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• Cancellations made after the scheduled pick up time will result in a $25 no show fee.
• If you pick up the keys from the motor pool but do not use the assigned vehicle, a $25 fee will be billed.
• Under normal circumstances, cancellations are not possible once keys have been picked up. However, exceptions may be considered in extenuating circumstances.
• Weather conditions occasionally warrant delayed opening or early closing of College offices. When there are reports of icy road – particularly on the back roads – Â鶹ÊÓƵ encourages employees to exercise caution as they travel. There may be a time when you choose not to drive because of local weather conditions. In that case, you must cancel your reservation. Upon request, the Motor Pool Specialist will review your cancellation and determine if the late cancellation surcharge is warranted.

Certification is required for reserving and driving a College-owned vehicle. See our Resources page for all the information on the process.

Determine the number of people to be transported.(Seating counts below include the driver.)

• Cars: 4-5 people
• Minivans: 7 people
• 8-Person Vans: Smaller cargo-type van that accommodates up to 8 people
• 10-Person Vans: Cargo-type vans that can accommodate up to 10 people
• 12-Person Van: Cargo-type vans that can accommodate up to 12 people

Reserve vehicles as soon as possible for best selection and availability; reservations are made on a first come, first served basis.

Contact the Motor Pool Specialist by email at motorpool [at] gustavus.edu (motorpool[at]gustavus[dot]edu) with the following information:

• Day, date, year when making request:
• Person making reservation
• Contact person and number
• Department, organization to be charged
• Account number to charge
• Total Number of passengers (including driver)
• Type of vehicle requesting
• Driver(s) Name(s)
• Day, date and time of departure
• Day, date and time of return:
• Destination

**If the requested vehicles are not currently available, your name will be added to a waiting list should changes occur in others' reservation needs and you will be notified accordingly if your request can be honored by your travel date.

Confirm the number of people to be transported. If there are have been any changes, reassess your your vehicle needs (e.g., could you use fewer vehicles, a smaller vehicle, or a larger vehicle, etc.).

If changes are needed, reach out to the Motor Pool Specialist by email at motorpool [at] gustavus.edu (motorpool[at]gustavus[dot]edu).

Complete vehicle authorization invoice forms for each vehicle. Information required includes:

• Department or organization name
• Day, date and time-frame of the event
• Place of travel
• Authorized Driver(s)
• Account number to be charged
• Signature of the department/organization chair or advisor

Each driver must complete the and the , to be kept on file for insurance purposes.

Keys will not be issued without the completed Vehicle Authorization Invoice Form and all drivers having completed the Certification Training and Driver History Form (see above).

• Bring completed Vehicle Authorization Invoice Form paperwork to pick up keys in the Provost Office (One form per vehicle will be needed.)
• Keys may be picked up 1 or 2 days prior to the trip, depending on key availability.
• For reservations beginning after 4 p.m. on Friday but before 8 a.m. on Monday, keys must be picked up before 4 p.m. on the preceding Friday.

Vehicle pick-up

All vehicles are parked in a lot next to the Facilities buildings.