Vehicle Use

Frequently Asked Questions

• Who is able to use state owned vehicles?
  • Faculty
  • Staff
  • Students (limited us)
  • Authorized Volunteers

  SUNY Plattsburgh Policy #5014- Fleet Management

• What is considered 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

• What do I need to do before I can drive a state-owned vehicle?

  The following must be completed prior to travel:

  • 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.
  • 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.

  LENS Release Form

• What information is needed on the vehicle request form?

  Please ensure all drivers and the department supervisor or chair have signed the form (see below). In traveling out of state, a vice president or dean must also sign

  State Vehicle Request Form

• Are there any 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.

• What if there is an accident while operating or using a state vehicle?

  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

• How do I fuel a vehicle?

  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.

• Who do I contact if I left something 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.

• Are there limitations to how far I can travel?

  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.

• How do I reserve a vehicle?

  Reserve a vehicle by completing the following steps:

  1. Become Eligible to Drive A State Vehicle –
     • 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.
     • 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.
  2. 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].
  3. Confirmation – A confirmation of approval or denial of the reservation will be sent to you from maintenance and operations.

  LENS Release Form

  State Vehicle Request Form