Facilities Services

Vehicle Reservations

Please refer to this information when you have questions about vehicle reservations. If you have additional questions or need clarification about any of our Facilities Services, call ext. 7198 or 7456.

1. Definitions

1.1. JBU Vehicle refers to any vehicle owned or rented by John Brown University for transportation purposes that is requested through the JBU Facilities Services Division.

1.2. All JBU fleet vehicles are located at the Facilities Services Building (FSB) parking lot, which is located behind Broadhurst Village at 900 Anderson Avenue.

1.3. To schedule a vehicle use the on-line Vehicle Request Form.

1.4. JBU vehicles have been purchased for the general business travel (not personal or pleasure) of JBU employees. (It is cost effective to use JBU owned vehicles rather than personal vehicles whenever possible).

1.5. Department accounts will be charged for JBU vehicles, 33 cents for cars, 41 cents for mini vans, and 46 cents per mile for 10-passenger vans. This includes the cost of gasoline.

1.6. If a JBU vehicle is not available and you choose not to use a rental while on JBU business, you may use a personal vehicle and be reimbursed at the approved IRS rate to cover gas and wear on the vehicle. In this case, the driver must carry automobile insurance as required by law.

1.7. If a JBU vehicle is not available for an employee for JBU business travel and the employee chooses to use a rental, Facilities Services will arrange for a rental vehicle. The driver must be 25 and is responsible for the pickup and return of the rented vehicle. The department will be charged the actual cost of the rental plus gas. Rentals must be returned filled with gas. You are responsible for complying with all rental requirements.

1.8. During the school year, JBU vehicles should not remain at an airport over 24 hours. Trip sponsors should arrange for drivers as necessary. From mid-August to mid-May there will be a 3-day limit.

1.9. JBU gas credit cards are provided. Please use these rather than the University Visa cards, personal credit cards, or cash. Using the JBU gas credit card saves approximately 19%. JBU vehicles are to be returned filled with gas.

1.10. The vehicle is to remain in the FSB parking lot until the prearranged time for departure and returned to the FSB parking lot as scheduled. If you can not return on time, please call. Please be considerate of the next driver.

1.11. Report any lost or stolen keys, credit cards, or pike pass immediately. There is a minimum charge of $25 for lost keys and pike passes.

2. License

2.1. Drivers must be at least 18 years of age and possess a valid U.S. or Canadian driver’s license.

2.2. Drivers operating a vehicle equipped to transport 10 passengers or a mini van pulling a trailer must possess a Commercial Drivers License (CDL), or complete a Van Drivers Safety Course conducted by JBU Campus Safety, and must be 21 years of age or older.

3. Driver Approval Process

3.1. Drivers must complete a Driving History Investigation Request at the Facilities Services Building, and have a copy of their driver’s license on file prior to operating a university vehicle. MVR’s will be obtained on all student drivers prior to their operation of a school vehicle.

3.2. Driver approval may be withdrawn at any time at the discretion of campus officials.

4. Driving Limits

4.1. Drivers may not operate a university vehicle for more than 10 hours during a 24-hour period. A fifteen minute break should follow every four hours of driving time.

5. Driver Expectations

5.1. Drivers must obey all federal, state, and local laws.

5.2. Drivers must wear seat belts when the vehicle is in motion.

5.3. Vehicles must be driven at or below posted speed limits at all times.

5.4. Vehicles may not be operated under the influence of alcohol or other drugs.

5.5. Drivers are responsible for the payment of fines associated with any traffic or parking violations that they may incur during the operation of a JBU vehicle.

5.6. Drivers must immediately report any accidents involving JBU vehicles to local law enforcement authorities and JBU Campus Safety or Facilities Services by calling the numbers provided in the vehicle key case/credit card packet.

5.7. Drivers must report any traffic violations that they receive while operating a JBU vehicle to Campus Safety (ext. 7403). Drivers must be aware of and abide by all state laws regarding the use of electronic devices, such as cell phones, and other electronic devices while operating the vehicle. While not forbidding the use of such devices, JBU requires caution and discretion in using them while driving where legal. If calls during travel are frequent, hands-free equipment is recommended. With hands-free or other devices, drivers should limit calls and defer extended conversations until such time as they can safely pull off the road.

5.8. Driver must ensure that all passengers have seatbelts securely fastened when the vehicle is in motion.

6. Passenger Expectations

6.1. Tobacco products, alcohol, or other drugs are not allowed in JBU vehicles at any time.

6.2. Occupants are responsible for removing all debris from vehicles after use and cleaning any spills.

6.3. Approved groups will be responsible for any damage caused to the vehicle or any excessive cleaning that may be needed.

7. Driving Conditions

7.1. Vehicles may not be operated during severe weather warnings or any other weather or driving conditions during which vehicle occupants would be placed at undue risk.

8. Vehicle Loading Restrictions

8.1. Large vans may not be operated with more than 10 occupants.

8.2. Luggage and other cargo may not be loaded above the height of the passenger seating level.

8.3. Vehicles may not be loaded beyond posted occupancy or weight limits.

9. Withdrawal of Privilege

9.1. Drivers or approved groups that fail to abide by the John Brown University Vehicle Use Policies may lose the privilege of using JBU vehicles.

Updated September 25, 2006 by Facilities Services