If you're interested in using a vehicle from the NIU motor pool to conduct official university business, follow the steps below.
Due to insurance requirements, Transportation Services may require you to obtain your motor vehicle record from the Office of the Secretary of State and submit it for review prior to travel.
Please review our travel guidelines and pool vehicle policies. This will help you determine if a pool vehicle is the best method of transportation for your trip, and make you aware of important information.
A copy of your request form will be sent back to you, indicating whether a vehicle is available on the requested date. If no pool vehicles are available, you can ask your department head to approve travel funds necessary to use your own vehicle.
Transportation Services is located in the Dorland Building on Stadium Drive. Any driver listed on the request form can pick up the vehicle there at the assigned time. If the vehicle is not picked up within two hours of the assigned time, it will be reassigned and a late cancellation fee will be charged.
When you arrive, you'll be asked to present your driver's license. The dispatcher will check the signature on your license against the signature on the request form, and then give you keys to a vehicle. The dispatcher will also give you a copy of the original request form (the trip ticket), which you'll complete when you return.
NIU owns and maintains a pool of vehicles in order to provide transportation for individuals conducting official university business. Faculty and staff members, as well as certain students, are given priority in the use of university vehicles. The vice president of the Division of Administration and Finance, or their designee, may authorize the use of university vehicles by other state agencies if vehicles are available and appropriate reimbursement arrangements have been made.
If you're an employee or student preparing to travel for official university business, review our travel guidelines. If you're interested in obtaining a pool vehicle, be aware that necessary approvals and financial authorization must be secured. Read on for additional information.
Smoking is prohibited in all university vehicles by state law. The use of alcohol in university-owned vehicles or contracted buses is prohibited.
The following applies to all drivers of pool vehicles:
NIU employees are eligible to drive pool vehicles if they are acting on behalf of the university and within the scope of their employment. For the purposes of transportation policies, an employee is anyone who receives compensation from the university for services performed, provided such compensation is taxable under either state or federal tax laws.
The following individuals are not considered to be NIU employees:
NIU student-employees are eligible to drive a pool vehicle only within the scope of their employment.
Other NIU students who wish to use a pool vehicle must complete a student vehicle use authorization form (PDF). The form asks for information about the proposed travel and must be signed by the student. It must also be signed by the head of the sponsoring department or organization, as well as by the respective vice president or their designee.
Other individuals are eligible to drive pool vehicles to conduct university business if they have written permission from the president and vice president of the respective division, or their designees. The operation of the vehicle must be within the scope of such permission.
Fifteen-passenger vans are not available for general university use. This is due to safety concerns, as indicated in a National Highway Traffic Safety Administration consumer advisory issued in 2001.
This restriction extends to employee and departmental use and/or rental of passenger vans from private commercial agencies such as Avis, Enterprise and Hertz. It extends to any other source as well, including donations and gifts-in-kind. It also precludes reimbursement for the use of employee-owned 15-passenger vans.
You should return the vehicle at or before the time indicated on your request form. Failure to do so may result in a late charge. Follow the steps below when returning a vehicle.
The process for returning a vehicle depends on if Transportation Services is open or closed. Please refer to hours of operation under the "contact us" section.
If you're returning when Transportation Services is open, park the vehicle at the gas pump west of the garage. If you're returning when Transportation Services is closed, park the vehicle in parking Lot 25, located west of Transportation Services across Stadium Drive.
Before you exit the vehicle, complete the copy of the request form you were given, the trip ticket. Be sure to sign your name, enter the mileage from the odometer, date and include any vehicle malfunction you experienced during your travel; for example, broken windshield wipers.
If you are returning when Transportation Services is open, please return the keys to an employee at the service window at the Transportation Services office. Place the trip ticket and any gasoline or service charge tickets face down on the front seat. Leave the vehicle unlocked. If Transportation Services is closed, leave the trip ticket and any gasoline or service charge tickets face down on the front seat. Lock the vehicle and place the keys in the drop box located on a light pole in parking Lot 25, across Stadium Drive.
Monday-Friday, 6 a.m.-4:30 p.m.
If you have a transportation need outside of these hours, please call our emergency phone number at 815-753-1559 for assistance.