Long and Short-term Vehicle Assignments | Travel Service | SIU

Long-term Assigned Vehicles

Long-term assigned vehicles are made for periods of one year based on the University fiscal year.  Annual justification is required for long-term vehicle assignments, which are under continual review.

Long-term assignment requests should include the following justification:

• purpose the vehicle is needed
• personnel who will be operating the vehicle
• time period vehicle is needed
• account number and account title vehicle charges are to be billed
• why transportation needs can not be met by other means, estimated monthly mileage
• fiscal officer signature
• campus parking lot where vehicle will be housed when not in use

All long-term assigned vehicles require the fiscal officer to submit monthly mileage reports and provide additional information as requested by Travel Service.

If the department no longer requires a long-term assigned vehicle, its assignment will be cancelled and the vehicle must be returned to Travel Service.

Short-term Assigned Vehicles

Short-term vehicle assignments are made for over 30 days and less than one year. The same vehicle justification process that is reguired for a long-term assignment is required for short-term vehicle requests.

Commercially Leased Vehicles

Vehicles will be leased from commercial sources only in emergencies or for programs of paramount importance to the University when no other University vehicles are available.

The procedure for scheduling a commercially leased vehicle is the same as scheduling vehicles from the daily moto pool.

Vehicles leased from commercial sources by Travel Service are governed by all general policies that regulate the operation of University vehicles.

MAINTENANCE: Labor for routine maintenance is included.  Fuel, oil, and washes are the responsibility of the department.

MONTHLY MILEAGE REPORTS: Reports are sent to the vehicle contact/Fiscal Officer each month. These reports provide departments with maintenance information. The reports must be completed and returned to Travel Service each month or vehicle use could be revoked.

INSURANCE:  Above rates for University vehicles include insurance.  Departments are responsible for the $1,000.00 deductible per accident. Accidents and/or damage must be reported to Travel Service within forty-eight hours.  Departments could be liable for all repairs if an accident isn't reported properly and in a timely manner.