Vehicle Use

Information

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Welcome to the University of Wyoming, Fleet Services, and Car Rental Services. All of us here appreciate your business. If there is anything that we may do to make your driving experience more pleasurable, please do not hesitate to let us know.

Please know that as an operator of a University vehicle, you are required to know, understand and adhere to all the policies herein. To view each policy separately, Scroll down below to look through all policies.

REMINDER: Per the Official University Vehicle Policy, anyone who wishes to drive a University, personal or rental vehicle on UW business must complete the Motor Vehicle Record (MVR) process in order to be in compliance with the policy. Please visit the University's Risk Management website (http://www.uwyo.edu/risk-management/), UW Official Vehicle Use Policy Information, Instructions and Forms, to complete the MVR process.

Your Fleet Commander profile will be updated as soon as you're information is received and you will be good-to-go!

 (Ref: University Official Vehicle Policy and Wyoming State Title 31)

Policy

Use Authorization

Requirements of Operator

Responsibilities of Operator

Cancellations

Picking Up Vehicles

Returning Vehicles

Road Repairs

Accident Reporting

Towing and Service Charges

Insurance



Use Authorization

Please review the University Official Vehicle Policy for Use Authorization.

Domestic and non-domestic animals are not allowed in the vehicles with the exception of seeing-eye, hearing-ear, and service dogs. (Please indicate a special vehicle requirement when making the reservation, of the need to transport one of these dogs.) Caged research animals may be transported in cargo vans only. These vans are not available through Car Rental Services.

No objects are to be placed, mounted, or tied to the outside of any car Car Rental Service vehicle.

Towing of trailers with Car Rental Service vehicles must be pre-approved. Be sure to let the Car Rental Service Staff know your needs so that you can be put in the proper vehicle.

Smoking is strictly prohibited in all UW Car Rental Service vehicles.


Requirements of Operator

All drivers of Car Rental Service vehicles must possess a valid U.S. driver's license and have a current MVR on file. For insurance purposes, the Car Rental Service office must have on file a list of all persons who will be operating rental vehicles. This must include the driver's name, license number, state of issue, expiration date of license, and driver's date of birth.

REMINDER: Per the Official University Vehicle Policy, anyone who wishes to drive a University, personal or rental vehicle on UW business must complete the Motor Vehicle Record process in order to be in compliance with the policy.

Please visit the University's Risk Management website (http://www.uwyo.edu/risk-management/), UW Official Vehicle Use Policy Information, Instructions and Forms, to complete the MVR process.

Smoking is strictly prohibited in all UW Car Rental Service vehicles.


Responsibilities of Operator

The operator of the vehicle has, but is not limited to, the following responsibilities:

  • Safe operation and security of the vehicle until it has been returned to Car Rental Services.
  • Strict adherence to all traffic and parking laws. A practice of road courtesy at all times. You will be responsible for any traffic and or parking violation.
  • Safety belts are to be worn by all occupants of the vehicle at all times the vehicle is in motion. The driver is responsible for ensuring that all occupants comply with this requirement!
  • Vehicle damage resulting from abuse is subject to payment by the driver's department (or organization).
  • No vehicle expenses are to be incurred without prior approval of Fleet Services (307-766-3349). If repairs are authorized, all parts and/or tires removed from the vehicle must be returned to the Fleet Services Auto Shop.
  • Help us, help you:In making sure we have a quality vehicle for you to drive, we ask that everyone report any and all mechanical defects upon return of their car pool vehicle.

Smoking is strictly prohibited in all UW Car Rental Service vehicles.


Cancellations

  • Cancellations must be made at least 24 hours in advance or a cancellation fee of One Day Rental Fee will be assessed to the appropriate department. Cancellations must be made via the Car Rental Services web site or by phone. (Last minute cancellations due to bad weather/road closures will be accepted without charge.)
  • Cancellations after the 24 hr prior notice will need to be either emailed or called into Car Rental Services at 307-766-3229 or Fleet@uwyo.edu. Cancellation fee will be applied of a 1 day rental fee for that type of vehicle.
  • Note- making notes on a reservation will not be counted as a cancellation as we do not receive notices of these notes.

Picking Up Vehicles

UW Car Rental Services vehicles can be picked up from 7:30am - 5:00pm (Mon-Fri) during the academic year and 7:30am - 4:30pm during the summer. For special arrangements please contact Car Rental Services.  If you need to pick-up early due to a meeting scheduled between 4:00 pm - 5:00 pm, put in the 'Comment' section "Pick-up needed prior to close." If you need to pick-up on a Friday for an early Monday morning departure, please put in the 'Comment' section "Need to pick-up Friday due to an early Monday morning departure." If it is the day before or the day of, please contact Car Rental Services to make arrangements.

If a vehicle is not picked up & prior cancellation was not received, a One Day Rental Fee will be assessed to the appropriate department. The Car Rental Services Office is closed on all designated holidays and weekends.

If someone other than the Driver or Requester is picking up your requested vehicle, you must either put their name in the 'Comment' section stating that they will be picking up or call Car Rental Services.  


Returning Vehicles

Returning vehicles late without notifying the Car Rental Service staff will result in additional daily charges being billed to the appropriate department. Contact Car Rental Services office if risk of returning the vehicle on time is imminent.

Keys must be in the drop box before 6:30 am and the Department will not get charged for the day. If they are dropped off any time after 6:30 am there is a daily charge that applies. 

The returned vehicle should be free of trash or excessive debris. Vehicles that are returned extremely dirty, have pet hair, or smell of smoke (tobacco/E-cigarettes), will be subject to a cleaning fee of $150.00 or the total cost of the bill if taken to an outside detail shop.

Please make sure vehicle is locked, all lights and accessories are turned off. Return keys to the Car Rental Service Office during normal business hours or the Key Drop Off Box located at the Garage Door Entrance of Fleet Services after business hours, weekends and holidays. Replacement of Lost vehicle keys will be billed to drivers department.


Road Repairs

Tire or Mechanical Repairs of

Car Rental Service vehicles while traveling

Service Offered:
    UW Business Days, 7:30 a.m. 5:00 p.m. (academic year)

    7:30 a.m. 4:30 p.m. (summer)             

Procedure to follow:

If the UW rental vehicle you are operating experiences a flat tire or mechanical failure while in transit during the above hours, please proceed to the nearest dealer (if possible) and:

Call Fleet Services at 766-3349 (or)766-3573

Identify:

o Your name and department

o License plate number of the UW vehicle you are driving

o Location where you are

o Problem experienced

The proper personnel at Fleet Services will request to speak to the dealers shop manager/person in charge and will authorize work to be performed, and process for payment by Fleet Services. Invoices (original and copies) will be coordinated by Fleet Services.

After business hours:

If the breakdown occurs outside of business hours; please use alternative methods of payment (cash, personal check, or personal credit card) and bring the receipt/invoice to Fleet Services for reimbursement.

If the individual being reimbursed is not an established vendor in PISTOL, a Vendor Application Form will need to be filled out prior to reimbursement. The Vendor Application Form can be obtained by clicking the following link: http://www.uwyo.edu/procurement/vendor-application-form/

For repair costs under $500.00: Fleet Services will complete the required Accounts Payable Form with the individual signing as Claimant. Fleet Services Manager will sign as the Department Approver and forward to Accounts Payable with the original receipt/invoice. Accounts Payable will then cut a check to the individual for reimbursement.

For repair costs $500.00 and above: it is highly recommended that Fleet Services be contacted prior to having repairs made. If waiting for Fleet Services is not an option and repairs are made by the individual, a Purchase Order or Payment Request will be processed by Fleet Services for reimbursement.

If you have any further questions regarding reimbursement, please contact the Fleet Services Accounting Associate at 766-3334.

Please be sure to bring the Original Invoice to Fleet Services for processing.


Accident Reporting

University of Wyoming Automobile Accident/Incident Reporting Procedures.

Authorities: 911

Fleet Services: (307) 766-3229
U.W.P.D: (307) 766-5179
Risk Management: (307) 766- 5767

Accident Reporting Procedure

Anyone using, operating, or otherwise responsible for a University Vehicle who is involved in an accident resulting in damage to the vehicle and/or involved in an accident resulting in personal injury or private property damage shall follow these steps:

1.   Stop immediately.

2.   Take steps to prevent another accident at the scene.

3.   Dial 911 to call police/ambulance and other emergency vehicles.

4.   Do not move injured parties. Encourage all injured parties to seek medical attention.

5.   Notify Campus Police (UWPD) at (307) 766-5179 if on campus or call local police if the accident occurs outside of campus or outside of the Laramie area.

6.   If the vehicle is unsafe to operate, call Fleet Services at (307) 766-3229, during working hours to facilitate towing and vehicle replacement. After hours, call the UWPD, (307) 766-5179, for connection with the proper individual. This provision does not apply to Cowboy Joe Club, University Foundation or Department Courtesy Vehicles.

7.   Prompt reporting of claims is essential. All accidents should be reported immediately to the police. All accidents should be reported as soon as practicable, and within 10 days after the accident, to the Risk Management Department.  

8.   Do not make statements to anyone except police or the Risk Management Department. Do not sign any papers concerning responsibility.

9.   The Driver is responsible for obtaining contact and insurance information of the driver of any other vehicle involved in the accident. The Driver should record as much information as is available including name, license number, plate number, make, model, and year of the car, how the accident happened and information about any witnesses.

10. Notify your department head immediately.

11. The Driver is responsible for completing and returning any forms required by law in the jurisdiction where the accident occurred (such as the State Accident Report Form to the State Department of Motor Vehicles), as well as, the UW Risk Management Department Accident Report Form to Fleet Services. Both forms may be obtained at Fleet Services and the Driver has 10 days from date of accident to complete and submit these forms. Cowboy Joe Club, University Foundation and Departments with Courtesy Vehicles should submit their UW Risk Management Department form directly to the Risk Management Department.

12. Refer all questions from lawyers, the other party to the accident and others to the Risk Management Department or Office of General Counsel.


Towing & Other Service Charges

Towing and/or services charges incurred while using vehicles from Fleet Services (Car Rental Services) via through improper parking, negligent driving, or misuse of a University vehicle (Per the University Official Vehicle Policy), will result in the charges being paid by the department or individual if a sanction is issued. 

Insurance

All State University Car Rental Services vehicles are insured under a State University insurance policy. This insurance covers damage to car rental vehicles, liability for damage to other vehicles and property, and bodily injury to others from official use of a Car Rental vehicle.

Insurance cards are in each vehicle and are to remain in the vehicle at all times. In case of accident, refer to the card and accident reporting procedures card for directions on what to do . Accident reporting procedures are also listed above. 

University of Wyoming                                                                                    
14th & Lewis                                                                                                                
Laramie, WY

Car Rental Services 766-3229
Auto Shop 766-3349