College-Owned Vehicle Reservation Procedure and Forms

College-Owned Vehicle Reservation Procedure and Forms - Explorer 2008 (Blue) and Explorer 2012 (Black)

Access to College-Owned Vehicle Public Calendar 1. Approved driver can view availability of the college vehicle in Outlook public calendar

 You can click on Folder List on the lower left side of your Outlook shown as “…”

 Public Folders >> All Public Folders >> South Bend >> Recruiting Vehicle and right click to Add to Favorites (rename the calendar if you wish)

You’ll be able to quickly access this calendar from your regular calendar view by checking vehicle calendar under Other Calendars.

Access to College-Owned Vehicle Reservation Link in Google Form 2. If the vehicle is available within your desired date/time of travel, click on the link below to fill out the form “College-Owned Vehicle Reservation Form – Ford Explorer” online.

https://docs.google.com/forms/d/14ANbqz8udOmjxMVa1DLsuW2c7fuOYEi4IyiIyys3Mn Q/viewform?pli=1

You may save the link in your Favorite Toolbar for easy access.

A sample online webpage of Vehicle Reservation form is shown below: College-Owned Vehicles Reservation Request - Ford Explorers An online request form to reserve the Ivy Tech college-owned vehicles: Ford Explorer 2008 (Blue) and Ford Explorer 2012 (Black)

PLEASE READ THE INSTRUCTIONS FOR COMPLETION OF THE FORM BELOW The two (2) college-owned vehicles are confined to travel necessary to conduct business of the College. Driver of the vehicles is required to have active College approved driver status and an assigned 4-digits fuel card PIN. The vehicles can be used in same day or overnight travel to an Ivy Tech campus, System Office, in-state or out-of-state destination. Reservations are made at a first-come, first-served basis.

1Finance Office 08/2017 - Fill in required fields on the form below - Click "Submit" to send request online to [email protected] - Driver receives an email when reservation is confirmed or denied - Driver signs Mileage Use Form prior to departure at Finance Office (Room 136) - Driver signs out the car key and fuel card * Required Employee Name *

Department Code * (i.e. Facilities Office 121007) Reservation Date and Time * : Return Date and Time * : Purpose of Trip *

Destination Address *

Powered by Google Forms

Click Submit to request reservation online to [email protected].

3. An email confirmation will be sent to you when your reservation is confirmed or denied. If there is question or conflict of schedule, you will be notified by email or phone.

The system keeps track of the requests electronically and the reservations are made at a first-come, first-served basis. Please do not schedule ahead for more than a semester.

4. Driver fills out the Mileage Use Form for College Vehicle at the Finance Office in Room 136 before departure. The form is provided in a pouch with car key and fuel card at the Finance Office.

Finance Office is open during normal business hours, M-F, 8:00 am – 5:00 pm.

If your departure or return time is before or after business hours, please make arrangement with vehicle custodian for proper transfer of car key and fuel card. 2Finance Office 08/2017 Driver picks up car key and fuel card.

5. It is driver’s responsility to maintain mileage via beginning/ending odometer reading of the vehicle on the Mileage Use Form and the Mileage Log which is kept inside the vehicle on a clipboard.

6. Gas tank should be refueled each time before the vehicle is returned to campus. If you are only driving for a short distance, please make sure the gas tank is at least three- quarter full.

7. Upon returning to campus, please park the vehicle at the designated parking space.

 Complete mileage information, amount of gas receipt, and check E-Z Pass Toll Use on Mileage Use form and Mileage Log

 Sign the gas receipt

 Return car key, fuel card, signed gas receipt, and Mileage Use Form to Finance Office

A sample Mileage Use Form is shown in next page below.

3Finance Office 08/2017 Mileage Use Form for College Owned Vehicle

Vehicle Used: Date of Travel: Ford Explorer 2012 Black

Purpose of Trip:

Department Requesting Vehicle Use:

Name of Driver:

Billing Information: Fund: Org:

Mileage: Ending Odometer Reading: Beginning Odometer Reading:

Total Mileage: Fuel Card Use: ☐Yes ☐No If Fuel Card is Fuel Card # 3164-8 used, amount on receipt: E-Z Pass Toll Use: ☐Yes ☐No

GPS No. 2VR884536 GPS includes screen, windshield mount, power cord and charger

Appropriate care must be taken at all time in using and securing the equipment

Ivy Tech College Owned Vehicle Policy 1. The vehicle is confined to travel necessary to conduct business of the College. 2. The vehicle can be used in same day or overnight travel to an Ivy Tech campus, System Office, in-state or out-of-state destination. 3. If your time of departure or return is outside normal business hours, M - F, 8 am – 5 pm, please make arrangement with vehicle custodian for proper transfer of car key and fuel card. 4. Please return the vehicle with a full tank of gas and make sure the Mileage Use Form is completed and attached with any signed gas receipt(s) you may have. I acknowledge and accept the policy and full responsibility for the use of the vehicle and fuel card until I return them to the Finance Department after completion of my travel.

Signature: Date Check Out:

Vehicle Custodian Initial: Date Check In:

4Finance Office 08/2017 Finance Office Use Only

Total Mileage x $0.35/Mile G12100-121007-3383 Total Cost to be Billed 3501 or 3502

5Finance Office 08/2017