UW-Madison

Division of Recreational Sports

Club Sports

 

Travel

  1. Funds may be used to assist with transportation costs and over night accommodations.
  2. Club members must pay for food.
  3. 15-passenger vans are not available for clubs to rent or lease from Car Fleet or outside agencies. 
  4. A travel itinerary must be submitted to the Club Sports Director with all the names of the members going on the trip.  This itinerary must be submitted by 12:00 (Noon) the day prior to leaving.  If the itinerary is not submitted by the time required, the Car Fleet vehicle reservation will be cancelled.  A travel itinerary is also required to be submitted as stated above even if the travel will be by personal vehicle.  Failure to submit a travel itinerary, regardless of mode of travel, will result in the club losing permission to attend the event and club activities will be suspended.  (Appendix F)
  5. How to reserve a University Fleet vehicle :

a.       A Vehicle Request Form is submitted to the Club Sports Director by a club officer at least six weeks prior to the trip.  It is recommended that the request be made 3 months in advance. The request form is available on the Club Sports – Forms web page.

b.       A minimum of two authorized drivers will be required for each vehicle prior to departure.  The request must have at least one authorized driver for each vehicle requested at the time the request is made. (See the Appendix C for more information regarding driver authorization procedures.)

c.       The club must have sufficient funds in their DRS account to pay for the vehicles.  Requests will be denied if there is not enough money to cover the costs of the vehicles.

d.       On a case-by-case basis, clubs may submit a request for vehicle usage when their DRS funds are depleted; however, a deposit must be made in the amount of the trip expense two weeks prior to the trip.  If the deposit is not made, the reservation will be canceled.  The expense of using the vehicles must be repaid to Recreational Sports.

  1. How to use University Fleet

a.       Receive a confirmed reservation from the Club Sports Director as outlined above.

b.       Pick up the vehicle requested from 27 N, Charter St. Room 110.  The authorized driver must have a valid driver’s license to pick up the vehicle.

c.       Vehicles should be picked up by 3:30 pm on Friday.  If you must pick up a vehicle on Saturday morning, then special arrangements must be made with the Car Fleet staff.

d.       University Fleet Hours:  Monday through Friday 6:00 AM to 3:30 PM  Phone: 608-262-1307

e.       Reservations begin at 6:00 AM and end at 5:59 AM.  Please keep in mind that if you pick up a vehicle on Friday, you will automatically be charged for Saturday and Sunday. 

f.         Fill the vehicle up and clean out the trash before returning it.  You will be charged for not cleaning the vehicle.  Gas is available at the Fleet Fuel Island.  The pump uses the fuel card like a regular pump.

g.       Each vehicle has a gas card.  This must be used when filling up the vehicle.  The mileage and password must be entered for the pump to work.  You must also find a gas station that accepts the card.  (The decal is usually displayed with the credit cards they accept.) 

h.       Vehicles may be returned anytime to Lot 50.  Look for the area near the fuel pumps with 'Return Cars Here' signs, pull the vehicle in as far forward as possible to allow for more returns, lock the car, and leave the keys in the drop box on the building.  It is OK to park-in other fleet vehicles next to the fuel island.  Do not back in with a returning fleet vehicle.  Vehicles parked to the east of the fuel island in nice neat rows that have been backed in should not be blocked.  If you are not sure where to park, then leave the fleet car in the permit area of lot 50 and the fleet staff will find it.

i.         Can I park my car while using a fleet vehicle?  Yes.  No-charge parking will be available in Lot 50.  No reservation is needed, but a permit will be required. Lot 50 is a tow away zone and cars parked without a fleet reservation and fleet-issued permit will be enforced.  Fleet staff will issue permits only at time of dispatch.

  1. How to use DOA Fleet

a.       The Club Sports Director will notify you if a DOA fleet vehicle will be used for your trip as there are different procedures and policies.  Please note that DOA fleet charges are higher.

b.       DOA Fleet is located at 201 S. Dickinson St.  There dispatch hours are 7:00 AM to 5:00 PM Monday through Friday.  Vehicles must be picked up by 5:00 PM for weekend travel as there is no alternative pickup location.

c.       A DOA fleet form signed by the Club Sports Director is required to pick up a vehicle.   They will not dispatch a vehicle without the signed form.  The individual picking up the vehicle must also be an authorized driver and bring their driver’s license.

d.       Vehicles picked up on Friday will automatically be billed for Saturday and Sunday usage.

e.       Each vehicle has a gas card.  This must be used when filling up the vehicle.  The mileage and password must be entered for the pump to work.  You must also find a gas station that accepts the card.  (The decal on the card is usually displayed with the credit cards they accept.)

f.         Fill the vehicle up and clean out the trash before returning it.  You will be charged for not cleaning the vehicle.

g.       Returns can be made at any day and time.  They should be parked inside the fence area as far forward as possible past the fuel island unless the fence area is closed.    If the fence area is closed, park return vehicles along the rail road tracks as close to Dickinson Street as possible.  Keys are left in the keys drop slot either inside the fence at the door to the dispatch office or at the main entry door on Dickinson Street.

  1. Fleet Policies:

a.       Cancellations must be made 24 hours prior to the scheduled departure by contacting the Club Sports Director.  If this is not done, you will be charged for the trip.

b.       The vehicles are to be used for University business only.  Personal and/or unauthorized usage will result in the termination of usage by the club.  Vehicles are not permitted to be taken home for any reason per state guidelines.

c.       Only UW-Madison students, faculty/staff and approved volunteers are permitted to ride in university vehicles.

d.       Fleet staff will not make changes to any reservations.  All changes must be done through the Club Sports Director or Rec Sports staff.

e.       It is the responsibility of all UW drivers to comply with State Fleet policies, state traffic laws as well as display common courtesy to others while operating state vehicles.  All occupants must obey Wisconsin seat belt laws on the trip.

f.         All drivers are personally responsible for citations.

g.       In case of an emergency or accident, the glove box contains all the required documentation.  The police must be contacted as a police report must be completed and submitted.

  1. EMERGENCY CONTACT:

a.       University Fleet: 608-262-1307

b.       UW Police (if after hours): 608-262-2957

c.       Club Sports Director – Matt Horst

                                                               i.      Office: 608-262-9696

                                                             ii.      Cell: 608-215-3172 (Emergency Only)

d.       Program Director – John Horn

                                                               i.      Office: 608-890-0158

                                                             ii.      Cell: 608-215-0798 (Emergency Only)

DRIVER AUTHORIZATION INSTRUCTIONS

 

The Student or Volunteer Driver Authorization form and the Notarized Statement form are located on the Recreational Sports – Club Sports – Forms page at http://www.recsports.wisc.edu/clubs/forms/clubforms.htm.

 

INSTRUCTIONS:

A.           Fill out the driver authorization form from the website above completely.  Include the name of the club in the Purpose for Traveling box.

B.          Complete the notarized statement if you meet the conditions:

               a.           Individuals holding out‑of‑state driver's licenses.

               b.           Individuals having Wisconsin driver's license less than 3 years, due to previously being licensed in another state/country.

NOTE: For those members that must fill out a notarized statement, a copy of your driver’s license must accompany your application.

C.          All forms must be submitted to the Club Sports Director for signature.  Please do not fax them to Risk Management as this will delay your application.

D.          The form must be submitted at least four weeks prior to departure.

E.          Incomplete forms will not be processed and returned to the club’s mailbox.

 

A submitted application for authorization may be denied due to:

1.      Two or more moving violations and/or at‑fault accidents within a three-year period.

2.      Less than 1 year of driving experience.

3.      Assessment of 6 points in a three year period; please note that no credit is given for Motor Vehicle point reductions.

 

 

Clubs may also check the authorized driver database by driver name or see the entire club sport program listing using the UDDS code A801500 at http://riskinfo.bussvc.wisc.edu/DrAuth/DriverAuth.aspx

 

 

STUDENT OR VOLUNTEER DRIVER AUTHORIZATION GUIDELINES

 

GENERAL INFORMATION: 

Insurance protection for use of University-owned vehicles is through the State’s self-funded Liability and Property Programs.  Accordingly, it is a requirement that any student, volunteer driver, or LTE must have an approved “Student/Volunteer Driver/LTE Authorization Form” on file in the campus Risk Management Office, prior to using a University vehicle.  If an individual holds a valid driver authorization from another department, it is not necessary to re-authorize until that card expires.  Cards are issued for a maximum of one year.  When a privately owned vehicle is to be used, the owner’s coverage is primary.

 

The University of Wisconsin – Madison

Division of Recreational Sports – Club Sports

TRAVEL ITINERARY

Club Name:________________________________________ Today’s Date:_________________                          

Club Officer’s Name:  _____             __         ___________  Phone:_________________________                   

Date of Departure:____________________________ Time of Departure:____________________                        

Destination:_____________________________________________________________________

Reason for travel:________________________________________________________________                              

Vehicle(s) to be used                                                 ______________(i.e. rented van, private cars)

Date of Return:_____________________________  Time of Return:________________________                             

Contact name and phone # at destination: _____________________________________________                                        

Or Cell Phone of Club member (s) on trip: _____________________________________________

Club Members traveling (list here or attach list)

 

1.

23.

2.

24.

3.

25.

4.

26.

5.

27.

6.

28.

7.

29.

8.

30.

9.

31.

10.

32.

11.

33.

12.

34.

13.

35.

14.

36.

15.

37.

16.

38.

17.

39.

18.

40.

19.

41.

20.

42.

21.

43.

22.

44.

 

UNIVERSITY OF WISCONSIN - MADISON

DIVISION OF RECREATIONAL SPORTS - CLUB SPORTS

VEHICLE REQUEST FORM

 

Date:  ___________________________                               Club: _____________________________

Officer making request:__________________________    E-mail:____________________________

 

Authorized Drivers* (Minimum of one per vehicle) and phone number:

1.  _______________________________________ 5._______________________________________

2.  _______________________________________ 6._______________________________________

3.  _______________________________________ 7._______________________________________

4.  _______________________________________ 8._______________________________________

 

Number of vehicle(s) requested: ___________

Type of vehicle(s) desired:

 

1st choice:     4 passenger wagon          Mini-van (7 passengers)          

 

2nd choice:    4 passenger wagon           Mini-van (7 passengers)          

 

Number of people traveling:  ____________________________

Destination (City & State):  __________________________________________

Date picking up vehicle(s):  ______________________________

Date returning vehicle(s):    ______________________________

Estimated time of pick up: ____________________________

Estimated time of drop off:   ______________________________

 

* All drivers must be listed on the approved driver database on the Risk Management web site at http://riskinfo.bussvc.wisc.edu/DrAuth/DriverAuth.aspx.

 

 

 


Office Use:      Approved: _______________   Denied: _______________              UW      DOA

Confirmed:  __________________________________________________________________________

Wait List: ___________________________________________________________________________

Cancelled: __________________________________________       Cost: __________________

Log: ____________                Budget: _____________                      Mileage: _______________