Wisconsin Hoofers
University Vans & Vehicles Rental Policy
Everything
You Need to Know
Updated 1/25/06
Hoofers leading activities have the
privilege of being able to rent vehicles from the University’s Car Fleet Office
at a rate cheaper than from other rental agencies. The costs varies depending
on the type of vehicle and includes the cost of gas.
UW Fleet Prices
UW Hoofers has the privilege of being able to rent vehicles from the
University's Car Fleet Office at a rate cheaper than if we went elsewhere. The
cost ranges from about $20-$40/day plus mileage depending on the type of
vehicle you use. All prices include 40 miles per day.
Daily Rates Charge per Mile
o
_____4 passenger sedan $16 +$0.10
_____7
Passenger, minivan (extended) $27 +$0.16
____ 4 passenger wagon $21 +$0.12
DRIVER’S AUTHORIZATION
To get authorized:
1.
Complete a Driver Authorization Forms from the Outdoor Program Office.
2.
If you have an out-of-state license or have had your Wisconsin license
for less than 3 years, due to being licensed elsewhere, you must also complete
the notarized statement form. Have the form notarized when you sign it, and
with a copy of your drivers' license
give it to your Hoofer Advisor. The Hoofer Advisor will review it and fax it to
Risk Management.
3.
If Risk Management approves the authorization, your name will be added
to the Approved Driver database—which is required to drive on University
business (whether using University vehicles or private vehicles). To see if you have been approved to drive,
go to: http://riskinfo.bussvc.wisc.edu/DrAuth/DriverAuth.aspx
Hoofer's Unit-Division department code is A-96-9950.
You can search by name or if you want to see all Hoofers who have been approved,
type A969950 in Department UDDS
space.
4.
You cannot drive a University or rental vehicle if you have not been
approved to drive. Make sure you have
enough authorized drivers on your trip to safely accomplish the planned amount
of daily driving and use your best drivers and judgment to prevent all
accidents. Risk Management will cancel a trip if they feel the number of
drivers for the destination is not sufficient to arrive at your destination
safely.
For official university trips (Hoofer Club-sponsored trips) using
University or rental vehicles or private vehicles, drivers must still be approved following the procedure described
earlier; drivers must be able to provide proof of insurance, there is no University/Hoofers insurance
coverage for the private vehicle itself (collision) and liability coverage
is in EXCESS of personal auto coverage. Check the authorized driver database to
see if individuals have been approved as drivers. For driver approval, trips
are normally considered to be "Hoofer-sponsored" when Hoofers/State
of Wisconsin funds are used to cover some or all trip expenses.
RESERVING VEHICLES
o
Fleet vehicles must be reserved through the Outdoor Program Office.
There is a high demand for fleet vehicles so be sure to reserve them as early
as possible. Get approval from your club's leadership to request a vehicle, complete a Hoofer Fleet Reservation Form
and give it to the Outdoor Program Office (Erin Hallbauer or email it to
hallbauer@wisc.edu). Complete all information requested on the Hoofer Fleet
Reservation Form in the Forms section. Only approved drivers can have vehicles
reserved in their name and only approved drivers can drive (See above).
o
All reservations and
cancellations go through the Outdoor Program Office (Erin Hallbauer). You will be charged the
full amount of the rental if your
vehicle is not canceled with Fleet at least 24 hours before the scheduled
pick-up time or by noon the day before the reservation (whichever gives
Fleet more notice). If your cancellation
is less than 48 hours before, please also call in to the Outdoor Program Office so the cancellation occurs.
Cancel your vans if you aren't going to use them; otherwise, it's a waste of
money and a disservice to others who may need to use a Fleet vehicle.
o
In the event a fleet vehicle is not available you may be able to rent a
vehicle through the University's contract with Enterprise, although it is more
expensive than fleet. If you are interested in this option please talk to a
Hoofer Advisor about this. You must still become an approved driver and agree
to all other policies, as well as comply with all additional requirements set
by the rental agency. In replacement for driving a University vehicle, you can
also contract for vehicles through one of the State of Wisconsin vendors
located at: http://www.bussvc.wisc.edu/purch/contract
(UW Madison Contracts, Charter Bus Services).
Alamo rents to those under 25 years old, too.
o
PICKING UP THE VAN
o
The vans are to be picked up at the University Car Fleet Office
which is located at 27 North Charter Street during the hours of 6:30 AM to
3:30 PM Monday thru Friday. The vehicles are located nearby in Lot 51 between
Mills and Charter streets just north of Regent Street; behind the McDonald's
restaurant at the corner of Mills and Regent.
Provide the fleet office with the confirmation number of the vehicle.
You can get that number from the Outdoor Program Office (Erin Hallbauer) or by looking
on-line. The fleet office will also need to see your driver's license. Make
sure to get a temporary parking permit if you bring your personal vehicle when
picking up a University vehicle.
o
Request Octopus car was tokens to be used just before returning the
vehicle.
o
Although it is possible to pick up a UW fleet vehicle after the above
UW Fleet hours, it is not recommended because only the driver who is named on
the reservation may pick up the vehicle after hours and if you have vehicle
problems (missing a seat, flat tire, etc.) you cannot swap with another
vehicle. Pick up your UW vehicle keys when UW Fleet is open within one hour
of your scheduled pick-up time (you can look this up online), or notify Erin
that you will be picking up the vehicle after 3:30 pm. When picking up your
keys, look at the map in the Fleet Office to know where to return your vehicle.
If you have questions, ask when picking up your keys. If you have set this up,
after hours you go to UW Police station (1429 Monroe St.) to pick-up the keys
for the vehicle under your name, again showing your driver's license.
o
Public perception of state vehicle use is important. Drivers should
avoid parking a state vehicle in locations that may raise a question regarding
appropriate use of state vehicles. Incidental stops which are permitted would
be: Automatic Teller Machine (ATM) or Bank, Meals at a restaurant, lodging for
business trips, gas station or convenience store. See the agreement sheet for
more common sense requirements.
UW FLEET CREDIT CARDS (that come connected to
the van keys)
They are for:
o
Purchasing gas. (Put receipts in the plastic pocket in this section.)
Make sure the gas pump accepts the authorized university card (which cannot be
a Hoofer credit card).
o
Paying for minor repairs or maintenance (costs under $100) e.g.
oil changes, new wipers, small service charges etc.
o
If you are unable to use the credit cards for gas or repairs (or find a
gas station that allows that):
o
Charge it to a participant's credit card, keep the receipt and record
why the charge was made. Within 48 hours turn in your receipts to your Hoofer
Advisor.
MILEAGE
Vans are to be used ONLY for Hoofers
programs and travel to and from the destination site.
o
On the way to and from your destination, groups are to go by the most
direct route possible. While at the destination you are to use the vans for
going back and forth to the activity locations ONLY! University vehicles are
not allowed for sight-seeing that is unrelated to the activity. Authorization
can be revoked for misuse.
o
If you have any questions about this please talk to your Hoofer
Advisor. These rules are to protect drivers if an accident should occur.
THE
UNIVERSITY WILL ONLY COVER YOU IF YOU ARE DRIVING THE VANS FOR APPROVED
BUSINESS INVOLVING YOUR ACTIVITY!
ACCIDENT PROCEDURES
If you have an accident, you MUST:
o
Call the police. Call 911 if medical attention is needed. Participants
should care for any injured persons to the extent of their first aid training.
Injuries should be reported at once to Tracie Taylor in the Risk Management
office at 608-262-0379 (or Jeanine Critchley--(608) 262-8925 (office), as
backup.)
o
Open the glove compartment and fill out a Vehicle Incident Report
Form This must be turned into Risk Management immediately upon
return (give it to your Hoofer Advisor and it will be faxed in). If you are
on a long trip you can fax these forms to the office (262-0156). Not doing this
will revoke your driver authorization.
o
You must have a police report for all incidents.
o
Contact your Hoofer Advisor (262-6897 office, or if after hours on
cell/home phone - numbers are on emergency contact cards) and contact your club
leader.
o
Contact UW Fleet and University
Risk Management briefly stating what occurred and where vehicles will be:
o
UW Fleet (Ike Dupee)—(608) 262-1307 (office)
or Jim Bogan, Director (608) 795-2246
(home)
o
(608) 444-4934 (cell)
o
Risk Management (Tracie Taylor) —(608) 262-8926
(or as backup Jeanine Critchley (608) 262-8925)
o
OR
UW Police and Security—(608) 262-2957
Complete a Hoofer Incident Report and bring it to the Outdoor Program
Office ASAP but no later than the
morning of the next day.
RETURNING THE VANS
Before You Return the Van . . .
o
Make sure you clean out all personal items and trash. You will
be charged a $25 cleaning fee if the van is not returned reasonably clean and
the Hoofer club may lose its entire fleet privileges for vehicles returned in
poor condition.
o
If possible take the vans
through the car wash. Octopus car wash tokens may be requested at time of
pick-up. If Octopus is closed or you didn’t get tokens, feel free to use a
different car wash and turn in a receipt to the Outdoor Program office for
reimbursement to you.
o
Fill up the tank with gas. The BP station at
South Park Street and West Washington Avenue accepts the state fuel card.
o
Vans must be returned immediately,
as soon as you return to campus.
o
Leave the keys in the drop box (key drop box is on the building nearest the gas
pumps).
o
If an emergency arises and it is not possible to drop the van off on
time, please notify car fleet: 262-1307 and your Hoofer Advisor.
CANCELING VEHICLES OR CHANGING DRIVER NAMES
o
Cancel as far in advance as
possible so
others can reserve the vehicles.
o
Contact Erin in the Outdoor Program Office to cancel no later than 48
hours (24 hours prior or less will result in a UW Fleet full charge).
o
The Outdoor Program Office approved employee can cancel vehicles by:
§
emailing fleet@fpm.wisc.edu
DESIRED METHOD, or
§
calling 262-1760, or
§
faxing 265-5948
You will be charged for late cancels.
o
You can update the likely driver names listed for vehicles by sending
an email with details (reservation number, date, old name, new name) to the
Outdoor Program Office fleet coordinator (Erin Hallbauer, Hallbauer@wisc.edu).
HOW TO CHECK RESERVATIONS
You can review Hoofer vehicle reservations by going
to: http://www.physcalplant.wisc.edu
and use your UW login. Click on Car Fleet:
then View Reservation and at the bottom of the screen enter the related T#.
(or Financial Management, Cost Center). Erin HallbauerJim Rogers and Sue Domini have full password access.
T0000
- HOOFER RIDING
T0000 - HOOFER SKI/BOARD
T0001 - HOOFER SCUBA
T0001 - HOOFER SAILING
T0001 - HOOFER OUTING
T0001 - HOOFER
MOUNTAINEERING
T0001 - HOOFER COUNCIL
Wisconsin Union T# is T00350525.
IMPORTANT PHONE NUMBERS
o
Outdoor Program Office 608-262-1630
o
Fleet Office: (608) 262-1307
o
Risk Management Office: (608)
262-8926
o
University Police Non-emergency: 608-262-4524
o
Jim Rogers, Hoofer Advisor: 608-262-6897
o
Linda Bentz, Hoofer Advisor: 608-262-6897
o
Susan Dibbell, Assistant Director—Social Ed (219-0295)
Carry with you a Hoofer Emergency Contact Card with
additional phone numbers. If there are any major problems with the vans
call the following and the Hoofer Advisor.:
o
Ike Dupee—(608) 262-1307 (office)
§
(608) 795-2246 (home)
§
(608) 444-4934 (cell)
HOOFER FLEET RESERVATION FORM
1/06
Use this from to reserve vehicles for any Hoofer trips or activities.
Authorized Driver
_______________________________________________________
Authorized Driver’s
License ID # ___________________________________________
E-mail for questions
and confirmation ______________________________________
Phone Number __________________________________________________________
Club
___________________________________________________________________
Hoofer Account Number
__________________________________________________
Hoofer UDDS Number
_____________A961000_______________________________
Pickup Date:
____________________ Pickup Time (within 1 hour): ______________
Return Date:
____________________ Return Time: (within 1 hour): ____________
Activity
________________________________________________________________
Destination (to include
city and state) _______________________________________
Type of vehicle
requested
Daily Rates Mileage Included Per Day Per
Mile Charge
_____Small Sedan
$16.00 40 $0.10
_____Minivan (extended) $27.00 40 $0.16
_____Small Wagon $21.00 40 $0.12
Note: If you are not certain if you have been approved
to drive a fleet vehicle go to: http://astro.bussvc.wisc.edu:7779/drivauth/drivdata
You can search by name or if you want to see all Hoofers who have been
approved, type A961000 in Department UDDS space.
Give this reservation request to Erin Hallbauer
(Phone: 608-262-1630. Fax: 606-262-0156, Hallbauer@wisc.edu)
in the Outdoor Program Office. Once we process your request we will let you
know if the vehicle is available or not.
DRIVER SIGNATURE
_________________________________ DATE ___________
Has this request been
authorized by the club? Y / N
DRIVING POLICIES
THAT ALLOW YOUR CLUB TO DRIVE (Sign one, keep one) Revised
1/21/06
This is a list of
policies for UW Fleet vehicles or any rental vehicles used for Hoofer
activities. Remember, using university vehicles is a privilege. Violating
policies will likely result in an automatic revocation of the driver's driving
privileges, possibly the driving privileges of all passengers and may,
as has happened in the past, revoke your club's driving privileges.
o
It is
extremely important to know that UW vehicles (with their red license plate and
UW Madison or department logo) need to be presented professionally and
positively to the public who watch and will report you for anything (by a simple 911 call with your
license plate number). Investigation
and revocation of driving privileges often then occurs within 24 hours of the
report.
o
Only those
currently approved by the university are allowed to drive vehicles.
o
Vehicles may only
be used for University or State business.
o
No family
members, friends or hitchhikers are allowed as passengers in vehicles.
o
No side trips,
such as sightseeing, are permitted with vehicles. You are only permitted to go
to the destination(s) listed in your reservation.
o
Smoking is
prohibited in all rental vehicles.
o
No alcoholic
beverages are allowed in rental vehicles. Violation will result in
removal as an authorized driver and likely will ban your club from using
vehicles.
o
No animals are
allowed in vehicles unless prior approval has been obtained.
o
Vehicles may not
be used to tow, push, or start other vehicles.
o
Vehicles may not
be equipped with storage racks or trailers or be used for car topping.
o
Off-road use of
vehicles is not allowed.
o
Driving without
shoes is not permitted.
o
Keys are not to
be left inside an unattended rental vehicle under any circumstances.
o
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 charged back
to the driver's department.
o
Check the vans
upon departure from Madison to see that they are in good condition.
o
Vehicles are
expected to be returned in the same or better condition as when they were
picked up. Vehicles containing trash beyond reason will be charged a $25
cleaning fee.
o
Wash the vehicle and fill with gas before returning
it.
o
Personal vehicles
may be parked in the Car Fleet lot while using fleet vehicles. One personal
vehicle per fleet vehicle. You must obtain a temporary permit from the Car
Fleet office. Drivers that do not return vehicles as scheduled will be assessed
a $25 late fee per day, and vehicle privileges may be in jeopardy. Please make
sure that you know the exact date of return for the vehicles you are assigned.
o
The University is
not responsible for personal items left in vehicles.
o
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. Take lots of digital
photos of any accident scene.
o
It is the
responsibility of all UW drivers to comply with state traffic laws as well as
display common courtesy to others while operating state vehicles.
o
When using private vehicles for official university trips (Hoofer
Club-sponsored trips), drivers must still be university-approved drivers,
drivers must be able to provide proof of insurance, and there is no University/Hoofers insurance coverage for any private
vehicles themselves—liability coverage is in EXCESS of personal auto
coverage. Check the authorized driver database to see if individuals have been
approved as drivers.
I have read the
above driving policies and realize I may have my driver authorization
immediately revoked for any violations.
______________________________________________________________________________
Club Printed
Name Signature Dat