Fleet Vehicles

Central College Fleet Transportation Policy

Purpose: To provide information related to the acquisition, use, and cost of Central’s motor pool vehicles.

In General: Vehicles, including passenger cars and vans, are available for use by the college staff & students on approved college business (must be certified Central College drivers). These vehicles will be assigned on a first-come, first served basis.

Responsibility of department and user:

  1. User authorization: It is the responsibility of the approving department and the user to ensure that the vehicle is used for approved college activity only.
  2. All drivers must be certified Central College drivers before driving on business for Central College (this includes driving college owned vehicles and rental vehicles). To become a certified Central College driver, you must register every year beginning July 1 at the Facilities Management office.

Registering

If you register between July 1 and September 30:

  • Drivers must present their license to the Facilities Management office.
  • Complete a short form.
  • Sign off, giving permission to have Central and/or Central’s insurance carrier review or obtain information on your motor vehicle record.
  • Individuals holding a license outside of Iowa must provide a MVR to the Facilities Management office.

If you register between October 1 and June 30:

  • Drivers must present their license to the Facilities Management Office.
  • Present a certified copy of your driving record as obtained by the Iowa Department of Transportation or from the DOT of the state you are licensed in.  To obtain a copy of your Iowa driving record, go to http://iowadot.gove/mvd/driverslicense/driverrecord.htm, (cost for a certified copy is $7.50).
  • Complete a short form.
  • Sign off, giving permission to have Central and/or Central’s insurance carrier review or obtain information on your motor vehicle record.

Minimum Requirements

Central College and/or their insurance carrier reserve the right to decline authorization for any driver on the basis of an individual’s traffic violation history or motor vehicle accident history.  Every employee or student who drives for Central College must meet minimum requirements.

  • Hold a US license.
  • Driver’s must be 18 years old and an employee or current student of Central College.
  • Agree to a Motor Vehicle Record check for Iowa licensed drivers.  Individuals holding a license outside of Iowa must provide a MVR to the Facilities Management office.
  • Provide a copy of driver’s license.
  • Read and agree to the Central College fleet transportation policy.
  • Violations incurred in the last 3 years:  No at-fault accidents, any combination of 3 or more moving violations, driving with suspension, revocation or administrative restriction, leaving the scene of an accident as defined by state laws, or reckless driving.
  • No type A violations in past 5 years.

Type A violations include:

  • License suspension or revocation within the last 5 years.
  • OMVI within the last 5 years
  • Aggravated assault w/ vehicle
  • Operating without a license
  • Hit and run
  • Leaving the scene
  • School bus stop sign violation
  • Surrendered license

Driver disqualification

It is the responsibility of each approved driver to notify the risk manager of any infractions that may occur during the year.  Approved drivers subsequently found, during the annual MVR process, not meeting the above requirements will be notified and removed from the approved drivers list.  Drivers removed from the list will not be permitted to drive a college owned, leased, rented or personal vehicle on College business.  Individuals whose position is dependent upon approved driver status may be given a 30 day probation period before termination of employment, or may be transferred to another available position not requiring the operation of a motor vehicle.

Disqualified drivers may also elect to file a formal appeal to the Human Resource Office and Business Office.

Use of vehicle

Vehicle is authorized for travel directly associated with:

  1. Instructional programs of the college including field trips.
  2. Grant program administration.
  3. All approved non- academic activities.
  4. Official college business and professional meetings.

Procedure Guidelines

  1. A vehicle request form, complete with a budget number and department head approval, is required with vehicle reservations. This form may be accessed at https://my.central.edu on the For Employees tab. On the left side of the For Employees tab there is a Hot Link titled Vehicle Request Form. By clicking on this Hot Link you will be able to submit a vehicle request, view your previously submitted on-line requests, check the status of these submissions and view the cost of the trip once completed (trip expense will be shown after being posted by the Controller’s office). To submit a new vehicle request, click on the Submit Vehicle Request button. Please insure that all fields of the form are filled in. When your request is submitted, and confirmed by FM, you and your department head will receive a confirmation via email. We advise that if you have an immediate need for a vehicle (less than 5 days to date needed), to call FM to insure vehicle availability in addition to filling out the form.  Student requests for vehicles should be coordinated through faculty, staff or Student Life. The requisition must include the following:
    • Proper Approval
    • Budget number to be charged
    • Date(s) and time of vehicle usage
    • Return time
    • Destination
    • Number of passengers
    • Driver names

    Failure to cancel reservations 24 hours prior to use or to pick up the keys, will result in a $20 fee charged to the budget on the requisition.

  2. A packet containing instructions, vehicle keys, trip ticket and credit cards is issued at Facilities Management and may be picked up prior to departure. However, you may not pick up the vehicle earlier or return it later than your reservation times. Trip ticket must be filled out completely when vehicle is returned.  If mileage is not completely filled in or trip ticket is lost, a $5 fee will be charged to the user’s budget.  Vehicles must be returned to the fleet parking lot at end of reservation.  Pouches (with gas receipts) are returned to Facilities Management as soon as possible after returning the vehicle.
  3. Vehicles must be returned to the fleet parking lot by stated return time.  Failure to do this will result in a $20 fee charged to user’s budget. Delays will disrupt the schedule of subsequent reservations.
  4. Vehicle must be returned with a full (no less than 3/4) tank of gas. Credit cards in the pouch are to be used for gasoline purchase. Return gas tickets in the pouch upon return.
  5. Personal belongings and trash must be removed from the vehicle by the user. If it is necessary to remove trash and clean the vehicle due to circumstances beyond normal use a $15 fee will be charged to the users budget.

 Vehicle Operation

  • All drivers’ must abide by all state & federal traffic laws. The assigned driver will be held responsible for resolving all traffic citation, parking citations, and reporting any accidents while the vehicle is under the jurisdiction of the assigned driver.  The drive assumes responsibility for any fines resulting from parking and traffic violations.
  • The number of passengers may not exceed the number of seatbelts. All occupants are required to wear seat belts.
  • Use turn signals.
  • Exercise extra caution when backing up vehicle.
  • Use headlights 1/2 hour before sunset and after sunrise and during periods of reduced visibility.
  • Turn off ignition, remove key and lock the vehicle when unattended.
  • Towing charges incurred during use, due to inclement weather or driver negligence are the responsibility of the approving department. Towing charges incurred due to equipment failure, will be the responsibility of Facilities Management.
  • Smoking, alcoholic beverages and controlled substances are prohibited in any fleet vehicle. DO NOT drive while under the influence of alcohol, drugs, or medications that could affect your driving performance.
  • DO NOT pick up hitchhikers or unauthorized passengars.
  • DO NOT tow or push another vehicle or trailer without authorization.
  • The use of cell phones while driving a college vehicle or while driving a personally owned vehicle on college business is strictly prohibited. While the college encourages encourages drivers to maintain /possess a cell phone as added safety, drivers are required to pull off of the roadway in a safe location such as a rest stop, parking lot or other areas away from traffic before responding to a call.
  • Any trip longer than 8 hours of traveling time (one way) requires two or more drivers per vehicle.
  • Before leaving the Fleet lot, particularly in a vehicle you normally do not drive, ensure the following components are in good working order:
    • Brakes
    • Steering mechanism
    • Lights
    • Tires
    • Windshield wipers/washers
    • Rear-vision mirrors
    • Horn

Report any defects immediately to FM at x7676 or after hours to Facilities Management on-call phone at 641-628-5787 to determine if the vehicle is safe for operation.

User is responsible for checking general condition of vehicle before   leaving the fleet parking lot.  All damages incurred during use must be reported to the Facilities Management office upon return.

Vehicle Charges

The rate schedule is as follows:

Automobile Charge per mile Vehicle Capacity
Fleet Car 0.375 4-5 People
Bus 0.65 52 People
15 passenger Mini bus 0.48 15/12 People
Mini van 0.375 7 People
Personal reimbursement 0.535  —

There will be a minimum trip charge of $10. Trips that incur mileage charges over $10 will be charged for the mileage only, any trips that incur mileage charges under $10 will pay the min. $10 trip charge only (additional fees may be charged as needed, example: late fee, lost ticket fee, etc.).

Airport Trips

Facilities Management will continue to provide airport/bus/train delivery and pick-up for students, faculty, candidates, Board of Trustees and others approved by authorized personnel. This service will be for the Des Moines Airport or Airport shuttle service. For these trips Facilities Management will provide a certified driver and will charge the proper budget account for the driver and vehicle charges.  Due to extended miles and driving time, our fleet vehicles will not serve trips to the Kansas City and Omaha airports. Please call Facilities Management (extension 7676) to see if a driver is available for the desired date.

Errand Vehicles

The errand vehicle is available for campus wide office and department use on a daily basis for short-term trips around town. Driver’s must be certified Central College drivers.  Please contact the Info booth at x- 0. These small trips will be charged to the user’s department budget. The errand vehicle is available on a first come, first serve basis.

Towing policy

Only Central College owned trailers may be towed with select college owned vehicles. DO NOT tow a trailer without authorization.  Please contact the Facilities Management office.