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Authorization & Vehicle Use

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The use of state-owned vehicles is for official state business. If an employee wishes to travel with his or her family or combine business with personal travel, the employee must use his or her own vehicle.

University faculty/staff members must submit a Vehicle Use Agreement Form to the Fleet Vehicle Office so their driving record can be verified with the Motor Vehicle Department in Madison.

Those with out-of-state licenses must submit a notarized affidavit. Forms are available from the Fleet Vehicle Office or online.

If your department wishes to have students drive university vehicles, they are required to have a Student Driver Authorization form on file. Their driving records will be verified with the Motor Vehicle Department in Madison. Students with out-of-state licenses must also submit a notarized affidavit. Both forms are available in the Fleet Vehicle Office or online and must be submitted annually.

phoneFleet vehicles can be reserved by calling (920) 424-3466 and sending a completed Request for Use of Fleet Vehicle form to the Fleet Vehicle Office. Forms are available from the Fleet Vehicle Office or online. Please notify the Fleet Vehicle Office if your trip has been cancelled at least 24 hours prior to pickup time.

clock Regular Hours: Pick up and returns of keys to the Fleet Vehicle Office are 6:45 a.m. - 4:00 p.m., Monday through Friday
After Hours and Weekends:
Keys may be picked up 1-2 days prior to the trip, when the trip is scheduled to begin on a weekend or holiday; or keys may be picked up from the University Police on the day of travel. Vehicles are always picked up at the Campus Services parking lot, 650 Witzel Avenue. Return the vehicle to its numbered stall in the Campus Services parking lot. Deposit the vehicle keys in the DROP BOX located on the west side of the front of the Campus Services building.

Authorized fleet drivers are permitted to park his/her personal vehicle in the parking space designated for the fleet vehicle being used. When returning your vehicle, return it to its proper stall.

gas pump All vehicles must be returned with a full tank of gas. The closest station to the Campus Services parking lot is located at the corner of Ohio and Third Street. The campus fuel pumps are available Monday-Friday, 7:00 a.m. – 3:15 p.m. directly behind the Campus Services bldg., 650 Witzel Avenue. Insert the vehicle Prokey (attached to vehicle key ring) and follow pump directions to dispense fuel. A credit card is located in the vehicle key ring pouch – to be used for all other gasoline purchases. Each vehicle has a specific PIN # located on the credit card instruction card on the outside flap of the vehicle key case.

Vehicles are to be returned with a full tank of gas.

garbage can Please remove all litter from the vehicle. Failure to do so may result in a $10 charge to the driver's department for cleaning services. Keys are to be returned along with the completed trip ticket and any gasoline receipts.


An information card is included in the key packet with telephone numbers to call should there be any mechanical difficulty or an accident with the vehicle. An accident report form, located in the glove compartment, must be completed. In the event of bodily injury, notify the campus risk management officer as soon as practical.

no smoking Smoking is NOT allowed in state-owned vehicles.

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