Vehicle Reservation Policy

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Reservation Information

Please refer to this information when you have questions about vehicle reservations. If you have additional questions or need clarification about any of our Facilities Services, call Suzie Wisdom at ext. 7198. Read the JBU Vehicle Driver Policy here

  • JBU Vehicle refers to any vehicle owned or rented by John Brown University for transportation purposes requested through the JBU Facilities Services Division.
  • All JBU fleet vehicles are located at the Facilities Services Building (FSB) parking lot, which is located behind Broadhurst Village at 900 Anderson Avenue.
  • To schedule a vehicle use the on-line Vehicle Request Form from Facilities Services.
  • JBU vehicles have been purchased for the general business travel (not personal or pleasure) of JBU employees. (It is cost effective to use JBU owned vehicles rather than personal vehicles whenever possible).
  • Department accounts will be charged for JBU vehicles, 38 cents per mile for Ford Focuses, 43 cents per mile for standard cars, 52 cents per mile for mini vans, and 58 cents per mile for 10-passenger vans. This includes the cost of fuel. Mileage rates may change to reflect the changes in fuel costs.
  • If a JBU vehicle is not available and a rental vehicle is not used while on JBU business, drivers may use a personal vehicle and be reimbursed by department at the approved IRS rate to cover gas and wear on the vehicle. In this case, the driver must carry automobile insurance as required by law.
  • If a JBU vehicle is not available for an employee for JBU business travel and the employee chooses to use a rental, Facilities Services may arrange for a rental vehicle. Drivers are responsible for the pickup and return of rented vehicles. The department will be charged the actual cost of the rental plus fuel. Rentals must be returned filled with gas. Drivers are responsible for complying with all rental requirements.
  • A JBU Visa Card is provided for each vehicle, specific to that vehicle. These cards must be used rather than the University Visa cards, personal credit cards or cash. Using the JBU Visa card saves approximately 19 percent. The cards are for fuel and necessary repairs only. JBU vehicles are to be returned filled with gas. All Visa fuel purchases require a receipt returned with the key packet for verification at the FSB office.
  • A Transportation Ticket is provided with the key packet. The beginning mileage is normally recorded prior to each trip. If it is not, record it on the ticket before departure. Record ending mileage upon return. Turn the Transportation Report, fuel receipt and key/card holder in to the FSB office. The yellow copy will be sent to you with mileage and fuel costs. If returning a vehicle after office hours, drop all items through the mail slot in the FSB office door.
  • Pike Passes are permanently installed in each vehicle. Please make sure they remain. Texas Toll Tags are available, but must be checked out and in. Please indicate on the Transportation Ticket how many trips were made for accurate toll charges.
  • JBU vehicles are cleaned and maintained regularly. If a problem is noted with the vehicle, or the vehicle has not been adequately prepared, please note the item on the Transportation Ticket for immediate and prompt attention. Vehicles must be returned with all personal items and/or trash removed.
  • Within the credit card/key packet is a laminated card listing emergency numbers for assistance if a problem occurs.
  • The vehicle is to remain in the FSB parking lot until the prearranged time for departure and returned to the FSB parking lot as scheduled. If keys to a vehicle must be picked up prior to the scheduled departure time, arrangements must be made in advance and picked up by the scheduled driver. If a vehicle cannot be returned on time, call the FSB office. It is important to be considerate of the next scheduled driver.
  • If a vehicle is scheduled for departure after office hours, call the security office (215-5000) to open the FSB office to obtain keys and paperwork.
  • Report any lost or stolen keys, credit cards, or pike pass immediately. There is a minimum charge of $25 for lost keys and pike passes.
  • Drivers must be at least 18 years of age and possess a valid U.S. or Canadian driver’s license.
  • Drivers operating a vehicle equipped to transport 10 passengers or a minivan pulling a trailer must possess a Commercial Drivers License (CDL), or complete a Van Drivers Safety Course conducted by JBU Campus Safety, and must be 21 years of age or older.
  • Drivers must complete a Driving History Investigation Request at the Facilities Services Building, and have a copy of their driver’s license on file prior to operating a university vehicle. MVR’s will be obtained on all drivers prior to their operation of a JBU vehicle.
  • Driver approval may be withdrawn at any time at the discretion of campus officials.
  • Drivers may not operate a university vehicle for more than 10 hours during a 24-hour period. A 15 minute break should follow every four hours of driving time.
  • Drivers must obey all federal, state and local laws.
  • Drivers and passengers must wear seat belts when the vehicle is in motion.
  • Vehicles must be driven at or below posted speed limits at all times.
  • Vehicles may not be operated under the influence of alcohol or other drugs.
  • Drivers are responsible for the payment of fines associated with any traffic or parking violations that they may incur during the operation of a JBU vehicle.
  • Drivers must immediately report any accidents involving JBU vehicles to local law enforcement authorities and JBU Campus Safety or Facilities Services by calling the numbers provided in the vehicle key case/credit card packet.
  • If involved in an accident, “take pictures” of all damage to the vehicle, if possible.
  • Drivers must report any traffic violations that they receive while operating a JBU vehicle to Campus Safety (ext. 7403). Drivers must be aware of and abide by all state laws regarding the use of electronic devices, such as cell phones, and other electronic devices while operating the vehicle. While not forbidding the use of such devices, JBU requires caution and discretion in using them while driving where legal. If calls during travel are frequent, hands-free equipment is recommended. With hands-free or other devices, drivers should limit calls and defer extended conversations until such time as they can safely pull off the road.
  • Driver must ensure that all passengers have seatbelts securely fastened when the vehicle is in motion.
  • Tobacco products, alcohol or other drugs are not allowed in JBU vehicles at any time.
  • Occupants are responsible for removing all debris from vehicles after use and cleaning any spills.
  • Approved groups will be responsible for any damage caused to the vehicle or any excessive cleaning that may be needed.
  • Vehicles may not be operated during severe weather warnings or any other weather or driving conditions during which vehicle occupants would be placed at undue risk.
  • Large vans may not be operated with more than 10 occupants.
  • Luggage and other cargo may not be loaded above the height of the passenger seating level.
  • Vehicles may not be loaded beyond posted occupancy or weight limits.
  • Drivers or approved groups that fail to abide by the John Brown University Vehicle Use Policies may lose the privilege of using JBU vehicles.

Updated June 2010 by Facilities Services