Vehicle Fleet Use Policy

Fleet vehicles are available for university business and approved university related activities. Permanent employees are eligible to make vehicle reservations for their departments. 

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. 

Authorized Driver List:

The Fleet Manager (Business Office/Mail Room) maintains the list of drivers authorized to operate EMU vehicles. 

Each department will be asked to provide or confirm a list of staff, faculty and students who will be driving vehicles (EMU or outside rentals) on university business at the start of each semester.  This request will be sent biannually in August and January. Affiliates and student drivers should be included on the list when possible. Student drivers must state which department/organization or event/activity they will be driving for on their authorization forms. 

This process will help EMU maintain the authorized driver list and ensure all drivers are authorized prior to vehicle reservation requests, ensuring a quicker reservation process for departments. 

Additional drivers may be added to the authorization list later as needed.

To become an authorized driver: 

Employees and students requesting approval to drive must allow adequate time to complete all requirements before renting a vehicle. Beginning the authorization process at least two weeks before a vehicle is required is recommended. Requests for driver approval received less than two weeks in advance are not guaranteed to be approved in time for the reservation date. Vehicles will not be reserved for unauthorized drivers. 

Please contact Fleet Manager, Stephanie Landis (Mail Room) or fleet.vehicles@emu.edu with any questions.

 The following steps must be completed to be authorized to operate EMU vehicles, including golf carts:

1. Complete a Driver Registration Form and DMV.crd93 Form
2. Complete required online training course/s
3. Complete the Driver Acknowledgment form
4. Review and sign the Driver Safety Policy

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 cargo and 12-15 passenger vans:

1. Complete driver authorization process outlined above. 
2. Once authorization to drive is confirmed, instructions to set up van training with Campus Safety Manager, Wayne Martin, will be provided.
3. Complete required van training with Wayne Martin

12-15 passenger training & assessment must be completed every 3 years. All other driver requirements must be completed annually. 

Vehicle 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 Fleet Manager. Alternatively, the department may send a list of drivers for a reservation to fleet.vehicles@emu.edu so we can confirm the 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 Fleet 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.

Key Pick Up & Return:

Vehicle keys should be picked up on the designated date from the Mail Room (Alternate pick up location: Business Office.)  Failure to pick up keys on the designated date without prior notice may lead to cancellation of the reservation. Keys for weekend reservations must be picked up on the designated date (usually the Friday before by 4pm.) If the requestor does not pick up the keys on time for a weekend reservation, they are then responsible for finding alternative transportation.

Vehicle keys should be returned immediately using the key drop box located at the office entrance of Facilities Management, or to the Mail Room. A one day grace period will be given for key return. If keys are not returned one day after the reservation end date, the associated account will be charged $50 per day until the key is returned. 

If a vehicle key is lost the department or associated account will be charged for the cost of replacing the key.

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 late cancellation fee of $25.

Inclement Weather Policy:

EMU reserves the right to cancel vehicle reservations due to inclement weather. If there is a state-issued travel advisory in effect, or the EMU campus is closed, 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. 

Vehicle Damage Policy:

Drivers and/or departments will be responsible to cover costs of any interior damage to vehicles beyond normal wear, and external damage from attempting to attach or attaching anything to a vehicle.

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:

Departments will be charged the following rates for fleet vehicle use:  

• 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 Vehicle Fleet Team 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 vehicle keys are checked out but are not used during the reservation period (no mileage added to the vehicle.) 

Because of heavy scheduling, a $25 usage fee may be charged in addition to regular mileage charge if a vehicle is not returned at the scheduled time.  

In Case of Emergency:

Each vehicle has emergency information stored in the glovebox. This pouch includes 

• Roadside Assistance information
• Insurance card
• Accident Report Form and pen
• Vehicle registration

In addition, 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. Complete and return the Accident Report form to the Fleet Manager or Business Office as soon as possible after an accident. 

Drivers should follow these post-accident procedures taken from Travelers article What to Do if You’re in a Car Accident: 

1. If you are involved in a car accident, immediately take safety measures and turn on your hazard lights. Remaining stopped on a roadway can put you and others at risk of another accident. If it’s safe to do so and the vehicle is operable, move it off the roadway, if necessary. If you have reflective triangles or other safety devices in your vehicle, use them to help alert other motorists that there’s a stopped vehicle ahead. Be aware of oncoming vehicles before you place them on the edge of the roadway. Do not leave the scene. Even if you believe the accident is not your fault, it's important to gather key information in the event that you need to report the accident or file a claim. It may also be against the law to leave the scene.
2. Check on all involved in the accident if it is safe and you are able to do so.
3. Get help. Call 911 for help if there are injuries, a fire, a hit-and-run accident or any situation requiring emergency assistance. If the police come to the scene, make sure to note the police department jurisdiction (state versus a town, for example) and the officer’s name to help obtain a police report later, if necessary.
4. Exchange information with the other driver or drivers if it’s safe to do so. Make sure you’re in a safe location, away from the side of the road. Collect the contact information, as well as the license plate numbers, make, model and insurance companies and policy numbers of all the involved vehicles. You also may want to collect contact information of any witnesses to the accident.
5. Use your smartphone to take pictures of the accident scene and the involved vehicles if it’s safe to do so. (Consider that it's probably not a good idea to post them on social media.) You may also want to take a video of the accident scene. It can be helpful to document road conditions, weather and traffic control devices such as stop signs or lights.

Once you have secured all accident details, photos, and necessary information, report the accident to your supervisor, the Fleet Manager or Business Office and Human Resources. 

Source: What to Do if You're in a Car Accident | Travelers Insurance

Important contact info:

Fleet Manager: Stephanie Landis 540-432-4253 or fleet.vehicles@emu.edu (during business hours)

After hours/weekend emergency contact: Christina Harman  540-820-1610 (Cell)

Facilities Management (FM): 

David Robey 434-409-9821 (Cell)

Contact FM for vehicle maintenance/mechanical issues only. FM staff are only available during regular business hours.

Fleet Vehicle User Responsibilities:

Using EMU fleet vehicles is a privilege. Drivers and passengers are expected to be considerate and respectful in their use of EMU vehicles. This includes:

• Pick up and return vehicles on time.
• Wear seat belts and observe all traffic regulations (any infractions and subsequent fine payments are the responsibility of the user) 
• Report any problems with the vehicle to the Fleet Manager or Facilities Management as soon as possible.
• Report all accidents immediately.
• 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. Return snow brushes and scrapers to where they were found in the vehicle.
• Return vehicle with interior in clean condition. Check that all personal belongings and trash are removed from the vehicle.
• Return keys promptly at the end of the reservation period.
• Return vehicles with a full tank of gas to the Facilities Management lot. 
• Write ending mileage on the vehicle key tag at the end of your reservation period or take a photo and email it to fleet.vehicles@emu.edu 

Driver Responsibilities:

1. Drive Alert - It is important that all university drivers have knowledge of safe practices and are alert at all times behind  the wheel:  
   1. Do not attempt to drive if you need to sleep 
   2. Do not drive when taking medications or any substance that may impair driving ability
   3. Do not attempt to consume a meal while operating the vehicle (small snacks and beverages are permissible) 
   4. Constantly monitor changing conditions in the highway, traffic, and weather 
   5. Standards for Operation of EMU Vehicles prohibit use of electronic devices (including cellular phones) while operating an EMU-owned vehicle
2. Drive Defensively - There are three basic techniques that are vital for the defensive driver: 
   1. Recognition of the hazard - A hazard may be caused by another vehicle, may be mechanical in nature, or caused by existing road conditions 
   2. Understanding the defense - The most basic driving defenses are proper speed, following distance, and driver alertness 
   3. Acting in Time - If the hazard is recognized and the proper defensive course of action known, then steps can be taken to prevent emergency situations from arising
3. Drive Responsibly - The driver is the first line of defense against vehicular accidents. Drivers should: 
   1. Obey all laws and safety rules. Fines for moving violations and parking infractions are the responsibility of the driver. 
   2. Assume a safety-conscious attitude for all occupants of the vehicle
   3. Ensure that driver and all passengers use seat belts
   4. Observe common courtesy toward all other drivers and pedestrians 
   5. Remember that the operator's driving actions reflect on the university 

 For Van Drivers: 

• Allow no roof-loading 
• Ensure that driver and all passengers use seat belts 

Your cooperation in responsible-use of EMU fleet vehicles is appreciated.  

Updated 4/2025