Transportation Expenses and Fees

Expenses Incurred While Driving a University Vehicle

• When a university vehicle is outside of the DeKalb area and it is impossible to obtain the necessary gasoline, oil and services at the university garage, the driver should use the Wright Express credit cards.
  • A Wright Express (WEX) Vehicle Equipment Credit Card is provided with each vehicle.
  • Retain all gas receipts and turn them into the Transportation Services office with the #4 copy of the Request for Transportation upon completion of your trip.
  • On those rare occasions when it is necessary to purchase gasoline with cash, a receipt should be obtained at the time of purchase and submitted for reimbursement at the time the vehicle is returned to Transportation Services. Transportation departmental funds will be the source of the reimbursement. This type of reimbursement should not be included on your travel voucher.
• If a university automobile develops mechanical trouble while on an out-of-town trip, the following procedures should be followed:
  • If the repairs are under $100, after notifying transportation the driver may arrange to have the repair made. The driver should use the Wright Express Credit Card whenever possible. If it becomes necessary to use an alternative form of payment, a receipt should be obtained at the time of service and submitted for reimbursement when the vehicle is returned to Transportation Services.
  • If the repairs are $100 or more, the driver should call Transportation Services at 815-753-1559 for instructions. For after-hours service, press #0 to be connected to NIU Police and Public Safety, who will contact appropriate staff.
• Per JCAR Administrative Code; Section 5040.530 Tickets:
  • The driver of a state-owned or leased vehicle is responsible for immediately reporting to Transportation Services at transportation@niu.edu all citations for moving or parking violations received by the driver. Employees must pay fines and costs associated with a moving or a parking violation. Employees who fail to promptly report citations for moving or parking violations, or to pay fines and associated costs as required, may be subject to discipline, up to and including discharge.

Cancellation Fees

A cancellation fee, equal to the minimum charge for the requested vehicle type, will be charged to a department or organization if a previously requested and approved vehicle request is canceled after the following deadlines:

A vehicle not picked up within two hours of the assigned time will be canceled and charged late cancellation fees.