MOTORPOOL INFORMATION

We have provided request form in MS Word format, which is located at the bottom of this page. We recommend you read through all of the information on this page before you download the form.

You may either print the form, fill it out and mail it to Campus Box 3, Attention Cassandra, or fax the form to 978-3184. You may also copy and paste into your e-mail program and send to motor.pool@wichita.edu. We are no longer accepting motorpool reservations by phone.

24-HOUR ADVANCE NOTICE IS REQUIRED FOR ALL RESERVATIONS.

Any Fax or e-mail requests received after 3:30 pm or on weekends or holidays will be processed the next business day, so please plan ahead.

Rates and Definitions

There is a $5.00 daily fee plus mileage:

Seat belt extenders are availablefor the 2007 Malibu's, 2006 Taurus', and the 12 passenger Dodge Vans. Request the seat belt extender when checking out the vehicle, and return the extender when you return the vehicle and turn in the pink reservation sheet.

Additional Fees

* Those who desire to drive a full-size van must successfully complete van training prior to reserving a van. Click here for further information.

Credit Cards

A Wright Express card is included for gasoline purchases. ALL receipts must be turned in when returning the vehicle.

Failure to provide required receipts may result in suspension of future University credit card and or vehicle use.

Vehicle Use

The person who picks up the vehicle must be the driver.

Vehicles must be refueled at the end of each trip, regardless of how may miles driven.

If a vehicle is dirty when you pick it up, please make a note on the pink reservation sheet. Neither the Physical Plant or the Police Department have the staff available to check vehicles between reservations, so we rely on users to report these conditions.

Start and end mileage MUST be recorded before and after each trip. The complete odometer reading should be recorded, not the trip odometer or the last few digits of the complete mileage.

Billing

Billing is handled through the Controller's Office.

Please contact either Kristi Wright at extension 3070 or Penny Post at extension 5828.

Policies and Procedures on the Use of State Vehicles

20.19 / Driving State Vehicles

Purpose:
The purpose of this statement is to set forth University policy with regard to the operation of state vehicles.

Preamble:
Kansas Administrative Regulation 1-17-2 states that state vehicles shall only be used for official state business and specifies certain requirements regarding who can operate a state vehicle. In addition, safety concerns dictate that other requirements be implemented relative to the use of state vehicles by employees of Wichita State University.

Policy Statement:

1. Usage and operation of state vehicles must be in compliance with applicable municipal, state and federal requirements and applicable University policies.

2. The driver of a state vehicle and any passengers in the vehicle must be engaged in official state business on behalf of Wichita State University.

3. Drivers of state vehicles must be full-time employees of the University, have a current appointment as a graduate assistant, or be employed as a Coach of a University sports club operating under the auspices of the Heskett Center.

4. Wichita State University students who are employed by the University and/or who are compensated by the state of Kansas/Wichita State University will also be permitted to drive state vehicles within Sedgwick County while engaged in official state business on behalf of the University. Additionally, the Dean of Students, upon advance consideration and review, may authorize a University student to operate and drive a state vehicle to attend a meeting of the Kansas Board of Regents.

5. Drivers of state vehicles must have a current operators license issued in the United States. The University reserves the right to conduct a drivers license check.

6. The person who picks up a state vehicle must be the driver of the state vehicle and may not turn the vehicle over to someone else. The driver will be responsible for the state vehicle and its passengers.

Implementation:
This policy shall be included in the WSU Policies and Procedures Manual and shared with appropriate constituencies of the University.

The Vice President for Administration and Finance shall have primary responsibility for publication, dissemination and implementation of this University policy.

Effective Date:
February 15, 2006

The policy on multi-passenger van use is as follows:

20.12 / Usage of Multi-Passenger Vans

Purpose:
The purpose of this statement is to set forth University policy with regard to the usage of multi-passenger vans for transportation of University employees and/or students off of and away from the campus of the University.

Preamble:
It is recognized that a multi-passenger van (hereinafter "Van" or "Vans") will often be the most effective means of transportation for certain activities and events involving University employees and/or students. This policy statement is intended to implement uniform standards of usage in an effort to maximize the safety of those utilizing the Van.

Policy Statement:

1. All Van usage must be in compliance with applicable municipal, state and federal requirements and applicable University policies.

2. Van drivers must be full-time employees of the University, have an appointment as a graduate assistant, or be employed as a Coach of a University sports club operating under the auspices of the Heskett Center.

3. Van drivers must complete training/safety class[es] provided through the University Police Department prior to the operation of a Van.

4. No driver should operate a Van more than ten hours in any twenty-four period. The Van driver must take a mandatory thirty minute rest break every four hours.

5. The Van driver will be personally responsible for any and all traffic or parking citations, tickets or fines received while operating a Van.

6. All occupants of the Van must use a seat belt at all times of operation.

7. No Van will be used to transport or carry more than twelve passengers (including the driver) at any one time.

8. A Van may only be used when the final destination is within seven hundred miles of Wichita.

9. No Van may be used to tow a trailer.

10. No luggage may be stored on top of a Van.

11. This policy is applicable to the usage of all Vans, whether owned, rented or leased by the University.

Implementation:
This policy shall be included in the WSU Policies and Procedures Manual and shared with appropriate constituencies of the University.

The Vice President for Administration and Finance shall have primary responsibility for publication, dissemination and implementation of this University policy.

Effective Date:
June 19, 2001

Revision Date:
August 7, 2001
January 25, 2005
February 15, 2006

11.08 / Smoking

Purpose:
To provide regulations concerning no smoking in campus buildings and University vehicles.

Policy Statement:
It is the policy of Wichita State University to prohibit smoking in all areas of all campus buildings including residence halls (except for designated smoking rooms), public areas, stadia, and Charles KochArena (except for designated smoking areas). Smoking is also prohibited in University owned vehicles. (emphasis added)

Implementation:
The Director of Facilities Planning is responsible for assuring all areas are in compliance with this policy relating to buildings. The Chief of University Police is responsible for assuring compliance with this policy relating to University vehicles and the Director of Housing is responsible for assuring compliance with the policy for residence halls.

The Director of Physical Plant shall assure that ashtrays and/or smoking receptacles will be limited to outside of University buildings.

Complaints about policy violation should be submitted to the complainant's budget or budget review officer for resolution.

Revision Date:
October 13, 2003

STATE VEHICLE REQUEST FORM (Word Document)