Physical Plant

University Vehicles

Indiana University Southeast maintains two University owned automobiles for employee use on University business only. Mileage and fuel costs must be charged to a specific account. In general, vehicles will be reserved for use on a first come, first served basis, without regard to destination or duration of the trip.

Arrangements for the use of these automobiles can be made by submitting your information through the on-line rental form. If you have any questions please contact the Physical Plant office at (812) 941-2330. Once a reservation is confirmed, it shall take preference over other users. Vehicles must be reserved at and returned to the Physical Plant Office. Each person driving a university vehicle must be an eligible University employee and have a valid operator's license. The driver is expected to replace fuel using the credit card provided and to see that the vehicle is returned to its regular parking place in as good a condition as it was when received.

IU Southeast has an agreement with a local vehicle rental agency to provide 7-passenger or cargo vans, as well as box/moving trucks, for use by employees on University business. Van or truck charges and fuel must also be charged back to a specific account. Arrangements for the use of these automobiles can be made through the on-line rental form.  If you have any questions please contact the Physical Plant office at (812) 941-2330.

University fleet and/or rental agency vehicles are available to faculty and staff for use on official University travel and are billed to the department’s individual accounts. All drivers must fill out an authorization form for motor vehicle records check in order to secure a vehicle. This form can be obtained from the University Police Department, or on-line at: https://rmweb.indiana.edu/ORM/secure/MVR/FirstStepSubmit.cfm

Daily rental rates include all service within the continental United States. Vehicle rates do not include fuel. All accidents must be reported immediately or as soon as possible to the Physical Plant. Risk Management administrators will contact the appropriate parties.

Approved Daily Vehicle Rates (Effective July 1, 2006)

Reservations

Daily rental reservations may be requested by calling (812) 941-2330, or by filling out the online form. The following information is needed: date and time required, date and time of return, destination, type of vehicle needed, driver name, and account to be charged. In the event the Physical Plant does not have a vehicle available, arrangements will be made with a local rental agency at the standard rate of 38¢ per mile.

Late Returns or Cancellations

Cancellations must be made before noon of the day before travel to avoid a minimum charge. A minimum charge will be accessed for late returns if prior notice is not given. Vehicle charges are computed on a daily basis.

Office Hours

The Physical Plant office is open from 8 a.m. to 5 p.m., Monday through Friday. Vehicles may be released during any of these hours. Vehicle keys may be picked up in advance if the travel is scheduled to begin at a time Physical Plant personnel are not available.

Less than Four Hours Use

For use of a vehicle for less than four hours and less than 50 miles, the minimum charge will apply.

Seat Belt Use

Indiana University Southeast policy requires the use of passenger restraints in all vehicles in which they are provided.  Vehicles are also equipped with passenger, driver, and side air bags, but these are NOT substitutes for lap and shoulder belts.  Be SAFE … BUCKLE UP!

Smoking in Vehicles

Drivers and passengers are prohibited from smoking in University vehicles.  Violations may be subject to discipline and additional clean up charges by the Physical Plant.  There will be a $75 detail fee for smoking, ashes, burnt holes, stains, pet hair or trash.

Fuel

Vehicle rates do not include fuel. Fuel cards will be available from the Physical Plant for use on all university fleet and/or rental agency vehicles. There will be an additional $10 charge for any vehicle that is not filled up prior to its return. Gas receipts must be returned with fuel card.