Vehicle Use

Please Review the Following Information

• College Business

  College business is any activity approved by an authorized college employee, or in connection with an approved class or college-organized activity, or that is required for performance of job functions, and that is consistent with and furthers the mission and operations of the college. Examples include, but are not limited to:

  • Course-related field trips
  • College educational programs, such as EOP or Adirondack Experience
  • Moving of equipment for events on campus, such as commencement.

  Learn more about what is considered college business by reading:

  SUNY Plattsburgh Policy #5014 – Fleet Management

  SUNY PLATTSBURGH POLICY #5015 – LENS

• Steps to Reserve a Vehicle

  Reserve a vehicle by completing the following steps.

  1. Obtain Authorization — To be eligible to drive a state-owned vehicle, you must first enroll in the License Event Notification System (LENS) with University Police three weeks prior to travel (see form below). There is no cost associated with this program. LENS Release Form
  2. Get Trained — Complete the campus approved van safety training program, if driving a passenger van. This training is provided by the Center for Student Involvement. Take the Van Certification Training & Quiz
  3. Paperwork — Complete the Vehicle Request Form. To ensure that the form is completed accurately, please:
     1. Include dates, times, etc.
     2. Include all driver's signatures and the supervisor of the requestor
     3. If traveling out of state, the dean or VP must also sign.
     4. Submit the form via fax to x5006 or by email to [email protected].
  4. Confirmation — A confirmation of approval or denial of the reservation will be sent to you from maintenance and operations.
• Fees Associated with Using a State-Owned Vehicle

  Department will be directly charged .70 cents a mile or $14.00 a day, per vehicle, whichever is greater. Travel cards may be used to purchase gas when campus fuel pumps are not available.

  Failure to pick up your reserved vehicle without appropriate notice will result in a $14.00 fee, per vehicle.

• In the Event of an Accident

  If you are involved in an accident while driving a state vehicle you must report it to:

  • the appropriate police agency,
  • University Police, and
  • the facilities office (located in the Service Complex).

  The driver of the vehicle is responsible for providing copies of police accident reports and filing a NYS MV104 Report with Facilities (see form below).

  Report of Motor Vehicle Accident MV-104

• Fuel

  There are two ways to fuel a vehicle:

  On campus: Located between the Service Building and Central Heating Plant on Sanborn Avenue, fuel pumps are available on campus. To fuel:

  1. Students and teachers enter their nine digit BANNER ID. All others, enter BANNER ID number listed on vehicle key case.
  2. Insert fuel key
  3. When prompted on LED screen, remove fuel key
  4. Enter the vehicle odometer reading (whole miles only)
  5. Enter fuel type:
     1. Gasoline
     2. Diesel
  6. Fuel the vehicle
  7. When the fuel nozzle is returned to the cradle,  your transaction will have ended

  Off-campus: This should be the method of last resort. State-issued Travel Cards or personal funds can be used to purchase fuel.

• If Something is Left in the Vehicle

  Please contact facilities if you believe you left something in a vehicle.

  Should an item be found, and facilities is unable to locate the owner, the item will be brought to University Police.

• Travel Limitations & Distance

  Housing and Residence Life are limited to travel within a 60-mile radius if they do not have an advisor accompanying them. An advisor must be a state employee but need not be a member of any particular department.

  Certain groups are not permitted to use the college’s fleet. See the Fleet Management Policy for further details and other requirements.