|Last Update||September 2014|
|Responsible Unit||Human Resource Services|
University-owned buses are maintained for the purpose of providing transportation for official business of the university. Official business involving use of buses is outlined in the priorities listed below. In accordance with monies budgeted by departments for travel by buses, department chairmen and heads are delegated the responsibility to approve requests for the use of university-owned or controlled buses. Occasionally, the demand for charter or shuttle bus service is greater than NIU Transportation Services can provide internally. In those circumstances, the manager of Transportation Services may arrange for a contracted bus to be provided. The higher cost of a contracted bus may be passed on to the user. No higher priority use may bump an already-scheduled, lower-priority use within 15 calendar days of that scheduled trip. Priority for use of buses is as follows:
Faculty, staff, and students of NIU, in accordance with the above priorities, are given first choice of the use of university buses. The Vice President of Operations or his designee may authorize the use of university buses by other State agencies provided such are available and provided appropriate reimbursement arrangements have been completed.
Smoking is prohibited in university buses by state law. The use of alcohol in or on university-owned or contracted buses is prohibited.
University-owned vehicles are maintained for the purpose of providing transportation for official university business of faculty, administrators, graduate assistants, and operating staff. In accordance with monies budgeted by departments for automotive expense, department chairmen and heads are delegated the responsibility to approve requests by employees for the use of university-owned vehicles and to verify that the driver has a valid license.
An employee of Northern Illinois University is eligible to drive a university-owned vehicle if he/she is acting for or on behalf of the university and within the scope of his/her employment, while operating such a vehicle. An employee, for purposes of this policy, is defined as any individual who receives compensation from the university for services performed provided such compensation is taxable under either state or federal tax laws. Any individual whose only compensation is a scholarship or fellowship, or any individual who is an independent contractor and whose compensation is not subject to either state or federal tax, would not be considered an employee. A student-employee is eligible to drive a university-owned vehicle only within the scope of his/her student employment.
Other individuals are eligible to drive university-owned/leased vehicles on university business if they have the prior written permission of the president, the vice president of the respective division or their designee(s), and provided the operation or use of the university-owned vehicle is within the scope of such permission. NIU students may become eligible to operate university-owned vehicles with the completion of the "Student Vehicle Use Authorization" form. Completion of the form requires supplying detailed information of the proposed travel, the signature of the student, approval of the sponsoring department or organization, and approval by the respective vice president or designee. All student use of university vehicles, other than within the scope of student employment, requires the completion of this form.
As a result of heightened university safety concerns, as supported by a National Highway Traffic Safety Administration (NHTSA) Consumer Advisory (April 9, 2001), 15-passenger vans are no longer available for general university use. This restriction on official use also extends to employee or departmental use and/or rental of passenger vans from private commercial agencies e.g., Avis, Enterprise, Hertz, etc., or from any other source, including donations or gift-in-kind. It would also preclude the reimbursement for the use of an employee-owned 15-passenger van.
When employees use their own vehicles on university business, university insurance coverage stands in excess of and secondary to the employee's personal insurance coverage. The state cannot provide primary coverage for such use. Non-employees, using their own vehicles on university business, are not covered by university insurance.
All drivers of university vehicles must have a valid driver's license in their immediate possession. Licenses issued by other states are valid in Illinois. A non-resident from a foreign country is required to hold a valid driver's license issued by such foreign country. All drivers of university vehicles are subject to review of their driver's license record by Transportation Services and/or Risk Management.
Travel shall be by the most economical mode available, considering travel time, cost, and work requirements. It is anticipated that employees who have approval for out-of-state travel will make use of public conveyances. Because of the limited supply of vehicles within the motor pool and public relations considerations, their use for out-of-state travel, especially on trips involving considerable time and miles, is permitted only when circumstances can be justified. All out-of-state use of pool vehicles requires the approval of the president, the respective vice president, or his/her designee. In many instances it may be to the advantage of the university for the employee to fly and rent a vehicle upon arrival so as not to deny other faculty and staff the utilization of the university fleet.
State-owned automobiles are not available to employees who are personally being reimbursed for services being rendered. Example: it is anticipated that an employee who is being compensated for providing consulting services, or a speech at a conference, commencement, etc., will provide his own transportation for such purposes.
Faculty and staff of NIU are given first choice of the use of the university fleet. The Vice President of Operations or his designee may authorize the use of university vehicles by other state agencies provided such vehicles are available and provided appropriate reimbursement arrangements have been completed. Priority for the use of the passenger vans and mini-vans will be the same as for the use of the buses.
University employees requesting the use of a university-owned vehicle issued from the motor pool are required to submit a Transportation Request Form which will include the signature of the driver of the vehicle. The Transportation dispatcher will verify with the cost center manager if proper fiscal approval has been given before any action is taken on the request.
Smoking is prohibited in all university vehicles by State law.
Note: Persons using their own vehicle for business use should contact their personal insurance carrier to ensure that proper coverage is being provided.
Under certain circumstances, university vehicles are assigned to a department and/or program. The assignments are made on a temporary basis dependent upon the availability of vehicles and the demand for fleet vehicle use. A periodic review is made of vehicles on assignment, and in the best interest of the university, it may be necessary to return vehicles to the Transportation Motor Pool.
The department or program desiring the assignment of a vehicle should submit a written request to the vice president of their respective division, and approval must be granted (in writing) by the vice president before Transportation Services is permitted to assign a vehicle.
Smoking is prohibited in all university vehicles by State law.
Transportation to/from area airports may also be requested for official university business. In accordance with monies budgeted by departments for automotive expense, department chairmen and heads are delegated the responsibility to approve requests by employees for this purpose.
This service is not available to employees who are personally being reimbursed for services being rendered. Example: it is anticipated that an employee who is being compensated for providing consulting services, or a speech at a conference, commencement, etc., will provide his own transportation for such purposes.
Requesting airport service:
When a department acquires or disposes of a trailer, the department is responsible for notifying Transportation Services of such transactions.
Smoking is prohibited in all university vehicles and buses. The use of alcohol in University-owned or contracted buses is prohibited.
Note: Students who are not employees requesting use of university vehicles should refer to information and policies for pool vehicles.
The greater of the following rates will be charged:
In addition to the above rates, any costs for overtime, meals, lodging, tolls, and parking fees will be billed to the customer. Overnight bus trips will be charged on an actual-use basis. On a trip of more than one (1) night away from DeKalb, the charge will be for ten (10) hours or actual use, whichever is greater, for each day of "layover."
In addition to the charges listed below for each vehicle type, assigned vehicles are assessed a monthly fee equal to the pro-rated monthly cost of a blue parking permit, unless the user department provides proof of purchase of a reserved parking space.Sedans, mini-vans, and passenger vans--four model years or newer at the beginning of the fiscal year:
Note: If the mileage exceeds the monthly charge shown in 1 and 2 above, the higher charge will be assessed. Example: A new sedan is driven 1,500 miles in one month 1,500 x .37¢ = $555.00. This rate will be charged to the user as it is higher than the monthly rate of $375.00.
Light trucks (1/2 ton and less)--$300.00 per month, plus .51 cents per mile over 280 miles per month, with additional charges for additional equipment.Heavy trucks (more than 1/2 ton) -- Monthly charges determined on a case by case basis.
Police Squad Truck/SUV--$.66 per mile, Hybrid SUV--$.51per mile, Toyota Prius Squad -- $.44 cents per mile.
All rates are based on the standard pool vehicle rates for that classification plus a driver fee of $28/hour and any tolls or miscellaneous expenses.Sedans -- the greater of the following rates will be charged: $.37 per mile, or a minimum of $16.00 for the first two hours plus $1.60 per hour thereafter.
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:
|Vehicle Type||Cancellation Deadline||Late Cancellation Fees|
4:30 p.m., the business day before the trip
|Equal to minimum charge|
4:30 p.m., the second business day before the trip
|Equal to minimum charge|
|Vans||4:30 p.m., the second business day before the trip||Equal to minimum charge|
48 hours before the trip
|Equal to minimum charge|
Airport Shuttle Service
48 hours prior to departure to the airport
|Equal to minimum charge plus a two (2) hour minimum driver fee|
A vehicle not picked up within two hours of the assigned time will be cancelled and charged late cancellation fees.
All accidents, whether or not property damage or injury occurs, must be reported to Transportation Services as well as the appropriate police agency. In addition, the driver must complete an accident report in the Transportation Services office by Noon of the first business day following the accident. Illinois law requires every driver of a motor vehicle in Illinois involved in an accident resulting in personal injury, death, or property damage of $250.00 or more to forward a written report to the State office within 24 hours in cases of personal injury or death, and within five days if there is only property damage of $250.00 or more. When an accident occurs outside the State of Illinois, the driver must comply with the requirements of that State. Failure to comply with the accident reporting requirements can result in insurance coverage being declined and all financial liabilities for personal injuries and property damage being the responsibility of the vehicle driver.