PHYSICAL PLANT DEPARTMENT

700 UNIVERSITY BLVD, MSC 142

KINGSVILLE, TEXAS

361-593-3312 ● 361-593-4373

PLEASE FILL TANK WITH GASOLINE BEFORE RETURNING TO PHYSICAL PLANT AND FILL OUT ALL HIGHLIGHTED AREAS ON THIS FORM OR FORM WILL NOT BE ACCEPTED WITHOUT INFORMATION AND SIGNATURE.

VEHICLE NUMBER: ______CHECK-OUT TIME: ______

LICENSE NUMBER: ______DATE CHECKED OUT: ______

STARTING MILEAGE: ______CHECK-IN TIME: ______

ENDING MILEAGE: ______DATE RETURNED: ______

TOTAL MILES DRIVEN: ______TOTAL CHARGES: ______

Additional charges will occurfor late returns or exceeding mileage.

FUEL TOTAL: ______MILES DRIVEN: ______

VEHICLES NOT RETURNED BY THE SCHEDULED RETURN DATE/TIME MAY BE CHARGED ADDITIONAL 1-DAY RATE, PLEASE CONTACT THE PHYSICAL PLANT RESERVATIONS OFFICE AS SOON AS POSSIBLE ***

CREDIT CARD ISSUED: YES ___ NO ___

IF YES, ENTER CREDIT CARD NUMBERS: ______

PURPOSE OF TRIP:

______

______PRINT NAME SIGNATURE OF DRIVER

______

DEPARTMENT AND ACCT. NO.

WAS THE MECHANICAL CONDITION OF VEHICLE SATISFACTORY? YES ____ NO ____

WAS VEHICLE FULLY SERVICED (CLEANLINESS, GAS, OIL, OTHER)? YES ___ NO ____

PLEASE EXPLAIN ANY PROBLEMS BELOW.

VEHICLE MAINTENANCE/SERVICE COMMENTS: ______

ENGINE: ______

INTERIOR: ______

DRIVE TRAIN: ______

Vehicle Operation Procedures

An abbreviated copy of these procedures will be maintained in each TAMUK vehicle with mileage/fuel logbook and proof of insurance. It is the responsibility of each operator to review and follow these guidelines prior to and during vehicle use. The vehicle operator is responsible for the safe operation of the vehicle, the safety of occupants, and the control of inventoried equipment that is installed in the vehicle. As such, the operator will not move the vehicle without ensuring that each occupant has their seatbelts on and that any loose equipment or material is secured through the use of appropriate tie-down materials. The assigned vehicle operator is responsible for ensuring that normal preventative maintenance checks are performed on the state vehicle in use.

Vehicle Equipment

Each university vehicle will have seatbelts for each occupant, a Hazard Safety kit and Fire Extinguisher installed. A limited number of Hazard Safety Kits and Fire Extinguishers will be available for checkout from the Physical Plant for vehicles that are rented through approved agencies.

Fuel

State Contract Fuel cards will be issued by the respective Departmental Vehicle Coordinator.

Vehicles capable of using alternative fuels will use alternative fuels exclusively, except:

  1. Where and when alternative fuel is not available.
  2. The range of the alternative is insufficient to complete a round trip, (in which case the alternative fuel will be exhausted before using conventional gasoline or diesel as applicable.)
  3. When the alternative fuel costs more than conventional gasoline or diesel.
  4. When the conversion equipment is not in working order or is unsafe to operate, (in which case the repairs will be completed as soon as possible.)
  5. or when operating exclusively on alternate fuels is contrary to the vehicle manufacturer or conversion equipment vendor recommendation.

All other vehicle operations will utilize regular unleaded fuel or diesel as directed by manufacturer recommendations and warranties. Any retail refueling will be conducted at self-service islands.

Incidents/Accidents

If an incident or accident occurs, the operator is responsible for immediately notifying the Physical Plant 361-593-4373/3312 or University Police Department 361-593-2611 after office hours. The operator is also required to file an Accident Report through the Physical Plant to the Environmental Health & Safety Office at 361-593-2645.

Unscheduled Vehicle Maintenance

When a university vehicle has maintenance problems, the operator will notify the Physical Plant Department as soon as possible for recovery or replacement. After normal business hours, the operator needs to notify the University Police Department (361) 593-2611, for Physical Plant support. If the distance from the university precludes recovery or replacement, the operator may be directed to obtain estimates from local repair center and to fax them to the Physical Plant at 361-593-2669, Attention: Fleet Systems Coordinator. A purchase Order will be initiated to pay for the repairs and replacement rental vehicle as required.

University vehicle operators that are utilizing outside agency rental vehicles will follow the same guidelines as listed above.