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I.
Policy - Buses
University-owned
buses are maintained for the purpose of providing transportation for
official business of the university. Official business involving use of
buses is outlined in the priorities listed below. In accordance with
monies budgeted by departments for travel by buses, department chairmen
and heads are delegated the responsibility to approve requests for the
use of university-owned or controlled buses. Occasionally, the demand for charter or
shuttle bus service is greater than NIU Transportation Services can
provide internally. In those
circumstances, the manager of Transportation Services may arrange for a
contracted bus to be provided. For
non-academic related trips, the higher cost of a contracted bus may be
passed on to the user. No higher priority use may bump an
already-scheduled, lower-priority use within 15 calendar days of that
scheduled trip. Priority for use of buses is as follows:
A.
For use directly related to instruction in which the use may be
considered as part of a credit course. For such use students may be
requested to contribute toward the expense of the trip.
B.
For use directly related to educationally-related activities such
as workshops: institutes either for or not for credit. For this use, the
workshop or the institute is expected to pay for the use of the buses.
C.
For use by academic departments for educationally-related
purposes.
D.
For use directly related to recognized intercollegiate activities.
Involved herein is transportation for athletic teams and their coaches.
Intercollegiate athletics bears expenses herein.
E.
For use of sponsored activities. Student activities that are
sponsored with funds from student activities fees or other university
funds are normally permitted the use of university buses for their
activities. Such activities, of course, must be legal and in the public
interest in the judgment of the president. The fund of the student
activity itself or payment by the users is necessary to pay for the
transportation involved.
F.
For uses involved in public relations. The use of university-owned
or controlled buses for travel involving public relations is necessarily
limited. Even though many university-related organizations have
established accounts within the university, their use of buses requires
approval by the president or his designee. Generally, it is not possible
to permit use of buses by organizations listed with accounts identified
as "convenience amounts" and "other organizations."
The use of buses for travel related to conferences is limited to use by
university-sponsored groups, and even in such latter cases must be approved
by the president or his designee and must be paid for by the user.
Faculty,
staff, and students of NIU, in accordance with the above priorities, are
given first choice of the use of university buses. The Executive Vice
President, Business and Finance, and Chief of Operations, or his designee
may authorize the use of university buses by other State agencies
provided such are available and provided appropriate reimbursement
arrangements have been completed.
Smoking
is prohibited in University buses by state law. The use of alcohol in or on
university-owned or contracted buses is prohibited.
II.
Policy - Other Vehicles
University-owned
automobiles are maintained for the purpose of providing transportation
for official university business of faculty, administrators, graduate
assistants, and operating staff. In accordance with monies budgeted by
departments for automotive expense, department chairmen and heads are
delegated the responsibility to approve requests by employees for the use
of university-owned vehicles and to verify that the driver has a valid
license.
An
employee of Northern
Illinois University
is eligible to drive a university-owned vehicle if he/she is acting for
or on behalf of the university and within the scope of his/her
employment, while operating such a vehicle. An employee, for purposes of
this policy, is defined as any individual who receives compensation from
the university for services performed provided such compensation is
taxable under either state or federal tax laws. Any individual whose only
compensation is a scholarship or fellowship, or any individual who is an
independent contractor and whose compensation is not subject to either
state or federal tax, would not be considered an employee. A
student-employee is eligible to drive a university-owned vehicle only
within the scope of his/her student employment.
Other
individuals are eligible to drive university-owned/leased vehicles on university
business if they have the prior written permission of the president, the
vice president of the respective division or their designee(s), and
provided the operation or use of the university-owned vehicle is within
the scope of such permission. NIU students may become eligible to operate
university-owned vehicles with the completion of the “Student
Vehicle Use Authorization” form. Completion of the form requires supplying
detailed information of the proposed travel, the signature of the
student, approval of the sponsoring department or organization, and
approval by the respective vice president or designee. All student use of
university vehicles, other than within the scope of student employment,
requires the completion of this form.
As a result of heightened university
safety concerns,
as
supported by a National Highway Traffic Safety Administration (NHTSA)
Consumer Advisory (April 9, 2001), 15-passenger vans are no longer
available for general university use.
This restriction on official use also extends to employee or
departmental use and/or rental of passenger vans from private commercial
agencies e.g., Avis, Enterprise, Hertz,
etc., or from any other source, including donations or gift-in-kind. It would also preclude the
reimbursement for the use of an employee-owned 15-passenger van.
When
employees use their own vehicles on university business, university
insurance coverage stands in excess of and secondary to the employee's
personal insurance coverage.* The state cannot provide primary coverage
for such use. Non-employees, using their own vehicles on university
business, are not covered by university insurance.
All
drivers of university vehicles must have a valid driver's license in
their immediate possession. Licenses issued by other states are valid in Illinois. A
non-resident from a foreign country is required to hold a valid driver's
license issued by such foreign country.
Travel
shall be by the most economical mode available, considering travel time,
cost, and work requirements. Generally speaking, it is anticipated that
employees who have approval for out-of-state travel will make use of
public conveyances. Because of the limited supply of vehicles within the
motor pool and public relations considerations, their use for
out-of-state travel, especially on trips involving considerable time and
miles, is permitted only when circumstances can be justified. All
out-of-state use of pool vehicles requires the approval of the president,
the respective vice president, or his/her designee. In many instances it
may be to the advantage of the university for the employee to fly and
rent a vehicle upon arrival so as not to deny other faculty and staff the
utilization of the university fleet. Employees flying from O'Hare,
Midway, or Rockford
airport are encouraged to utilize rental cars or limousine service so as
not to deny other employees the use of the university fleet. Limousine
service to the airports is available through the Transportation Office.
(Contact Transportation Office for further information.)
State-owned
automobiles are not available to employees who are personally being
reimbursed for services being rendered. Example: it is anticipated that
an employee who is being compensated for providing consulting services,
or a speech at a conference, commencement, etc., will provide his own
transportation for such purposes.
Faculty
and staff of NIU are given first choice of the use of the university
fleet. The Executive Vice President, Business and Finance, and Chief of
Operations or his designee may authorize the use of university vehicles
by other state agencies provided such vehicles are available and provided
appropriate reimbursement arrangements have been completed. Priority for
the use of the passenger vans and mini-vans will be the same as for the
use of the buses.
Under
certain circumstances, university vehicles are assigned to a department
and/or program. The assignments are made on a temporary basis dependent
upon the availability of vehicles and the demand for fleet vehicle use. A
periodic review is made of vehicles on assignment, and in the best
interest of the university, it may be necessary to return vehicles to the
Transportation Motor Pool.
The
department or program desiring the assignment of a vehicle should submit
a written request to the vice president of their respective division, and
approval must be granted (in writing) by the vice president before the
Transportation Department is permitted to assign a vehicle.
University
employees requesting the use of a university-owned vehicle issued from
the motor pool are required to submit a Transportation Request Form which
will include the signature of the driver of the vehicle. The
Transportation dispatcher will verify by signature card if proper fiscal
approval has been given before any action is taken on the request.
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NOTE: |
Persons using
their own vehicle for business use should contact their personal
insurance carrier to ensure that proper coverage is being provided. |
Smoking is prohibited in all University vehicles
by State law.
III.
How to Obtain a Pool Vehicle
A.
Request for transportation should be made at least two (2) weeks
in advance of the proposed trip to be reasonably sure of obtaining a
vehicle.
B.
Fill out transportation request form, have it signed by your
department head, and send it to the
Transportation Office. These forms can be obtained from Central Stores
through Materials Management at no charge.
C.
The Transportation dispatcher will retain one copy of this
Transportation Request Form in a permanent transportation file.
1.
The #1 copy will be returned to the applicant stating whether a
vehicle is available on the date requested.
2.
Applicant will be given #4 copy of the original request at the
time of pickup to complete when vehicle is returned. (See Procedure 8-6).
D.
If the request has been approved, only the driver authorized on
the request form will be permitted to pick up the vehicle at the
Transportation Office at the time and date requested. More than one
driver may be listed on the transportation request form at the time the
request is submitted to Transportation for processing. Any listed driver
may pick up the requested vehicle. A vehicle will be reassigned if not
picked up within two hours of the assigned time, and late cancellation
charges will be assessed.
E.
The Transportation dispatcher will assign a vehicle only to a
person indicated on the original request form. If a substitute driver is
necessary, a new request form will be required and all of the above
procedures will be followed before a vehicle is issued.
F.
If there is more than one vehicle involved, a request form with
the driver's signature will be required for each vehicle requested. No
more than one vehicle will be assigned to any one driver. If multiple
vehicles are requested, multiple drivers and requests are required.
G.
Before the vehicle is issued, the driver must present a valid
driver's license to the Transportation dispatcher.
H.
The Transportation dispatcher will verify the signature on the
license with that on the request form. The dispatcher will then complete
the request as required and issue keys for the assigned vehicle.
I.
Departments having permanently assigned vehicles will be
responsible for determining that the person obtaining the vehicle has a
valid driver's license.
J.
If a university vehicle is not available, the applicant should
request approval from the department head for travel funds necessary to
use personal car.
K.
University vehicles may be picked up between the hours of 6:00
a.m. to 11:30 p.m., Monday through Friday; and 7:00 a.m. to 12 noon and
1:00 p.m. to 3:30 on Saturday. The university garage is closed on Sunday.
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NOTE: |
Students who are not employees requesting use of university
vehicles should refer to Policy - Other Vehicles, third
paragraph. |
IV.
When Vehicle is Returned
A.
The vehicle should be returned on or before the hour indicated on
your "Request for Transportation." Failure to do so may prevent
a fellow faculty or staff member from using the vehicle and may result in
late return charge.
B.
Leave the keys in the ignition and park vehicle at the gas pumps
west of the garage.
C.
Complete #4 copy of the original request, making sure name is
signed. Report on #4 copy of the original request any malfunction of car.
For example: Windshield wipers do not work, or brakes grab, or heater
does not work.
D.
Leave #4 copy (trip ticket) of the original request, gasoline and
service charge tickets on the front seat of the unlocked vehicle. If the
transportation building is closed, place keys, trip ticket, and gasoline
or service charge tickets in the Key Drop Box. The Key Drop Box is
located on a light pole in the main parking lot, (Lot T) across Stadium Drive, west
of Transportation. Vehicles returned when Transportation is closed should
be parked in this lot. Vehicles should be locked when left in this lot.
V.
How to Obtain Bus Transportation
A.
To obtain a university bus, follow the same procedure as for cars
described in paragraphs I-IV.
B.
If a university bus is not available, the Transportation Office will
obtain a local bus, provided a local bus is available. Usually the cost
will be greater for a local bus.
C.
Long distances have priority for university buses. The
Transportation Office reserves the right to make last-minute
changes--from the use of a university bus to a local bus.
D.
Bus and driver will be at assigned starting point, as requested by
applicant, 15 minutes before time of departure. Any location may be
designated as a pick-up point. The Transportation Department reserves the
right to change a requested location as safety or logistics demand.
At completion of trip, bus driver will fill out #4 copy of the original
request.
VI.
Charges for University Fleet Vehicles
A.
Sedans -- the greater of the following
rates will be charged:
1.
$.32 per mile, or
2.
a minimum of $14.50 for the first two hours plus $1.45 per hour
thereafter.
B.
Mini-vans -- the greater of the following rates will be charged:
1.
.$40 per mile, or
2.
a minimum of $19.50 for the first two hours plus $1.95 per hour
thereafter.
C.
Eight-Passenger Vans – the greater of the following rates
will be charged:
1.
$.43 per mile, or
2.
a minimum of $22.25 for the first two hours, plus $3.05 per hour
thereafter.
D.
Passenger vans driven by Transportation Personnel Only -- the
greater of the following rates will be charged:
1.
$.43 per mile, or
2.
a minimum of $22.25 for the first two hours, plus $3.05 per hour
thereafter. Hourly charges for a driver = $25.25 per hour and additional
costs as applicable to the trip.
E.
Buses -- the greater of the following rates will be charged:
1.
$2.85 per mile, or
2.
$45.25 per hour
3.
There is a minimum charge of $181.00 for any bus use.
In
addition to the above rates, any costs for overtime, meals, lodging,
tolls, and parking fees will be billed to the customer. Overnight bus
trips will be charged on an actual-use basis. On a trip of more than one
(1) night away from DeKalb, the charge will be for eight (8) hours or
actual use, whichever is greater, for each day of "layover."
F. "Trucks --
University
departments and sponsored organizations may, under special circumstances,
use university-owned trucks. Generally, university-owned trucks are on
assignment and, therefore, are not normally available for leasing through
the Transportation Department. The rates for a light truck are the
greater of the following:
1.
Light truck (1/2 ton or less)
a.
$.43 per mile, or
b.
A minimum of $22.25 for the first two hours, plus $3.05 per hour
thereafter.
2.
Rental -- The Transportation Office can obtain rental trucks of
various sizes through a local truck rental agency. Call the
Transportation Office for further details. Rental rates, plus fuel cost,
will be assessed for the use of a rental truck.
G.
If a driver is furnished by the Transportation Department for a
sedan, mini-van, carryall, van, or truck, an additional charge of $25.25
per hour, plus meals, lodging, tolls, and parking, if applicable, will be
billed to the customer.
VII.
Charges for Permanently Assigned Vehicles
In
addition to the charges listed below for each vehicle type, assigned
vehicles are assessed a monthly fee equal to the pro-rated monthly cost
of a blue parking permit, unless the user department provides proof of
purchase of a reserved parking space.
A.
Sedans, mini-vans, and passenger vans -- four model years or newer
at the beginning of the fiscal year:
1.
Sedans--$320 per month or $.32 per mile, whichever is greater.
2.
Mini-vans--$381 per month or $.40 per mile, whichever is greater.
B.
Sedans, mini-vans and passenger vans--five model years or older at
the beginning of the fiscal year.
1.
Sedans--$211.50 per month or $.32 per mile, whichever is greater.
2.
Mini-vans--$227.00 per month or $.40 per mile, whichever is
greater.
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NOTE: |
If the mileage
exceeds the monthly charge shown in 1 and 2 above, the higher charge
will be assessed. Example: A new sedan is driven 1,500 miles in one
month 1,500 x 32¢ = $480.00. This rate will be charged to the user as
it is higher than the monthly rate of $320.00
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C.
Light trucks (1/2 ton and less) -- $260.15 per month, plus $.43
per mile over 350 miles per month, with additional charges for additional
equipment.
D.
Heavy trucks (more than 1/2 ton) -- Monthly charges determined on
a case by case basis.
E.
Police Squad Cars -- $.51 per mile, Toyota Prius Squad - $.395 per
mile.
VIII.
Cancellation Fees
A
cancellation fee, equal to the minimum charge for the requested vehicle
type, will be charged to a department or organization if a previously
requested and approved vehicle request is canceled after the following
deadlines:
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Cancellation Deadline |
Late
Cancellation Fees |
|
Sedans |
4:30 p.m., the
business day before the trip |
Equal to minimum charge |
|
Mini-vans |
4:30 p.m., the
second business day before the trip |
Equal to minimum charge |
|
Vans |
4:30 p.m., the
second business day before the trip |
Equal to minimum charge |
|
Buses |
48 hours before
the trip |
Equal to minimum charge |
A
vehicle not picked up within two hours of the assigned time will be
cancelled and charged late cancellation fees.
IX.
Expenses Incurred While Driving a University
Automobile:
A.
When a university vehicle is outside of the DeKalb area and it is
impossible to obtain the necessary gasoline, oil, and services at the
university garage, the driver should use the Wright Express credit cards.
1.
A Wright Express Vehicle Equipment Credit Card is available in
each vehicle. It is kept in the glove compartment.
2.
Oil company credit cards will be issued on an as needed basis.
These cards should be used if the Wright Express Credit Card is rejected.
3.
Retain all oil company charge tickets and turn them in to the
Transportation Office with the #4 copy of the Request for Transportation
upon completion of your trip.
4.
On those rare occasions when it is necessary to purchase gasoline
with cash, a receipt should be obtained at the time of purchase and
submitted for reimbursement at the time the vehicle is returned to
Transportation. Transportation departmental funds will be the source of
the reimbursement. This type of reimbursement should not be included
on your travel voucher.
B.
If a university automobile develops mechanical trouble while on an
out-of-town trip, the following procedures should be followed:
1.
If the repairs are under $100.00, the driver may arrange to have
the repair made. The driver should use the Wright Express Credit Card
whenever possible. If it becomes necessary to use an alternative form of
payment, a receipt should be obtained at the time of service and
submitted for reimbursement when the vehicle is returned to
Transportation.
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