Driver Registration Form - pdf file
Van Driver
Trip Reservation Form - online form
Usage Charges and Billing Procedures
Trip Form - pdf file
View the Van Reservation Schedule to Check Availability
Van Use
Driver Eligibility
- OSU employee
- 18 years old
- Valid driver’s license
- Completion of the OSU Driver Registration Form
Reserving Van
Reservations will be accepted for the van anytime, but are not considered confirmed until one week from the scheduled date at which time a confirmation will be sent via email. Reservations can be made by the day, half-day or by the hour. The rate schedule can be found in Usage Charges and Billing Procedures. Van driver must be designated with reservation.
Van Check-Out
The Van Coordinator, Robin Gassen, gassen.1, (142 Hitchcock Hall), will release the van keys, service vehicle key card, Voyager Credit Card, and the Van Driver and the Trip form to the individual requesting use of the van. Keys may not be picked up on another individual’s behalf. Van must be checked out and returned by van driver designated for the trip.
Van Check-In
The van driver must return the van to the designated parking space in the Northwest Parking Garage in the same condition the van was released. The van driver will return the keys, service van key card, Voyager Credit Card and completed Trip Form to the Van Coordinator, Robin Gassen.
Traffic Fines and Parking Violations
The van driver will comply with all state and local traffic laws. Drivers shall be responsible for the payment of any fines resulting from violation of motor van and parking regulations while operating the van. Note: State vehicles can be issued parking citation for abuse of loading zone parking.
Van Uses
- The primary use of the van is to transport College of Engineering employees and guests on University business.
- College Office employees on occasion may use the van to transport materials, goods, supplies, and/or light equipment associated with College events and business. For this use, padded blankets must be used to protect the van interior, including the floor.
- Smoking or eating in the van is prohibited.
- Prior to check-in the driver is to ensure that the interior of the van is left in a neat and orderly condition. Trash is to be removed.
- All users of the van must exercise diligence in caring for the van while it is in their custody.
Van Driver
Van Uses
Refer to Van Use
Parking Arrangements
The van is parked on the 1st floor of the Northwest Parking Garage in a numbered "State Vans Only" space. The van should be returned to this location. A service van key card is released with the van keys and accesses all OSU gates and garages. The van may be parked in any OSU eligible parking space A, B or C and any unnumbered "State Vans Only" parking spaces. Note: State vans can be issued parking citation for abuse of loading zone parking. Most OSU loading zone parking limits are 15 minutes, with a maximum 30 minutes when a delivery permit is displayed. The van delivery permit can be found and returned to the glove compartment of the van.
Use of Voyager Credit Card
The Voyager Credit Card will be released with the van rental. The driver must return Voyager Credit Card and receipts at check-in to the Van Coordinator. The receipt should be signed and dated by the user. A "Using Your Voyager Credit Card" information sheet can be found on the reverse side of this Information Sheet. The Voyager Credit Card may not be used for food, beverages or any other non-van expense. Authorized uses of the card include:
- Fuel
- Repair services on the road
- Road side assistance for flats, jump-starts, tows, lockouts, and low tires
Early Check-Out and Late Check-In
The van may be used outside of normal working hours. Drivers returning the van after business hours will be expected to check-in at the beginning of the next business day. Before business hours check-out will take place the working day preceding the scheduled use.
Refueling
There should be sufficient fuel in the van for in-city driving. When the fuel tank is less than one-half full, the driver is expected to fill the tank of the van using the Voyager Credit Card.
Prior to Check-In
The driver must ensure that:
- The van is returned to the designated parking space in the Northwest Parking Garage.
- The van interior is left in a neat and orderly condition. Trash is to be removed.
- The van is secure. Windows are closed and locked. Doors are locked.
Accident Procedures
An accident is defined as anything causing damage to the van and/or your person while in the van or the other party’s van or person. Call the police and have a report taken at the scene.
At the scene you should obtain the following information from the other party:
- Name, address and phone number
- Make, model and license number of van
- Name of their insurance company and the phone
The OSU employee involved should report the accident as soon as possible to Bonnie Long at Transportation & Parking Service 292-6122. If Bonnie Long is not available, please leave the following information on her voice mail:
- Your name and phone number
- Make, model and license number of your van
- Date of accident
- Location of accident (including city and state)
- Report of injuries
- Name of police department where report can be obtained
- Information on citations issued and to whom
- Name, address and insurance company of other party
This same information should be reported to the Van Coordinator, Clarice Rhetta at 688-0243.
Usage Charges and Billing Procedures
Usage Charges
| Usage | Daily Rate | Milage Rate | |
| 0-100 miles | 100+ miles | ||
| Daily (5 hours or more) | $60 | Free | .20/mile |
| Half-Day (up to 5 hours) | $35 | Free | .20/mile |
| Hourly | $10 | Free | .20/mile |
Billing Procedures
Van driver must complete accounting information requested on the Van Reservation Form and present a properly authorized Internal Order form (100W) at Check-Out time. The Internal Order will authorize the College of Engineering to bill the fund for the use of the van. Billings will be processed monthly on an Interdepartmental Billing form. No personal checks or cash may be used to rent the van, as its use is strictly limited to University business use.