Fleet Services

• Car rentals for official university business (or leisure) are available through National Car Rental and Enterprise Rent-A-Car, with University-negotiated Big Ten rates.
• Penn State Harrisburg Fleet Services provides a 15-passenger van for use by campus employees conducting University business.
• Be sure to see below and also review University Policy BS20, University Vehicle Operations or Use for details about eligibility, insurance, accidents, fines, tolls, and parking fees. 

Reserve through National or Enterprise

Request a 15-Passenger VAN

15-Passenger Van Reservation Procedure

• All trips must be pre-approved by the Budget Administrator and scheduled with correct budget information.
• Please provide one week minimum notice when scheduling a van for use and/or a 24-hour cancellation notice.
• Fleet vehicles are assigned on a "first come first served" basis.
• Fleet vehicle reservations must be made via the "Request a Fleet Vehicle - Van" form (see below).
• Scheduling of fleet vehicles required in 24 hours or less must use the same form.
• Information required when making a van reservation is:
  • Name
  • Budget*
  • Fund*
  • Date and time vehicle will be picked up
  • Date and time vehicle will be returned
  • Destination
    
    *The correct budget/fund number is required for proper billing.
     
• Vehicles may be picked up at the Fleet Service Station between the hours of 7:00 am and 4:00 pm weekdays. If the vehicle is returned after hours, keys should be placed in the key return slot on the front door of Fleet Service Station.
• A valid U.S. driver's license must be shown at the time of pickup as per University policy.

Request a 15-Passenger VAN

Conditions for Van Usage

• Fleet Services' 15-passenger van may only be driven by University employees 25 years of age or over who hold a valid appropriate class U.S. driver's license. Students (including College Work Study students) are not permitted to drive Fleet vehicles; however, they may act as a relief driver when accompanying a faculty or staff member on a long trip. Under extenuating circumstances, exceptions may be considered when certain established criteria have been met and proper advance approvals have been given in writing.
• An employee is not permitted to drive a Fleet van to and from home. The van may not be housed in an individual’s garage. If an early morning or weekend departure is scheduled, the vehicle keys may be picked up on the previous business day. However, the vehicle is to remain on Campus until the business trip begins.
• Smoking of any material is prohibited in all University facilities, at all locations, including University-owned vehicles. University Fleet Operations imposes a $50 fine on the department when any evidence of smoking (odor, ashes, etc.) is found in a Fleet vehicle. (See Policy AD32 Smoking Policy and Guideline.)
• All Fleet vehicles are in good condition and are filled with gasoline when assigned. The user has the responsibility of returning the vehicle in good condition to the Campus. Voyager credit cards assigned to each vehicle may be used only for gas, oil, and emergency repairs which have been authorized by Fleet Operations. Instructions for use of the credit card are located in the credit card packet. Credit cards must be kept in the designated compartment in the vehicle when not in use. The vehicle is to be locked at all times when not in use.
• Accidents involving University Fleet Vehicles or an employee's automobile while on official University business must be reported on Form G1.44 (GURU - General Forms Usage Guide Vehicle Accident Report) and forwarded to the Risk Management Office within 48 hours. Fleet vehicles are covered by $500.00 deductible collision insurance. The department involved will be charged the first $500.00.
• Fleet vehicles are provided as a service to the University community and the privilege should not be abused. Vehicles are not to be used for shopping, personal errands, etc. Every driver of a University vehicle is cautioned that any fine incurred must be paid by the individual and will not be reimbursed by the University.

For additional details, see "Fleet Vehicle Program Eligibility for Vehicle Reservation and Usage" and "Fleet Vehicle Restrictions" (Policy BS20).

For Travel Emergency Service please call Fleet Operations at (814) 865-7572. During normal working hours you may also call Penn State Harrisburg Fleet Services at (717) 948-6288 or the Office of Physical Plant at (717) 948-6235).

Billing

All fleet charges incurred will be billed through Simba to departmental budgets on a monthly basis at the current rate per mile of the specific vehicle. A copy of the charges will be attached to the Simba document during billing.