Vehicle Use Policy

DePauw University Transportation and Vehicle Use Policy

PURPOSE:  The goals and objectives of DePauw University’s transportation program are based upon, and supportive of, the academic, cultural and social events both on and off campus and designed to assist the offices and educational departments in the performance of their University responsibilities.

University owned vehicles and rented vehicles are for official University business and/or classroom related activities to transport academic teams, athletic teams, student organizations, individual students and employees traveling to sanctioned events.  Vehicles are not provided to anyone solely for personal use of any type.

Prior to driving any campus vehicle or rental vehicle, driver’s must complete the MVR consent form and email it along with a copy of their valid driver’s license to transportation@depauw.edu.    Please be aware that it can take up to a week to become an approved driver.   

The following policies are to be observed:

Eligibility for Use

1. Rented vehicles are only for OFFICIAL UNIVERSITY BUSINESS and sanctioned events approved by an administrator, and/or vice president of the University.  Drivers should be mindful that they are operating as a representative of the University at all times.

2. All drivers of University-owned vehicles must be legally licensed and must be at least age 18.

3. Due to insurance company requirements, drivers of University-owned 12 passenger vans and larger must be 21 years of age or older

4. Enterprise requires that drivers of rental vehicles must be at least 21 years of age.  Drivers of large rental vehicles including Suburban, Yukon, Tahoe, Expedition, Armada and 12-passenger vans or larger must be 25 years of age or older.  The requirements for non-Enterprise rental car agencies may vary.

5. The driver’s license cannot be under suspension or revocation.  A driver who has been convicted of operating a motor vehicle while under the influence of alcohol or drugs within the prior three (3) years will be prohibited from driving a University owned or rented vehicle.

6. All drivers are required to have a motor vehicle registration (MVR) check of his/her driver’s license conducted by the University before being eligible to drive University owned or rented vehicles.

7. All drivers must provide a copy of their driver’s license to Office of Human Resources annually or upon request.

8. All drivers must have successfully completed the on-line Defensive Driving Courses offered through the Office of Human Resources.  These courses are required to become an eligible driver and to meet insurance guidelines. 

9. If a driver’s record contains one of the following violations within the past three (3) years, he/she is ineligible to drive a University vehicle:

1. Failure to stop/report an accident;

2. Reckless driving/speeding;

3. Making a false accident report;

4. Driving under the influence of alcohol or drugs;

5. Homicide, manslaughter, or assault arising out of the use of a vehicle;

6. Driving while license is suspended/revoked;

7. Careless driving, or

8. Attempting to elude a police officer.

10. The University  and/or the Insurance Company reserves the right to limit or deny driving privileges to any student and/or employee at any time based upon traffic accidents and/or their MVR information.  Students/employees with a) more than one at-fault driving accident; b) more than two MVR recorded traffic violations; or c) a combination of an MVR violation and an at-fault accident within a three-year period will automatically have their DePauw University vehicle driving privileges suspended.

Requirements/Restrictions Related to Use of University Owned or Rented Vehicles

1. The use of alcohol and illegal drugs are prohibited for both the driver and passenger(s) while operating a University owned or rented vehicle.  Drivers are expected to comply with all traffic laws and regulations and must never operate a vehicle while under the influence of alcohol, illegal drugs, or legal drugs for which the prescription recommends the avoidance of driving.  Fines incurred are not reimbursable by the University.  Accidents or damages resulting from the mishandling of the vehicle may be considered cause for withdrawing an individual’s driving privileges of University owned or rented vehicles.  Failure to report an accident will be cause for the immediate withdrawal of the individual’s eligibility to drive University owned or rented vehicles.

2. The driver can be held responsible for damages if he/she is grossly negligent.  The driver and/or his department or organization will be responsible for damages not covered by insurance, and the insurance deductible.

3. Only University authorized drivers are allowed to operate DePauw University owned or rented vehicles.

4. Vehicle use must be for an organization-sponsored activity which falls within the normal range of activity for that group.

5. In the case of student drivers, a staff or faculty member who is the sponsor of the student organization and who normally signs expenditure requests for the student organization must approve all requests for vehicles and provide the qualified driver name(s).  If the staff or faculty member coordinating the vehicle reservation is in doubt as to whether the proposed use of the vehicle meets the criteria appropriate for the use of a University owned or rented vehicle, approval should be secured from their respective vice president.

Procedures for Acquiring University Owned or Rented Vehicles from Enterprise

DePauw’s preferred local rental agency is Enterprise Rent-A-Car/National Car Rental.  The following discusses the procedures and other relevant information regarding the program.

1. Rented vehicles are reserved through the Transportation department or directly through Enterprise using our contracted rates (contract  XZ08127)  where you can earn free rentals.   Reservations must be made by the faculty or staff sponsor – not a student.  Questions can be directed to Transportation@depauw.edu .

2. At least two weeks notice is to be given when requesting a rented vehicle.  Notification must be sent to transportation@depauw.edu  of any cancellations as soon as possible.

3. To reserve a rental vehicle, please email us at transportation@depauw.edu.  Your request should include the following information:   A) Date and time vehicle needed     B) Date and time vehicle will be returned   C) Type of vehicle needed   D) Internal account number to be charged.    You will receive an email confirmation once the vehicle arrangements are made. 

4. The quoted daily rate begins at the designated pick up time and costs are charged to the sponsoring department/office/organization, not to the Office of Business Services.  Twenty-four hours constitutes (1) day’s rental.  Vehicles that are not picked up after being reserved will still be billed to the office/department, or student organization as originally rented UNLESS 24-hours’ notice of cancellation is provided.  Vehicles being secured through the Enterprise office in Greencastle may be picked up and returned to the University Service Center, and you may park your personal vehicle on the Service Center lot.  (Be sure your vehicle is locked.)  Drivers are to pay any excess charges (for example, additional insurance, parking fees, toll fees, etc.) incurred during the use of a rental vehicle through a DePauw issued Commercial Card or expense reimbursement via the Business Office.

5. Rental vehicles are charged per day, based on the type of vehicle reserved.  Costs are charged to the department/office/organization.  The Base Rental Charges rates for DePauw University (Customer  # XZ08127) are as follows (rates are subject to change ):

6. It is your responsibility to always check the vehicle’s interior/exterior condition BEFORE accepting the rental.  Drivers should check for obvious defects before driving the vehicle, and if necessary, request another vehicle if they deem the first vehicle unsafe.

7. Insurance Coverage for University Owned and Rented Vehicles

1. In-State Vehicle Rentals - DePauw University elects to purchase Collision Damage Waiver (CDW) coverage from Enterprise Rent-A-Car at a daily rate of $5.00 for all business rentals within the state of Indiana.  The CDW coverage provides for the full value of the rented vehicle with $0 deductible, no expensive repair costs, and no charges for loss of use.  Accordingly, DePauw University employees should not purchase CDW coverage, if offered by the rental company. 
   Personal Accident Insurance (PAI) and Supplemental Liability Protection (SLP) are also available through Enterprise Rent-A-Car; however, DePauw University provides this coverage through its campus vehicles insurance policy.  Employees should not purchase CDW, PAI, or SLP insurance from Enterprise Rent-A-Car.

B. Out-of-State Vehicle Rentals - Any employee traveling on University business and needing to rent a vehicle in another state or country are required to present his/her DePauw University commercial credit card to make a reservation.  The DePauw commercial credit card automatically provides CDW, PAI, and ALP insurance for the vehicle(s) while in the employee’s possession.  Employees should not accept or pay for additional insurance coverage offered by the rental agency.

Please call ext. 4180 with questions about insurance coverage.

Procedures for Renting Vehicles from Agencies other than Enterprise

Circumstances (including being out of the Greencastle area on business or needing a specific type of vehicle) may make it desirable to rent a vehicle from a firm other than Enterprise.  Employees are asked to follow the following procedures.

Select an appropriate vehicle rental agency taking into consideration factors of reputation, price and convenience.  The appropriate method of payment is to use a DePauw University Commercial Card to pay for the rental.  This will automatically provide insurance coverage for physical damage. 

If there is an accident, the Service Center will not be able to intervene or provide assistance with the handling of the claim because the insurance coverage will be associated to the name of the person holding the Commercial Card. Also, please note that University policy prohibits reimbursement of automotive insurance purchased by the employee through the vehicle rental company.  Roadside assistance charges are allowable when renting a vehicle.  However, Enterprise/National Car Rental provides this coverage as part of the University’s agreement.

Use of a DePauw Owned or Rental Vehicle for Personal Activity
While on University Business

While using a DePauw owned or rented vehicle on authorized University business and/or classroom activity, a driver may have occasion to use the vehicle for personal activity (for example, to drive to dinner).  Even in the case of such personal use, the vehicle will continue to be covered under the University’s automobile insurance policy.  However, depending upon the circumstances, the driver may assume greater liability for costs.

1. If the vehicle is used for personal activity on the same day that the driver is using the vehicle for University business and/or classroom activity, no increased liability for the driver will occur.

2. If the vehicle is used for personal activity on a day when no University business and/or classroom activity is conducted, the driver will be responsible for reimbursing the University for the cost of the vehicle for that day through his/her department and/or sponsor.  Moreover, should an accident with the vehicle occur on that day, the driver will be held financially responsible for any costs (including deductible) not covered by the University’s insurance.

Use of the DePauw University 29 Passenger Bus

An alternative for groups of at least 15 passengers, but not to exceed 29 passengers, is to request the use of the bus owned by the University.  Since a professional driver with appropriate licensing is provided by the Office of Business Services, the considerations of driver eligibility and insurance coverage do not apply.  To arrange for use of the bus, the department/office/organization must:

1. Contact the Transportation department at transportation@depauw.edu a minimum of 6 weeks in advance of the planned trip to determine bus and bus driver availability.  The email must contain:

1.  the date of the proposed trip

2.  the departure point (if not the Service Center)

3.  the destination

4. the length of the trip (in hours – from departure to return of the bus to the campus)

5. the number of passengers

6. an emergency contact name and cell number and

7.  a department account number to charge for the rental.

2. Charges for the use of the bus are tiered.  Bus driver’s rate is charged in 15 minute increments at  $19.84 per hour.

3. Bus Rates:

1. Trips within the Greencastle area will be a flat rate charge of $110 for bus usage plus a minimum of three hours driver pay or actual time, whichever is greater.

2. Trips within a 150-mile round trip radius (For example the Indianapolis area or Terre Haute area) will be a flat rate charge of $225 for bus usage plus a minimum of three hours driver pay or actual time, whichever is greater

3. Trips over the 150 miles round trip radius will be charged at the current rate of $1.45 per mile plus driver pay.

4. Users of the bus will be charged an additional cleaning fee of $50.00 if the bus returns with excessive trash and dirt aboard.  Users are reminded that the drivers are not responsible for cleaning up behind the passengers and that the bus must be maintained for subsequent users.  Trash bags and bags for carrying muddy, grimy, soiled footwear will be provided by the Service Center.

5. By law, a driver cannot drive more than 10 hours consecutively and must rest for a minimum of 10 hours before he/she can drive again.  Therefore, very long trips may require the use of two drivers.

6. If a trip requires an overnight, the department/office/organization will also be responsible for paying room and board for the driver or drivers.

Vehicle Rentals for Personal Use by Employees

Employees making personal, leisure-related vehicle rentals utilizing this DePauw agreement are responsible for all insurance coverage and associated costs.  DePauw and its insurance company assume NO financial liability for vehicles rented for personal use.

Personal Vehicle Use in Lieu of Rental Vehicle

1. DePauw University strongly encourages employees and students driving for university business and sanctioned events to use a DePauw owned vehicle or a rental arranged through DePauw. The University’s insurance does not provide for coverage for physical damage to a personally owned vehicle and may or may not provide excess coverage for personal injuries if a personal vehicle is used.

2. Necessary turnpike tolls, parking fees and gasoline are reimbursable.

3. The mileage allowed is computed by the shortest reasonable route. If longer routes or side trips are selected for personal reasons, the resulting extra mileage is to be eliminated from the Reimbursement of Personal Travel Expense Report.

Accident Reporting Procedure

1. DePauw owned vehicles are to have an insurance card kept in the vehicle.

2. Never leave the scene of an accident no matter which party is at fault.

3. Make every attempt to contact the local police authorities.

4. Take the following actions when there are injuries to persons and/or damage to other vehicles or property:

1. If possible, move the vehicle to a safe location out of traffic flow.  Call for medical service if anyone is hurt.

2. In the event that the vehicle would need to be towed, you should try to have it moved to a reputable dealership or garage whenever possible.

3. Secure the names and addresses of drivers and occupants of any vehicles involved.  Also, secure the operator’s license number, insurance company name and policy number, as well as the names and addresses of injured persons and witnesses. If you have a camera available, take pictures of the damage to all vehicles involved. Do not discuss fault with, or sign anything for anyone except a police officer, or a representative of DePauw’s insurance company.

4. Immediately notify the Office of Risk Management at (765) 658-4180. If it is after business hours (8:00 AM to 5:00 PM - Mon - Friday) or on the weekend, contact the Office of Campus Police at (765) 658-5555.  The Office of Campus Police will transfer the information to the Interim Director of Risk Management  on the morning of the next business day.

5. If any injuries are involved and the Office of Risk Management is closed, contact your supervisor immediately.

6. You will be contacted by the Office of Risk Management to advise you about arranging for repairs to the vehicle.  Do not have the vehicle repaired until you receive authorization from either the Interim Director of Risk Management , or the insurance company.

7. If you did not witness the damage to the vehicle, you must notify the local police department immediately.

8. Send a copy of the police report along with a memo outlining any additional information to the Office of Risk Management .

Important Safety Considerations

Weather Safety – It is the responsibility of the designated professional staff or faculty member to monitor weather forecasts and conditions related to the planned trip.  If the group has already left campus and adverse weather conditions develop while traveling, the sponsor is to take appropriate action to ensure the safety of the travelers and vehicle.

When there are multiple vehicles being used for group travel:

*      In the event that multiple vehicles are being used to transport a group outside of the State of Indiana, there is to be a staff or faculty person traveling with the group and riding in one of the vehicles.  That person should have a University commercial card for food, housing or alternate transportation.  Contact the Accounting Office or your Department to obtain a commercial card for this purpose and to be authorized to use it in the event of unsafe driving conditions or that the length/hours of the trip are beyond those recommended for safety.  Also, a list of pre-determined emergency exits should be established and kept in each vehicle, as well as a copy left with the appropriate office on campus.

*      Each office/department is to provide an accident/breakdown checklist in each vehicle.  Other telephone numbers to be included on the list should be Roadside Assistance, Rental Agency’s Office, Office of Business Services, and the DePauw Office of Public Safety.

It is advisable to have a cellular phone and a first-aid kit in each vehicle.

Trailer towing, roof cargo carriers and the storage of anything on a vehicle’s roof are prohibited.  When luggage or cargo is carried inside the vehicle, it is to be properly secured for travel.

There should be at least two approved drivers to share the driving responsibilities on extended trips (outside of the state of Indiana).  A driver should not drive more than six consecutive hours without switching drivers or taking an extended rest.  If the driver at rest feels the person operating the vehicle is not in a condition to be driving, then he/she should immediately take over.

Complete a travel itinerary before departing on an extended road trip (outside of the state of Indiana).  The itinerary should include all members of the travel party, dates of the trip, destination, phone numbers of the host contact, lodging site and cell phone.  Leave a copy with your office and with the Office of Business Services.

Only drive vehicles that you are familiar with and feel comfortable operating.  Become familiar with the vehicle’s equipment BEFORE starting on a trip (lights, cruise control, heating/cooling system, gauges, mirrors, etc.)

Always remove ice, frost, snow from windows so as not to impair your vision.

The driver and all occupants are required to wear safety belts when the vehicle is in operation or while riding in a vehicle.  The driver is responsible for ensuring passengers wear their safety belts.  Children are required to be secured in a DOT approved child safety seat until the age of eight.

Never operate a vehicle at any time when your ability to do so is impaired, affected, influenced by alcohol, illegal drugs, prescribed or over-the-counter medication, illness, fatigue or injury.

Carry a VALID driver’s license on your person at all times.

Drivers must abide by all Federal, State and local motor vehicle regulations, laws and ordinances.

Never pick up hitchhikers.

Do not use any radar detector, laser detector or similar devices.

Do not push or pull another vehicle or tow a trailer.

Never transport flammable liquids or gasses unless a DOT or Underwriter Laboratories approved container is used, and only then in limited quantities.

Never assist disabled motorists or accident victims beyond your level of medical expertise.  If a driver is unable to provide the roper medical care, he/she must restrict his/her assistance to calling the proper authorities.  Your safety and well-being are to be protected at all times.

The University strongly discourages eating, drinking and use of electronic equipment such as cell phones by the driver while driving for safety reasons.