Valley City State University

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Valley City State University
State Fleet Vehicle Usage

• Policies and procedures for reserving and using
  state vehicles for VCSU faculty, staff, and
  students.
• Created 05/04, updated 09/04

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Reserving a vehicle

• VCSU Vehicle Request form
• Found online at http//www.vcsu.edu/facilitiesserv
  ices
• Or at the Facilities Services office
• Complete and email to facilty.services_at_vcsu.edu
  or drop off at the Facilities Services office
• List all student passengers on the form

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Reserving a vehicle cont.

• If you are reserving a vehicle for student use
  please fill out the Student Request form.
• Facilities Services encourages student drivers to
  read through this powerpoint.

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Vehicle Schedule

• The vehicle schedule is available on the H drive
• Office public
• Facilities Services folder
• V_schedule folder
• Master Schedule

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Vehicles for students

• If students are driving on the trip, fill out the
  Student Request form in addition to a request
  form. http//www.vcsu.edu/facilitiesservices
• All students on the trip must be listed.
• If staff/faculty are on the trip they are
  required to drive.

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Key pickup

• Vehicle garage keys are available at the
  Facilities Services office

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VCSU Garage

• Vehicles are at the VCSU garage
• State employees can park their vehicles in the
  garage when using a state vehicle.
• Must park in spot of vehicle using

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Check out

• Fill out the check out form
• Vehicle
• Odometer reading
• Name
• Department
• Time/Date

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Fueling

• Gasoline/diesel fuel is available from state fuel
  sites. These sites are available for use 24
  hours a day, seven days a week, with an automated
  fuel dispensing system (AFDS).

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Fueling

• The DOT fuel pumps are located on the Kathryn
  road, South of Valley City. (Second right after
  underpass)

VCSU
Garage
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Gas card

• North Dakota uses Voyager gas cards
• All state fleet motor vehicles have an assigned
  vehicle credit card, which allows you to fill
  fuel at state fleet fuel locations.
• Insert and remove card (magnetic strip down and
  to the right).
• Enter your PIN Key (cards are vehicle specific).
  Press enter.
• Enter the odometer reading and press enter. For
  trucks and buses, key in the hour meter and press
  enter.
• Select the dispenser, press enter, and begin
  fueling.
• If there is an error, try the card again. If the
  card does not work, contact Facilities Services.

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Gas card

• The gas card may be used to purchase fuel, oil,
  wash, and other motor vehicle repairs from a
  commercial outlet when a state fleet facility is
  not available. Operators are to use
  self-service.
• Verify that the station accepts the credit card.
• Try to use major name brand stations.
• Actual prompting at a retail facility will depend
  upon the card-scanning software available at the
  station.
• Ask the attendant to scan the card as a FLEET
  CARD. If the retail facility is capturing the
  maximum amount of fueling information, the driver
  will be prompted for the following DRIVER NUMBER
  Key in the assigned PIN number. ODOMETER Key
  in odometer or hour meter reading. If the retail
  facility does not get a prompt for driver number
  and odometer, the fueling transaction is still
  captured. State fleet will not require a copy of
  the gas receipt, if it is gas only.

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Gas card

• Operators are encouraged to use DOT pumps as much
  as possible.
• Do not fill up at local gas stations unless
  absolutely necessary.

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Gas card

• The Voyage gas card does NOT work in Canada
• If you travel to Canada, stop at the Facilities
  Services office for a different card.

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Check in procedure

• Drivers MUST fill-up the vehicle after every use,
  regardless of their job or gas use.
• Fill-out the check out form with ending miles,
  time, and date
• Clean out car, take all personal belongings out
• Drop keys in the key box in the garage

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Accidents/Problems

• Report all accidents, even minor ones to
  Facilities Services immediately.
• Complete state form SFN 51301
• Report any vehicle problems to Facilities Services

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State policies

• Person must have valid drivers license.

• Only state employees and students in the vehicle
• Spouses, children, animals or hitchhikers may not
  ride in the vehicle

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State policies

• Operators must obey and comply with all traffic
  laws and regulations.
• Operators will pay all fines or parking fees
  issued.

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State policies

• State vehicles are for state business only.
• Do not take vehicle to personal residences for
  overnight parking.
• Smoking is prohibited in all state vehicles.
• Drivers must fill-up and clean the vehicle after
  each use, regardless of their job or gas use.

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State policies

• All occupants MUST wear their seatbelt properly.
• All faculty and staff need to attend Defensive
  Driving every 4 years.

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Cleaning the car

• There is a car wash code on the cards in the
  glove compartment. Use the car wash code at
  Johns I-94.
• Please keep the cars clean, they represent VCSU
  and North Dakota.

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Questions

• If you have any questions contact Facilities
  Services at [phone] or 3-7705.
• Click here to complete the training.