Vehicle Fleet Use and Policy Guide
Fleet vehicles are available for university business and approved university-related activities. Permanent employees are eligible to make vehicle reservations for their departments.
Using EMU fleet vehicles is a privilege. Drivers and passengers are expected to follow common courtesies to ensure fleet vehicles are ready for travel when needed:
- Adhere to your reservation start and end times
- Fill the gas tank for the next driver
- Clean up after yourself
- Return snow brushes to where you found them in the vehicle
- Return keys promptly
- Notify the Reservation Manager immediately of any problems with a vehicle
Your cooperation in responsible and considerate use of EMU fleet vehicles is appreciated.
Use this form to reserve a vehicle:
Requirements to Drive:
- Drivers must appear on the list of authorized drivers in order to drive EMU fleet vehicles, golf carts, or outside rental vehicles on university business.
- Drivers cars and minivans must hold a valid U.S. driver's license, be at least 21 years old and have a minimum of three years (regular/daily) driving experience.
- Drivers of cargo and 12-15 passenger vans must hold a valid U.S. driver's license, be at least 25 years old and have five years (almost daily) driving experience (or have a CDL) and must complete van training with Campus Safety Manager, Wayne Martin.
- Drivers of golf carts must be at least 16 years of age and possess a valid driver's license (or equivalent if international).
The university and/or its insurance carrier will determine who is approved to drive university vehicles.
EMU does not provide rental vehicles for personal use.
Transporting individuals not involved with EMU business, events or activities is not permitted.
To become an authorized driver:
The Business Office maintains the listing of drivers approved to operate EMU vehicles. Please contact Stephanie Landis with any questions at fleet.vehicles@emu.edu Employees and students requesting approval to drive must allow adequate time to complete all requirements before requesting a vehicle. Allowing two weeks to complete the authorization process is recommended. Vehicles will not be reserved for unauthorized drivers. Requests received less than two weeks in advance are not guaranteed to be approved in time for the reservation date.
The following steps must be completed to be authorized to operate EMU vehicles:
- Complete a Driver Registration Form & DMV crd93 Form
1a. The Fleet Manager will check your motor vehicle record and inform you whether you are eligible to drive.
- If eligible, the Fleet Manager will send:
- Links to any required online training course/s
- Driver Acknowledgment form & Driver Safety Policy
- Review and sign second round of documents
- Complete all required online training you received
You are now authorized to drive, unless otherwise notified by the Fleet Manager or equivalent.
To begin the authorization process, a Driver Registration Form should be completed and returned to Stephanie Landis in the Mail Room or to fleet.vehicles@emu.edu Proof of a current driver’s license is required.
For authorization to operate 12-15 passenger vans:
- Complete driver authorization process outlined above.
- Complete required online training
- Once eligibility to drive is confirmed, instructions to set up van training will be provided.
- Complete in person van training/road test with van instructor
For authorization to operate golf carts only (no other vehicles):
Drivers of golf carts must be at least 16 years of age and possess a valid driver's license (or equivalent if international).
- Complete a Golf Cart Driver Registration Form & provide proof of current drivers license
- Review and sign Golf Cart & Utility Vehicle Policy
- Complete required online training course
- Receive notice of authorization from Fleet Manager or equivalent
12-15 passenger training must be completed every 3 years. All other driver requirements must be completed annually.
Please contact Fleet Manager, Stephanie Landis (Mail Room) or fleet.vehicles@emu.edu with any questions.
Reservation Policies:
Reservations for vehicle-use should be made well in advance to ensure efficient scheduling. Requests for vehicles made less than four days in advance may not be accommodated.
The following information must be provided for reservations:
- Names of all drivers
- Authorizing department
- Account number
- Departure and return times and dates
- Destination
- Size of vehicle desired
The names of all drivers must be provided with each reservation request. The number of vehicles requested must match the number of drivers, unless an explanation is provided to the reservation manager. Alternatively, the department may send a list of drivers to fleet.vehicles@emu.edu so we can confirm the authorized driver status of each listed driver. Vehicles will not be reserved for unauthorized drivers.
Authorization forms must be submitted at least 1 week prior to the reservation start date, but 2 weeks before is recommended. Driver authorization requests received less than 1-2 weeks in advance of a trip or event may not be approved in time for the requestor to drive for the planned trip or event. EMU reserves the right to cancel or refuse any reservation or reservation request that includes unauthorized drivers.
Reservations will be confirmed through a Google Calendar invitation sent to the requestor. Your vehicle is not reserved until you receive this confirmation.
Drivers not included in a reservation are not authorized to drive EMU vehicles or outside rental vehicles–even if they are an authorized EMU driver– unless the reservation manager is notified and gives approval.
EMU fleet vehicle reservations should be made to adequately cover the time frame needed. Failure to return a vehicle within the reservation time period will result in the department being invoiced an additional $25 for each day it is late.
Vehicles cannot leave the lot before the scheduled departure time.
Vehicles should be returned on schedule. If a conflict arises and users will be delayed, they should contact the Fleet Manager, Stephanie Landis or fleet.vehicles@emu.edu immediately so alternative arrangements can be made for the next user.
Cancellation Policy:
When possible, reservations should be cancelled 24 hours before the reservation start time. Cancellations made less than 24 hours prior to the reservation start time may be subject to a late cancellation fee. Reservations that are not cancelled at all will incur a cancellation fee of $25.
EMU reserves the right to cancel vehicle reservations due to inclement weather. If there is a state-issued travel advisory in effect, no travel will be allowed and no keys will be issued. Everyone traveling in EMU vehicles during a state-issued travel advisory should seek shelter until driving conditions improve or travel advisories are lifted.
Fleet Vehicle User Responsibilities:
- Be familiar with EMU’s Vehicle Use and Driver Safety policies and adhere to all policies as outlined
- Pick up and return vehicles at reservation times.
- Write ending mileage on vehicle key tag at the end of your reservation period.
- Return keys promptly at the end of your reservation period. Keys should be returned to the Mail Room/Business Office or via the deposit slot in the door of the Facilities Management Office.
- Keys not returned at the end of a reservation period will result in a $60 a fee for each day they are not returned.
- Return vehicle with a full tank of gas to the Facilities Management lot.
- Report any problems with the vehicle to the Business Office/Mail Room as soon as possible.
- Report all accidents immediately
- Return vehicle with interior in clean condition. Check that all personal belongings and trash are removed from the vehicle.
- Stay informed on changing weather conditions during your trip, as well as road closures. Listen to local road and weather reports and follow their recommendations.
- Windows and mirrors must be scraped and defrosted during inclement weather.
Gas Purchases
EMU Departments will be responsible for the cost of gas purchased for their EMU-related travel.
Individuals or departments having access to an EMU PNC Visa credit card will need to purchase gas with this card, and reconcile those expenses monthly on their Concur statement. Individuals or departments without access to an EMU PNC Visa card will need to use a personal credit card and submit a reimbursement form to the Business Office.
EMU fleet vehicles will be provided with a full tank of gas, and are to be returned to the Facilities Management lot with a full tank of gas. Vehicles returned without a full tank of gas will incur a $30 charge to the associated account along with the cost of fuel.
Rates and Usage Fees
Fleet Vehicles
Departments will be charged the following rates for fleet vehicle use:
- All cars: $20 per day + $.20 a mile
- Mini-van (7 passenger): $.57 per mile with a minimum charge of $20.52 for 36 miles
- Van (12-passenger): $.85 per mile with a minimum charge of $23.80 for 28 miles
The Business Office makes every effort to meet the transportation needs of university faculty, staff, and students within the confines of available resources. This means that vehicles are sometimes reserved with minimal service/prep time between reservations.
A $25 fee will be charged when vehicles are checked out but are not used during the reservation dates (no mileage added to the vehicle.)
Enterprise rentals
Enterprise rates (plus tax) are:
- Standard-sized Car: $38.04 a day
- Mini-van (7-Passenger): $60.64 a day
- 12-Passenger Van: $121.28 a day
- 15-Passenger Van: 137.81 a day
Note: All vehicle classes include unlimited free miles.
Emergency Information
Roadside Assistance information is located in the glovebox of each vehicle.
EMU vans are equipped with a basic roadside emergency kit, which includes jumper cables, flares, reflective triangles and other emergency supplies. (Emergency kits will be coming soon for all rental vehicles.)
In the case of accidents: Seek medical attention immediately, if necessary. Document all details of the accident and take photos of the damage to all vehicles involved. Once you have secured this information, report the accident to the Fleet Manager or the Business Office and Human Resources.
An Accident Report Form, pen and insurance information will be provided in each glovebox. The form should be filled out and returned to the Mail Room/Business Office as soon as possible after an accident.
Emergency Contacts:
Fleet Manager: Stephanie Landis 540-432-4253
For vehicle maintenance and mechanical issues during business hours:
Erica Crawford 540-331-0240
David Robey 434-409-9821
After hours/weekend emergency contact: Christina Harman at 540-820-1610
Updated 1/2025
