All vehicle requests (cars, vans, people mover) must be submitted through this online Vehicle Request Form. The form must be filled out in its entirety with prior approval by an appropriate competent authority. Completed forms will be sent to the VCSU Facilities Services Office for confirmation. Vehicle reservations are processed between 8 a.m. and 4:15 p.m. Monday through Friday. To ensure availability of a vehicle, reserve a vehicle at least a week in advance. Should circumstances (e.g. playoff sports, last minute meeting etc.) not allow for one week processing, contact Facilities Services immediately.
All requests will be evaluated and approved by the individual's Supervisor. Reservations will be made when vehicles or services are available for approved travel as outlined in the VCSU Policy V1910.02**. Confirmation of the reservation or a denial of service will be provided for all requests. If confirmation or denial of service has not been received at least three days prior to the date the vehicle is needed for travel, contact the Facilities Services Office for an update.
When there is a question as to whether a vehicle request can be authorized under this policy, it will be evaluated by the VCSU Risk Manager (or designee) for possible approval. In some instances the request may be taken to the appropriate Vice President.
Vehicle keys can be picked up between 8 a.m. and 4 p.m. Monday through Friday at the Facilities Services Office. Only under special circumstances may vehicle keys be picked up after hours by contacting the Power House.
Remember to leave the car in the condition (if not better) than what you found it in. Nobody wants to get in a dirty car! Please make sure you clean out any debris in the interior, take it through the car wash (when needed) and FILL IT UP with fuel EVERY time you use a state car.
If a car is reported as being dirty, the Facilities office will review the schedule and bill the previous user’s department for the cleaning charges up to $30.00.
*ALL required fields must be filled out in order to submit the form.
**Vehicle requests must be made in accordance with various State laws and policies, including NDCC 39-01-03, SBHE Policy 512, State Fleet Policy Manual, SBHE Policy 1910.2 Use of State Vehicles, and NDCC ch. 32-12.2. State Fleet Vehicle use must be for authorized purposes and official business of Valley City State University and the State of North Dakota.