Any individual who plans to drive a rented, leased, College- owned, or personal vehicle on College business MUST complete the College Driver Application, which can be found on Inside F&M under My Info.
IMPORTANT NOTICE:

The use of personal vehicles for off-campus travel related to your organization is no longer permitted.

College-Owned Vehicle Rental Process 
At least two weeks prior to the trip:

1. Reserve a van – Complete a Van Reservation Request Form.

A van reservation request will not be accepted within 24 hours of a trip, and it is best to submit the request as early as possible due to the limited number of vans available.

The name of the approved driver and the account number to be charged must be provided on the form.

Failure to provide this information may result in the request being denied.

A van reservation should not be submitted until the driver has been notified that he/she is an approved driver.

See the Auxiliary Services website for information on becoming certified to drive a 12-passenger van. 

The Director of Student Engagement & Leadership, Lucy Gillichbauer, must give permission for trips that take students more than 150 miles from campus. PLEASE NOTE: Enterprise vehicles must be used for these trips (see below).

After receiving confirmation from Auxiliary Services:

2. Print and complete Confirmation Receipt – Upon receiving an email from Auxiliary Services confirming your use of a college van, you should print the Confirmation Receipt.

The Confirmation Receipt includes the following:

  • A statement of liability
  • Spaces for the name and ID number of each participant
  • A space where each participant must sign to confirm their participation in the trip and their agreement with the statement of liability

The student leader in charge of organizing the trip is responsible for having each participant include their information and signature on the form at least 24 hours before the trip (or prior to the deadline to pick-up the key). 

Day before (or day of) the trip:

3. Submit Confirmation Receipt – The student who goes to Auxiliary Services to pick-up the van key and Trip Log must submit the completed Confirmation Receipt.

The key and Trip Log will not be provided if the Confirmation Receipt is incomplete.

Keys must be picked up at Auxiliary Services (1st floor of the SCC behind the Info Desk) no later than 12 PM on the day of the trip, Monday thru Friday.

 

For weekend trips, keys should be picked up before 12 PM on the Friday before.

The vehicle may not leave the ASFC lot prior to the departure time indicated on the Van Reservation Request Form and Trip Log. 

Before departing from the ASFC parking lot: 

4. Document starting mileage – The authorized driver must write the starting mileage on the Trip Log.

Failure to complete the Trip Log will result in mileage being estimated and your group may be charged a fee. 

5. Inspect the vehicle – The authorized driver should make a quick inspection of the vehicle and note any problems in the comments section of the Trip Log.

Any problems with the vehicle that will interfere with the trip or the safety of the driver or passengers (e.g. flat tire), contact Public Safety at (717) 358-3939. 

Immediately prior to departure from campus:

6. Confirm participant attendance – A copy of the Confirmation Receipt that was submitted to Auxiliary Services should be used to take attendance. The student leader responsible for organizing the trip must send an email to vehicleupdate@fandm.edu to communicate any changes to the list of participants on the Confirmation Receipt (including students who were on the list but are not participating in the trip and students who were not on the list but are participating).

The purpose of this process is to create a record of students participating in the trip in case of an emergency. The Confirmation Receipt and any subsequent correction email will be shared with the OSEL and Public Safety. 

During The Trip:

In the event that the vehicle breaks down, or if there is an accident during the trip, follow the procedures on the information inside the dashboard compartment.

Public Safety should be immediately contacted at (717) 358- 3939 to report a breakdown or accident. 

Reimbursement will not be processed for trips that are not approved by the OSEL or for drivers who have not completed the College’s approval process.

Failure to follow any policies associated with off-campus travel may result in the loss of permissions for your group to travel off-campus. 

 

Enterprise Rent-a-Car Rental Process

The College has an established relationship with Enterprise Rent-A-Car that enables recognized student organizations to rent vehicles for approved off-campus trips

Groups may be permitted to rent Enterprise vehicles for College-related business in the following circumstances:

  • The group has been approved to take a trip that requires travel more than 150 miles away from campus

  • There are no College vehicles available at the time when the trip is planned

At least two weeks prior to the trip:

1. Request approval to rent from Enterprise – Complete an Enterprise Vehicle Request Form.

An Enterprise vehicle request will not be accepted with notice of less than two business days. It is best to submit the request as early as possible.

The name of the approved driver and the account number to be charged must be provided on the form.

Failure to provide this information may result in the request being denied.

Contact Mary Sotomayor in the OSEL if you are unsure of the account number that should be used. 

The Director of Student Engagement & Leadership, Lucy Gillichbauer, must give permission for trips that take students more than 150 miles from campus. PLEASE NOTE: Enterprise vehicles must be used for these trips (see below).

After receiving confirmation from Auxiliary Services:

2. Print and complete Confirmation Receipt – Upon receiving an email from Auxiliary Services confirming your use of a college van, you should print the Confirmation Receipt.

The Confirmation Receipt includes the following:

  • A statement of liability
  • Spaces for the name and ID number of each participant
  • A space where each participant must sign to confirm their participation in the trip and their agreement with the statement of liability

The student leader in charge of organizing the trip is responsible for having each participant include their information and signature on the form at least 24 hours before the trip (or prior to the deadline to pick-up the key).

Any approved driver who plans to drive an Enterprise vehicle must visit the Auxiliary Services Office prior to the day of the trip to have his or her driver’s license scanned.

The keys for the vehicle will not be delivered if the driver’s license is not received prior to the day of the trip. 

Day before (or day of) the trip:

3. Submit Confirmation Receipt – The student who goes to Auxiliary Services to pick-up the key must submit the completed Confirmation Receipt.

 

 

The key will not be provided if the Confirmation Receipt is incomplete.

Keys must be picked up at Auxiliary Services (1st floor of the SCC behind the Info Desk) no later than 12 PM on the day of the trip, Monday thru Friday.

For weekend trips, keys should be picked up before 12 PM on the Friday before.

The vehicle may not leave the ASFC lot prior to the departure time indicated on the Enterprise Vehicle Request Form. 

Before departing from the ASFC parking lot:

4. Inspect the vehicle – The authorized driver should make a quick inspection of the vehicle. Any problems with the vehicle that will interfere with the trip or the safety of the driver or passengers (e.g.
flat tire), contact Enterprise Rent-A-Car at (717) 290-1111 and select option 5 for Roadside Assistance. 

Immediately prior to departure from campus:

5. Confirm participant attendance – A copy of the Confirmation Receipt that was submitted to Auxiliary Services should be used to take attendance. The student leader responsible for organizing the trip must send an email to vehicleupdate@fandm.edu to communicate any changes to the list of participants on the Confirmation Receipt (including students who were on the list but are not participating in the trip and students who were not on the list but are participating).

The purpose of this process is to create a record of students participating in the trip in case of an emergency. The Confirmation Receipt and any subsequent correction email will be shared with the OSEL and Public Safety. 

During The Trip:

In the event that the vehicle breaks down, or
if there is an accident during the trip, contact Enterprise Rent-A-Car at (717) 290-1111 and select option 5 for Roadside Assistance.

Public Safety should be immediately contacted at (717) 358- 3939 to report a breakdown or accident. 

Reimbursement will not be processed for trips that are not approved by the OSEL or for drivers who have not completed the College’s approval process.

Failure to follow any policies associated with off-campus travel may result in the loss of permissions for your group to travel off-campus. 

 

 

Charges & Fines

Failure to abide by any of the policies related to the use of College vehicles could result in fees being charged to your group. Please review the Vehicle Management Policy (VMP) found on the Auxiliary Services website for more information.

  • Removal of seats in the vans: $25 (per seat)
  • Failure to notify Auxiliary Services of trip cancellation at least 24 hours prior to scheduled depart time: $25
  • Failure to return vehicle on time: $25 + mileage
  • Failure to return trip log and/or van key: $25 + mileage
  • Failure to remove all trash and debris from vehicle: $10 + mileage
  • Failure to fill out beginning miles and ending miles on the Trip Log: $10 + mileage
  • Professional cleaning: $60
  • Monopolizing a van for 4 hours or more for a trip within a 10 mile radius (without Auxiliary Services approval): $30 + mileage