A number of sedans, 7-passenger mini-vans, 15-passenger vans, cargo vans, and pickups are available to faculty and staff for official University business only.
Academic, administrative, civil service personnel, graduate assistants, and Board of Trustees members may request and drive University vehicles. Student employees are allowed to drive University vehicles if driving the vehicle is considered a requirement of the job and the trip is considered University business. All drivers must present a valid U. S. drivers license at the time of vehicle dispatch. Drivers of 15-passenger vans must be 21 years of age or older and successfully completed the Alert Driving training program prior to vehicle dispatch.
Temporary civil service employees are available to provide driving services for campus departments. To reserve a driver, submit a written request to Transportation Services. Transportation Services will contact the available pool of drivers. Because drivers are not full-time employees, driver availability is not guaranteed. Driver requests are encumbered in the department account. After the trip's completion, a journal entry occurs for the actual hours driven.
Vice presidential approval must be obtained prior to each trip for a student or non-University person to drive a University vehicle in a volunteer/non-employee role. Even when vice presidential approval is obtained, no insurance coverage is provided for non-University personnel.
To obtain vice presidential approval, submit a memo to the appropriate vice president with a copy to Transportation Services, along with an explanation outlining the benefit or need for a student to drive the vehicle or for a spouse or non-employee to ride in and/or drive the vehicle. Because of the extra steps necessary for travel of this nature, forms should be submitted at least two weeks prior to the trip. Once approval is obtained, follow the regular requisition process.
Any trip involving a student as a driver must include a faculty member, staff member or graduate assistant. It is preferable that a University employee drive whenever possible. Each trip requires a separate student driver authorization.
Travel by external organizations, such as annuitant associations, booster clubs, credit unions, fraternities and sororities, whose business and purpose is ancillary to the primary mission of the University, is not allowable. Purely recreational, social or entertainment-related trips are not allowable. It is not permissible for children to travel in University vehicles. Personal use of vehicles is not permitted (family members, etc.)
Vehicles may be requested by completing the online Vehicle Requisition Form. A separate request is required for each vehicle and trip requested. Trips requiring multiple vehicles are to list the individual driver of each vehicle. Trips requiring a relief driver are to list both drivers, primary driver listed first. The online form prints in the Transportation Services office.
Vehicles are scheduled for the current fiscal year as the requests are received in Transportation Services. Requests requiring travel dates in two fiscal years are encumbered and charged for the year the trip originated unless otherwise designated by the Accounting Department. Encumbrances do not occur if the request is received less than two days prior to the departure date of the trip.
Vehicles requested and dispatched to persons with headquarters at the WIU Quad Cities Campus are processed in the same way described above.
All vehicle requests are subject to availability. Copies of approved and denied vehicle requests will be returned to the requesting department. For approved requests, the pink copy is also returned to the department and should accompany the driver when picking up the vehicle.
Copies of denied requests are retained in Transportation Services for assignment if a cancellation occurs.
Cancellation and modifications to the original request are processed through Transportation Services. Forms, schedules, and logs are modified to reflect changes. When cancellations occur, requisition information and the amount of encumbrance are recorded on a cancellation form. The cancellation form is sent to the Accounting Office for processing so funds can be returned to the department's account.
All vehicles are dispatched from the Transportation Services Garage. Drivers should present their pink copy of the requisition just prior to the requested leave time. All drivers must present a valid U.S. driver's license at the time of dispatch. Transportation Services staff will check driver's licenses prior to dispatching every vehicle. Drivers without valid licenses will be unable to drive.
Drivers are required to initial as confirmation that the vehicle will be inspected by them prior to leaving the Transportation Services parking lot. The white copy of the requisition (trip sheet) and the vehicle key are then given to the driver. A refueling card will be issued when necessary.
Drivers are required to record the start and finish odometer readings on the trip sheet. Return the trip sheet, key, refueling card and any receipts to Transportation Services at the completion of the trip.
Transportation Services must be notified prior to any trip requiring multiple drivers. Passing keys between drivers is not permitted unless all of the drivers for the trip are listed on the requisition and all of the drivers present a valid drivers license at the time of vehicle dispatch.
It is the driver's responsibility to pick up the vehicle or vehicle keys during normal business hours. Public Safety personnel will not provide access to Transportation Services after hours to provide vehicle keys for scheduled trips.
Prior to starting the trip, record the starting odometer reading on the trip sheet and familiarize yourself with the vehicle's controls. Drivers must obey all traffic regulations. Smoking is not permitted in WIU vehicles. The transportation of alcohol or illegal drugs is not permitted in WIU vehicle. Operating WIU vehicles while taking prescription drugs that may interfere with driving ability is not permitted. The use of radar detecting devices is not permitted in WIU vehicles. Spouses or other non-university personnel are not permitted to ride in WIU vehicles without vice presidential approval for the trip. Transporting guest performers, clinicians, etc., is allowable.
Drivers should refuel at the Transportation Services facility whenever possible. When refueling a vehicle, please follow these important safety rules. Turn off the engine, do not smoke, do not use a cell phone, and do not re-enter the vehicle during refueling. The engine oil should be checked at every fuel stop. When using the WIU fuel credit card, always get a receipt. If cash or a personal credit card is used for gasoline or vehicle repairs, submit the receipt, payee’s name, address and WIU employee number to Transportation Services for reimbursement.
Vehicles are to be used solely within the scope of authorization. A driver may be personally liable for the cost of damages to other property if they are found to have been using a route that was not reasonably consistent with their stated destination. WIU vehicles are very visible to the public. The public will report any questionable driving, speeding, unauthorized use, etc. to Transportation Services. All complaints will be investigated.
The driver is responsible for all tickets, fines, violations, or citations incurred while the vehicle is assigned to them. Transportation Services will not assume responsibility for any unpaid tickets, fines, etc.
Avoid multi-level parking garages with large vans. There have been occasions when vans have become stuck due to low clearance, causing substantial expense to remove and repair.
During multi-day trips in the Macomb area, the vehicle must be parked overnight on WIU property.
If you require an emergency repair, drive or have the vehicle towed to a safe area away from traffic. If the repair is minor, such as a tire repair, charge the repair and/or towing to the fuel credit card, personal credit card, or pay cash. Submit the receipt to Transportation Services for reimbursement. If the vehicle has been towed and the repair is estimated to exceed $250, drivers must contact Transportation Services 309 298-1100 for authorization to proceed. After hours contact the WIU Office of Public Safety 309 298-1949. Without authorization, the driver may be held liable for the cost of the repair.
Contact information is also listed on a laminated card located in the vehicle glove box.
When returning the vehicle to the Transportation Services Garage, record the finish odometer reading on the trip sheet, close the windows and lock the vehicle. Please indicate any vehicle problems by writing a note on the trip sheet. Return the trip sheet, keys, credit card and receipts to the Transportation Services office. If returning after business hours, deposit these items in the slot on the Tranportation Service office door. Vehicles must be returned to Transportation Services by the scheduled date and time, regardless of the time of day.
After completion of the trip, the trip sheet is processed and forwarded to the Accounting office for charging. One copy is retained by Transportation Services as their record. The charged-completed trip sheets are returned to Transportation Services with a printout showing name of driver, date of trip, account charged, reference number, miles charged, and vehicle id number. Trip sheets are verified and filed according to date and vehicle ID number.
Transportation Services assumes no responsibility for items placed in a vehicle prior to, during a trip, or left in the vehicle at the completion of a trip. All items found during vehicle cleaning will be placed in a temporary “lost and found”.
Vehicles returned with damage or obvious signs of abuse will be evaluated per incident. The responsible department may be charged for repairs. Examples include extra cleaning, torn seats, scratches, dented fenders, etc.
Vehicles assigned to a faculty/staff member on a long term basis are to be used for University-related business only. The driver is responsible for the care and maintenance of the vehicle, which includes the following:
Monthly odometer readings must be submitted to the Transportation Services office.
Western Illinois University vehicles are covered by the State of Illinois Self-Insured Motor Vehicle Liability Plan. This liability plan provides very limited coverage. For more detailed information, contact the Vice President for Administrative Services office.
Liability insurance is provided only within the scope of the authorized travel. The primary driver listed on the vehicle requisition is responsible for the vehicle during the trip.
If an accident occurs, make sure all individuals receive medical attention. Secure the names and addresses of people involved, witnesses, and license numbers of other vehicles. Secure the names of the insurance companies for all vehicles involved in the accident. Follow the emergency calling procedures located in the vehicle's glove compartment.
If you are involved in an accident, regardless of how minor it may be, report it as soon as possible to Transportation Services personnel so the vehicle can be inspected. Damage is not always visible. Transportation Services must report all accidents to Risk Management/Auto Liability at CMS in Springfield, Il within 7-working days to insure payment if the WIU driver is at fault. If you are not able to present the accident report immediately, call the Vice President for Administrative Services office (309-298-1800) so the accident can be reported. Failure to comply may result in the driver or the department being liable for all damages. If the accident is the other driver's fault, the accident report is needed as soon as possible to begin the process of collecting payment for damages.