Northern Illinois University
Facilities Management and Campus Services
Division of Administration and Finance

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 his or her 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.

Please note: Smoking is prohibited in all university vehicles by state law. The use of alcohol in university-owned or contracted buses is prohibited.

Approved Drivers of Pool Vehicles

The following applies to all drivers of pool vehicles:

• They must have a valid driver's license with them, from Illinois or another state. A nonresident from a foreign country is required to have a valid driver's license from that country.
• Their driving record may be reviewed by Transportation Services and/or the Office of Risk Management.
• They may be required to obtain their motor vehicle record from the Office of the Secretary of State and submit it prior to travel, due to insurance requirements.

NIU Employees

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:

• Those whose only compensation is a scholarship or fellowship.
• Independent contractors whose compensation is not subject to either state or federal tax.

NIU Students

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. 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 his or her designee.

Other Drivers

Other individuals are eligible to drive pool vehicles to conduct university business if they have written permission from the president and the vice president of the respective division, or their designees. The operation of the vehicle must be within the scope of such permission.

Restriction on Van Use

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.