicles
may not be equipped with storage racks.
3i Off-road
use of vehicles is not allowed.
3j Driving
without shoes in not permitted.
3k Keys are
not to be left inside an unattended University vehicle under any circumstances.
3l Credit
cards are issued to University vehicles for vehicle expenses only. No
snacks, soda, coffee,
etc., are to be charged on the fleet credit cards.
All receipts must be turned in with the keys. Any unauthorized charges will be
charges back to the driver’s department.
3m Vehicles
must be returned in the same condition as when they were picked up. All
occupants of the vehicle are responsible for the cleanliness of cars and
disposal of all trash prior to returning the vehicle. Vehicles containing trash
beyond reason will be charged a $25 cleaning fee to be paid to the
sponsoring/authorizing department.
3n Personal vehicles may be parked in the Car Fleet lot while using fleet vehicles. One personal vehicle per fleet vehicle. Obtain a temporary permit from the Car Fleet Office.
Page 2
Car Fleet Usage Agreement
3o Drivers
that do not return vehicles as scheduled will be assessed a $25 late fee per
day. Return the fleet vehicle immediately upon your return to
3p The
University is not responsible for personal items left in vehicles.
3q All accidents must be reported to Risk Management within 24 hours. An information packet with instructions and a vehicle incident report are located in the glove box. After hours, the UW Police may be contacted for emergencies.
3r All driving complaints against University drivers are investigated and, based on the facts, may jeopardize future vehicle use.
3s It is the responsibility of all University drivers to comply with state traffic laws as well as display common courtesy to others while operating state vehicles. Drivers are responsible for any parking and moving citations.
4. Each
driver, passenger, and occupant are expected to read
carefully and comply with the additional car fleet policies of the Offices of
the
4a No
illegal drugs or substances are allowed in state owned vehicles. Drivers must
take every
precaution to not drive impaired by
alcohol or other drugs.
4b Plan for an adequate number of drivers for the distance driven. It is recommended that drivers switch off at least every 4 hours of the drive. Be sure to authorize enough drivers, especially for longer trips.
4c Do not go over capacity in each vehicle. Plan for luggage, as well as the number of passengers, when planning the number of vehicles needed.
4d Only drivers authorized by Risk Management may drive the vehicle. No unauthorized persons may drive the vehicle.
4e Possible consequences of violating the above policies
include:
*For smoking in a university vehicle--drivers and
passengers may no longer be able to ride in or
drive a university fleet vehicle
*For returning a university vehicle trashed and
unkempt--the occupants of any car
found in violation of this rule, or the subject of any
complaint by the Car Fleet Office after
return of the vehicle, will be banned from access to fleet
vehicles for at least the
remainder of the semester;
said occupants will then pay the cleaning fee from
their own personal funds. Ultimately, the drivers of the
vehicle are responsible
for a vehicle’s condition and are subject to loss of driving
privileges for up to one year.
*For failure to return the vehicle on time--may
result in additional charges and the
loss of driving privileges for up to one year.
4. Compliance Agreement
I,
____________________________________ (Printed driver name) attest that to the
best of my ability I have provided truthful and accurate information on the UW
Madison-Student/Volunteer/LTE Driver Authorization Form and that I am an
authorized driver as listed in the Risk Management Office’s Authorized Driver
Database. As an authorized driver, I have read and agree to abide by the
policies and procedures as listed above and on the Car Fleet Website (http://www2.fpm.wisc.edu/trans/CarFleet/index.htm).
I will inform other passengers in any university fleet vehicle I drive of these
policies and procedures. I agree that I will not drive impaired by alcohol or
other drugs and will take every precaution to drive safely.
_____________________________________
Driver’s Signature _______________________Date
Accepted
by:
_____________________________________
DOS Unit Representative
__________________Date
Offices
of the
Car
Fleet Request Form
Name of Organization
Individual
Making Request Check here if
you are an authorized car fleet driver
(see back for details)
Phone
Email address
Other contact person(s) in your organization (name, phone, email)
Name of Event
Destination
Date of
Departure
Date of Return
Purpose of car fleet need (e.g.
transportation to event, shuttle participants, transport supplies).
Please explain the educational purpose of
this trip, including how it relates to the mission
of
the sponsoring unit.
Signature
Today’s Date
Office
use only
Name
of Department_____________________________ Director Signature_________________________
Approved
Approved, with the following changes
required:
______________________________________
______________________________________
______________________________________
Denied
Reason____________________________________
__________________________________________
__________________________________________
ARE YOU AN AUTHORIZED CAR FLEET
DRIVER?
Each driver of a university fleet vehicle is required to complete the following procedure before driving a university fleet vehicle.
5.
Each student driver must be designated as an authorized driver by the
Risk Management Office. Complete the UW Madison-Student/Volunteer/LTE Driver
Authorization Form and a notarized statement if required (http://www.bussvc.wisc.edu/risk_mgt/drivform.html).
Deliver a copy of the form to the DoS unit sponsoring
your use of university vehicles for proper DoS unit
signatures. The unit will forward the form on to Risk Management to review
driver qualifications and driver records. Plan in advance, at least 30 days,
since the authorization process typically takes 2-4 weeks to complete. Once you
are authorized by Risk Management as an approved driver, driver’s names will
appear in the Approved Driver Database (http://rhino.bussvc.wisc.edu:8888/drivauth/drivdata).
Verification
Date _______________ DOS Unit Initial _______________
(The
DOS unit will check the Database and verify driver authorization.)
6.
Car
Fleet Training is required prior to your use of university vehicles. Call the
Student Organization Office (SOO), 263-0365, for a car fleet training
reservation by
Attendance
Date _______________ DOS Unit Initial _______________
(The
DOS unit will check the Database and verify driver authorization.)
Each driver is expected to read carefully and comply with the Car Fleet Policies listed at (http://www2.fpm.wisc.edu/trans/CarFleet/ReservingFleetVeh.htm).
Student Organization completes Student Organization
Car Fleet Request Form at least one month prior to date of travel. Student completes Driver Authorization Form at least one month
prior to date of travel. Director checks risk management website for approval
of student driver(s). Student calls Student Organization Office (SOO), 265-2407 or fangmeyer@das.wisc.edu to schedule
training. Student attends training. Travel arrangements are made by Director or his/her
designee. Student departs for trip.
