Contract Colleges Fleet Operations

About Fleet Services

Cornell University Fleet Services provides safe, clean and reliable transportation in a courteous, friendly environment to university staff and departments at the lowest possible cost. Units within Cornell's contract colleges have access to our fleet for rental. The rental price is either per day or by the mile (whichever is greater). These reasonably-priced rentals are fully insured and include fuel. See www.fleet.cornell.edu for pricing.

The department is responsible for the care and condition of approximately 250 vehicles used by employees on official contract college business. Fleet Services tracks departmental use and will make necessary vehicle adjustments and repairs. Five licensed mechanics schedule and perform routine maintenance and document any adjustments and repairs made. Fleet vehicles undergo the same annual safety inspections as other vehicles registered in New York State.
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Types of Vehicles Available

The following vehicles are available for official use by personnel of the Contract Colleges at Cornell: 4-door sedans, 7-person minivans, pickup trucks, and 8- and 12-person (including the driver) passenger vans. Seats are removable in the 7 and 8 passenger vans for additional cargo space.

Rentals

Short-term rentals are any rentals that are less than 30 days in duration.
Long-term rentals are any rentals that are 30 days or more up to one year in duration.
Permanently Assigned vehicles are vehicles that are purchased for a department’s exclusive use.

Arrange For Use of University Vehicles

Arrange for the use of vehicles and handle other matters pertaining to Fleet Services by calling or visiting Cornell University Fleet Services, 798 Dryden Road (Rt. 366),

Ithaca, NY 14850-2814; Phone: 607-255-3247; Fax: 607-255-8405; www.fleet.cornell.edu.
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Towing Equipment

If a department wishes to tow equipment, information and permission must be obtained from the Fleet Office.

Off-Road Use

The university’s rental fleet includes pick-up trucks that are available for off-road use. Other fleet vehicles such as passenger vans and sedans are not designed to be driven off-road and should be only driven on roads and highways. Drivers may be responsible for vehicle damage resulting from negligence and/or unauthorized off-road use of a pick-up.

Authorized Renters and Drivers

Only employees and student employees of Contract Colleges at Cornell University with a valid driver’s license may operate fleet vehicles. Exceptions will be considered by the Risk Management Office.

Employees/students must register as a university driver by filling out a Driving History Questionnaire supplied by the individual’s department. The completed form must be returned to the department vehicle representative, Risk Management or, if applicable, the Assistant to the Director of the Geneva Experiment Station. The form is available at: http://www.risk.cornell.edu/travel/DHQinstructions.asp.

A Driver Registration Form needs to be completed before renting a vehicle (available at www.fleet.cornell.edu). This will be valid for one fiscal year (July – June) and must be renewed every July 1. The driver’s supervisor must authorize the use of a fleet vehicle. Drivers must reregister with Fleet Services if they change departments. The form must be returned in person to the Cornell University Fleet Services at 798 Dryden Road, Ithaca, NY 14850-2814 before a vehicle can be rented. A Driver Registration card will be issued at that time.

The driver must present his/her valid driver’s license and the registration card each time a vehicle is rented.
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All of vehicles are equipped with:

Maps
Snow brush
Voyager gas/service card
Road flares
Flashlight
Emergency instructions in the event of an accident.

Authorized Passengers/Use

Approved Contract Colleges faculty, staff, students and their guests can be authorized by their department as passengers in a fleet vehicle in order to meet the college’s business need.

Unauthorized Passengers/Use

Fleet vehicles may not be used for personal business nor may the vehicle be used in commuting to and from an individual’s place of residence.
Members of an employee’s family or other unauthorized passengers not associated with the college may not ride in a fleet vehicle.
Animals may not be transported in a fleet vehicle without prior approval.

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Driver Requirements

To assure that all personnel are qualified and advised of Fleet policies and procedures, all drivers are required to register at University Fleet Services before their first trip. An Authorization Form must be completed before renting a vehicle (see Authorized Driver section page 4).

Additionally, all drivers must:

Have in their possession a valid driver's license.
Notify supervisor of any change in license status.
Wear seat belts when driving or occupying a university vehicle.
Operate a university vehicle in accordance with university regulations and applicable state laws.
Assume responsibility for any and all fines or traffic violations associated with your use of a university vehicle.
Never drive while under the influence of drugs or alcohol.
Never transport passengers such as hitchhikers, family members, or friends for unauthorized use. Caution: Unauthorized usage exposes the university to great risk, especially in the event of an accident.
Turn the vehicle ignition off, remove the keys, and lock the vehicle when you leave it unattended.
Never drive the vehicle at speeds that are inappropriate for road conditions.
Never drive the vehicle "off road" unless an exception has been granted
Report all accidents.
Never use a cellular telephone while driving, unless hands-free technology is utilized.
Smoking is not permitted in any university-owned vehicles.
Remove all personal items and trash before returning the vehicle to the fleet garage.

A trip report is required for each period of vehicle use. This form is obtained at the Fleet Office when picking up the vehicle. It indicates the fleet number and license number of the vehicle assigned plus the expected time of departure and return. The driver must record, on the trip report, the odometer readings on departure from garage and on return to the garage, day and time of return and signature.

The trip report is returned at the same time as the vehicle. Note on the trip report observations on needed repairs, adjustments or service to vehicle such as a tire needing to be replaced. Feel free to write any comments or suggestions concerning the fleet service.
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To allow all possible time for servicing vehicles and to prevent any inconveniences:

Do not come for vehicle until the scheduled departure time.
Return the vehicle on time.
Cancel the vehicle reservation 24 hours prior to departure without penalty. Failure to do so may result in a $10 no-show fee.

University Expectations of the Vehicle Driver

Practice defensive driving techniques.
Obey all posted speed limits, taking into consideration road conditions, weather, traffic and pedestrians.
Secure all loads.
The driver of the vehicle has ultimate responsibility for seeking and possessing information about driving safety and road regulations.
Be observant and respond to any dashboard trouble indicator lights.
Notify the Fleet Office (607-255-3247) if an emergency prevents return of the vehicle on schedule.

Long-term Rentals/Permanently Assigned Vehicles:

Clean and wash vehicle as needed to maintain a positive appearance.
Do not apply bumper stickers or decals or modify the vehicle in any way. A fee may apply for removal or repair for extraneous items.
Fuel and service the vehicle at the Fleet Garage.
Promptly respond to maintenance notices by bringing the vehicle to the Fleet Garage for regularly scheduled service and safety inspections.

Returning a Vehicle

Complete the trip report and return the report and keys to an attendant.
If a vehicle is returned after 5 p.m. or on a weekend, park the vehicle in the fenced-in area at the rear of the driveway. A key to the gate is provided on each set of vehicle keys. Please be sure to lock the gate, complete the trip report and put the vehicle keys and trip report in the drop box provided at the office door.

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Fueling the Vehicle

In the Ithaca area, obtain all fuel and maintenance services at the Fleet Garage. Voyager or other credit cards should only be used when outside the Ithaca area or in emergency situations.

Short-term Rentals:

Vehicles should be full when picked up and do not need to be returned with a full tank of gas.

Long-term Rental/Permanently Assigned Vehicles:

Fuel must be obtained at the Fleet Garage when on campus. When off campus use the Voyager credit card.

Credit Card Use

Purchase gasoline, oil and other necessary services using the Voyager credit card provided in the book in the glove compartment. The PIN number will be supplied by the Fleet Garage attendant when the keys are obtained. Please note that very few Canadian vendors accept Voyager cards.

The driver can also use a corporate credit card, (American Express or Diners Club) or a personal credit card, and the Fleet Office will process requests for reimbursement. No personal purchases are allowed.

Obtain receipt for all cash/credit card expenditures. Use those receipts in order to claim reimbursement. Sales tax will not be reimbursed.

Credit cards can be used for the following purchases:

Regular unleaded fuel
Oil
Emergency service
Necessary vehicle accessories such as windshield wiper blades

Misuse of the Voyager gas card includes but is not limited to:

Food and drinks
Transactions coded as miscellaneous
Maps
Full service
Premium or super unleaded fuel

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Insurance Coverage

The university is self-insured. All drivers of university-owned or leased vehicles are required to complete a Driver History Questionnaire every three years. It is available at the following website: http://www.risk.cornell.edu/travel/DHQinstructions.asp All potential drivers should review and understand University Policy 3.4: Use of Cornell Vehicles prior to completing the Driver History Questionnaire.

If there is a change in a driver’s license status after having completed the form, the driver is required to immediately notify his/her supervisor.

Accidents/Roadside Assistance

Accidents:

If the vehicle is involved in an accident, please obtain complete information. Use the form enclosed in the book in the glove compartment for the preliminary report. Notify the Fleet Office immediately in the event of any accident.

When in an accident, the driver must:

Get immediate medical aid if you are injured.
Keep calm and don't argue. Arguing can result in a lawsuit.
Make no statements concerning guilt or fault.
Never agree to make payments for the accident.
Notify the police.
Discuss the accident only with police officers, representatives of Gallagher Bassett of NY, Inc. (the university's third party claims adjuster), or a university official.
Record as much information as possible on all other parties to the accident. This information may include their insurance company, their name, license number, plate number, make, model, and year of car, how accident happened, witnesses (with addresses and phone numbers).
Contact the Fleet Office (607-255-3247). Leave a message if it is after hours.
Complete a Vehicle Accident Report at the fleet office as soon as possible.
Refer all questions from lawyers, the other party to the accident, and others to the Department of Risk Management and Insurance (607-254-1575).

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Roadside Assistance

The Fleet Office opens at 6:30 a.m. and closes at 5:00 p.m. Monday – Friday. After hours, leave a detailed message and the driver’s contact number.

If in need of a tow service in the Ithaca area, call Fingerlakes Wrecker Service at 273-6972 and arrange to have the vehicle towed to the fleet garage.
If out of the Ithaca area, use the nearest available tow service and have the vehicle towed to their impound area. Remember to remove the glove box book that contains the credit card. Call the fleet office with the name and address of the tow company.

When in the Ithaca area, fleet services personnel are available during business hours for minor emergencies such as flat tires, jump starts etc.

Reimbursement for gas, emergency road service or repairs to fleet vehicles may be processed through the Fleet Office. Vehicle number must be noted on the receipts.

Parking/Tolls

On the Cornell Campus

Drivers of fleet vehicles must comply with all campus parking regulations. Short-term and Long-Term Rental vehicles may be parked without a permit in legal spaces signed for: CF, F, K, N, O, X and 2 hours in FLEX areas.

Permanently Assigned Fleet vehicles that are based in Ithaca, must be registered with the Transportation Office and must display the appropriate permit. Only a processing fee is charged to departments for Tier 2-6 permits issued for these vehicles. Please call Commuter and Parking Services (255-4600) to obtain the appropriate permits.

Additionally:

Drivers of fleet vehicles may also obtain 30-minute loading permits at no cost at the parking and information booths.
Fleet vehicles are not allowed to park in MT areas.
Posted time limits and payment requirements in metered areas must be obeyed.
Fleet vehicles are not exempt from being ticketed and towed.
Any parking violations on or off campus are the responsibility of the lessee.

Commuter & Parking Services reserves the right to suspend or change these parking privileges as needed.

Personal vehicles can be stored within the fenced area at the Fleet Garage while renting a fleet vehicle.

Off-Campus

Persons who incur expense for parking, bridge and road tolls, thruway tolls and ferry service may claim reimbursement on their travel expense voucher through their department.
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Fees and Penalties

Failure to comply with Fleet Policies and Procedures will result in the loss of driving privileges.
A department may be charged a fee for excessive wear and tear or damage on a rented vehicle as well as repairs resulting from negligence.
Any at-fault accident will be charged the $500 insurance deductible.
There may be a no-show fee of $10.
Cleaning fees will be charged for unusually dirty vehicles as well as special detailing to remove interior spills, smells etc.
Replacement cost for lost keys or keyless entry devices will be charged to the department.
Additional costs resulting from the misuse of a gas credit card will be charged to the renting department and reported to the department head and University Audit for possible disciplinary action. Drivers will be held personally responsible for charges resulting from misuse.

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