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Transportation and Vehicle Use Policy

Vehicle Request Procedures

The Vehicle Reservation system is in e-Services under the Business e-Services section.  Choose the option Vehicle Rental Request.  Please use this link to make any vehicle reservations.  Any questions, please contact David Little 765-658-4907 or


PURPOSE:  The goals and objectives of DePauw University’s transportation program are based upon, and supportive of, the academic, cultural and social events both on and off campus and designed to assist the offices and educational departments in the performance of their University responsibilities.

University owned vehicles and rented vehicles are for OFFICIAL UNIVERSITY BUSINESS and/or CLASSROOM-RELATED ACTIVITIES to transport academic teams, athletic teams, student organizations, individual students and employees traveling to sanctioned events.  Vehicles are not provided to anyone for personal trips of any type.

The following POLICIES are to be observed.

Eligibility for Use

  1. Rented vehicles are only for OFFICIAL UNIVERSITY BUSINESS and sanctioned events approved by an administrator, and/or vice president of the University.  Use of the rented vehicle for any personal purpose is specifically prohibited.
  2. All drivers of rented vehicles must be legally licensed and age 18 or older (except for 12-passenger van, and must be 21 years of age or older). The license can not be under suspension or revocation.  The driver must not have ever been convicted of operating a motor vehicle while under the influence of alcohol or drugs.
  3. New employees are required to have an MVR check of his/her driver’s license before being eligible to drive rented vehicles.
  4. The driver can be held responsible for damages if he/she is grossly negligent.  The department will be responsible for damages not covered by insurance, and the insurance deductible.
  5. Only the assigned driver or other authorized drivers will be allowed to operate DePauw University owned or rented vehicles.
  6. Student use guidelines for rented vehicles:
    1. age 18 or older (except for 12-passenger van, and must be 21 years of age or older)
    2. Vehicle use must be for an organization-sponsored activity which falls within the normal range of activity for that group.
    3. Vehicles may not be used by individuals acting on their own or for quasi-official activities.
    4. A staff or faculty member who is the sponsor of the student organization and who normally signs expenditure requests for the student organization must approve all requests for vehicles and provide the qualified driver name.
    5. If the staff or faculty member coordinating the vehicle reservation is in doubt as to whether the above criteria are being met, approval should be secured from either a vice president or administrative officer of the University.
    6. All students or graduate assistants driving rented vehicles must hold a valid driver’s license, be age 18 or older (except for 12-passenger van, and must be 21 years of age or older) and provide a copy of their license to the office of the Director of Business Services annually.  He/She also must have successfully completed the Defensive Driving Course offered through the Office of Public Safety.  This course is required to become an eligible driver and to meet insurance guidelines.  The use of alcohol and drugs are prohibited for both the driver and passenger(s) while operating a University owned or rented vehicle for University business.  Drivers are expected to comply with all traffic laws and regulations.  Fines incurred are not reimbursable by the University.  Accidents or damages resulting from the mishandling of the vehicle may be considered cause for withdrawing an individual’s driving privileges of University owned or rented vehicles.  Failure to report an accident will be cause for the immediate withdrawal of the individual’s eligibility to drive University owned or rented vehicles.
  7. The Director of Business Services and/or the Insurance Company reserves the right to limit or deny driving privileges to any student and/or employee at anytime based upon traffic accidents, and/or their MVR information.


Rented Vehicles

  1. Rented vehicles are reserved through the office of the Director of Business Services.  Reservations must be made by the faculty or staff sponsor – not a student.
  2. Twenty-four (24) hour notice is to be given when requesting a rented vehicle.  Notify the office of the Director of Business Services of any cancellations as soon as possible.
  3. DePauw’s contracted rental agency is Enterprise Rent-A-Car/National Car Rental.  To reserve a rental vehicle, please use the e-Services link Vehicle Rental Request.  The quoted daily rate begins at the designated pick up time.  Twenty-four hours constitutes (1) day’s rental.  Vehicles that are not picked up after being reserved will still be billed to the office/department, or student organization as originally rented UNLESS 24-hours notice of cancellation is provided.  Vehicles are to be picked up and returned to the University Service Center, and you may park your personal vehicle on theServiceCenter lot.  (Be sure your vehicle is locked.) Commercial cards for auto services are available upon request and at the time you pick up the keys and the paperwork for your business trip.  Any excess charges incurred by the University during the use of a rental vehicle will become the financial responsibility of the driver, and charged to him/her personally.
  4. Rental vehicles are charged per day, based on the type of vehicle reserved.  The following Base Rental Charges will be in effect for DePauw University (Customer  # XZ08127).  Please see base rental rate schedule below.


Vehicle Class

Daily Rates








Standard size



Full Size












Standard Size SUV



Full Size SUV



Premium SUV



Standard/Full Size Truck



Cargo Van



12 Passenger Van






  1. It is your responsibility to always check the vehicle’s interior/exterior condition BEFORE accepting the rental.  Drivers should check for obvious defects before driving the vehicle, and if necessary, request another vehicle if they deem the first vehicle unsafe.
  2. Insurance – Please call ext. 4184 with questions about insurance coverage.
    1.          In-state Vehicle Rentals
      1. DePauw University elects to purchase Collision Damage Waiver (CDW) coverage from Enterprise Rent-A-Car at a daily rate of $5.00 for all business rentals within the state of Indiana.  The CDW coverage provides for the full value of the rented vehicle with $0 deductible, no expensive repair costs, and no charges for loss of use.  Accordingly, DePauw University employees should not purchase CDW coverage, if offered by the rental company.
      2. Personal Accident Insurance (PAI) and Supplemental Liability Protection (SLP) are also available through Enterprise Rent-A-Car; however, DePauw University provides this coverage through its campus vehicles insurance policy.  Employees should not purchase CDW, PAI, or SLP insurance from Enterprise Rent-A-Car.
    2.            Out-of-state Vehicle Rentals
      1. Any employee traveling on University business and needing to rent a vehicle in another state or country are required to present his/her DePauw University commercial credit card to make a reservation.  The DePauw commercial credit card automatically provides CDW, PAI, and ALP insurance for the vehicle(s) while in the employee’s possession.  Employees should not accept or pay for additional insurance coverage offered by the rental agency.
  3. Personal Vehicle Rentals - Employees making personal leisure-related vehicle rentals utilizing this DePauw agreement are responsible for all insurance coverage and associated costs.


Personal Vehicle Use

  1.  Necessary turnpike tolls, parking fees and gasoline are reimbursable.
  2.  The mileage allowed is computed by the shortest reasonable route.  If longer routes or side trips are selected for personal reasons, the resulting extra mileage is to be eliminated from the Reimbursement of Personal Travel Expense Report.



  1. Weather Safety – It is the responsibility of the designated professional staff or faculty member to monitor weather forecasts and conditions related to the planned trip.  If the group has already left campus and adverse weather conditions develop while traveling, the sponsor is to take appropriate action to ensure the safety of the travelers and vehicle.
  2. When there are multiple vehicles being used for group travel:
    1. In the event that multiple vehicles are being used to transport a group outside of the State ofIndiana, there is to be a staff or faculty person traveling with the group and riding in one of the vehicles.  That person should have a University commercial card for food, housing or alternate transportation.  Contact the Accounting Office or your Department to obtain a commercial card for this purpose and to be authorized to use it in the event of unsafe driving conditions or that the length/hours of the trip are beyond those recommended for safety.  Also, a list of pre-determined emergency exits should be established and kept in each vehicle, as well as a copy left with the appropriate office on campus.
    2. Each office/department is to provide an accident/breakdown checklist in each vehicle.  Other telephone numbers to be included on the list should be Roadside Assistance, Rental Agency’s Office, Office of the Director of Business Services, and the DePauw Office of Public Safety.
  3. All drivers and passengers are required to wear seatbelts at all times.
  4. It is advised to have a cellular phone and a first-aid kit in each vehicle.
  5. Trailer towing, roof cargo carriers and the storage of anything on a vehicle’s roof are prohibited.  When luggage or cargo is carried inside the vehicle, it is to be properly secured for travel.
  6. There should be at least two approved drivers to share the driving responsibilities on extended trips.  A driver should not drive more than six consecutive hours without switching drivers or taking an extended rest.  If the driver at rest feels the person operating the vehicle is not in a condition to be driving, then he/she should immediately take over.
  7. Complete a travel itinerary before departing on a road trip.  The itinerary should include all members of the travel party, dates of trip, destination, phone numbers of the host contact, lodging site and cell phone.  Leave a copy with your office and the Office of Public Safety.
  8. Accident Reporting Procedure
    1. DePauw owned vehicles are to have an insurance card kept in the vehicle.
    2. Never leave the scene of an accident no matter which party is at fault.
    3. Make every attempt to contact the local police authorities.
    4. Take the following actions when there are injuries to persons and/or damage to other vehicles or property:
      1. If possible, move the vehicle to a safe location out of traffic flow.  Call for medical service if anyone is hurt.
      2. In the event that the vehicle would need to be towed, you should try to have it moved to a reputable dealership or garage whenever possible.
      3. Secure the names and addresses of drivers and occupants of any vehicles involved.  Also, secure the operator’s license number, insurance company name and policy number, as well as the names and addresses of injured persons and witnesses.  Do not discuss fault with, or sign anything for anyone except a police officer, or a representative of DePauw’s insurance company.
      4. Immediately notify the office of the Director of Business Services at (765) 658-4907.  If it is after business hours, or on the weekend, contact the Office of Public Safety at (765) 658-5555.
      5. If any injuries are involved and the Director of Business Services office is closed, contact your supervisor immediately.
      6. You will be contacted by the Director of Business Services Office to advise you about arranging for repairs to the vehicle.  Do not have the vehicle repaired until you receive authorization from either the office of the Director of Business Services, or the insurance company.
      7. If you did not witness the damage to the vehicle, you must notify the local police department immediately.
      8. Send a copy of the police report along with a memo outlining any additional information to the Director of Business Services.
  9. Important Safety Considerations
    1. Only drive vehicles that you are familiar with and feel comfortable operating.
    2.  Become familiar with the vehicle’s equipment BEFORE starting on a trip (lights, cruise control, heating/cooling system, gauges, mirrors, etc.)
    3. Always remove ice, frost, snow from windows so as not to impair your vision.
    4. The driver and all occupants are required to wear safety belts when the vehicle is in operation or while riding in a vehicle.  The driver is responsible for ensuring passengers wear their safety belts.  Children are required to be secured in a DOT approved child safety seat until the age of eight.
    5. Never operate a vehicle at any time when your ability to do so is impaired, affected, influenced by alcohol, illegal drugs, prescribed or over-the-counter medication, illness, fatigue or injury.
    6. Carry a VALID driver’s license on your person at all times.
    7. Drivers must abide by all Federal, State and local motor vehicle regulations, laws and ordinances.
    8. Never pick up hitchhikers.
    9. Do not use any radar detector, laser detector or similar devices.
    10. Do not push or pull another vehicle or tow a trailer.
    11. Never transport flammable liquids or gasses unless a DOT or Underwriter Laboratories approved container is used, and only then in limited quantities.
    12. Never assist disabled motorists or accident victims beyond your level of medical expertise.  If a driver is unable to provide the proper medical care, he/she must restrict his/her assistance to calling the proper authorities.  Your safety and well being are to be protected at all times.
    13. The University discourages eating and drinking in vehicles for safety reasons.