Van Driver Program General Information

This page provides a listing of 12-15 passenger van checkout and operating instructions.

Checkout and Operating Instructions

Any University/State employee, volunteer or student who will operate a van capable of carrying 12 or more passengers for University/State business must first successfully complete a van driver training program.  UW-La Crosse has an approved van driver-training program that is coordinated by Fleet Services.

  1. Any University/State employee, volunteer or student who will operate any vehicle for University/State business must complete the driver authorization process.  The Driver Authorization Application form (PDF) is available in the Protective Services Office in the Information Center.

  2. The person operating a van must report to the Fleet Vehicle Office, Maintenance and Stores Building, to obtain the vehicle keys and mileage trip ticket.  The Fleet Vehicle Office is open Monday through Friday, from 6:00 a.m. to 4:00 p.m., except on holidays.  Keys can be picked up only during these normal hours of operation.

  3. Always remember that you are responsible for the safety and well-being of all passengers in every vehicle that you are driving.  Be attentive and use caution at all times.  Vehicle accidents are a major cause of injuries and result in considerable financial costs, including the potential for liability claims against the State and the vehicle driver.

  4. A van will be affected more by cross winds than a car.  Drive slower and use other necessary precautions when driving in windy conditions.

  5. The stopping distance for a van is greater than a car.  Allow greater stopping distance in all conditions, especially when the van is loaded with passengers and their cargo.

  6. Turning a corner in a van too sharply will probably make it jump the curb or scrape up against any object alongside the van.  Allow yourself a greater turning radius with the van.

  7. Please back up slowly with the van.  When backing up it is best to try to back to the driver's side.  When backing up or changing lanes you should not be afraid to ask for assistance from your passengers.

  8. In wet, snowy or other poor road conditions, reduce your speed.  The posted speed limit is intended for excellent road conditions only.

  9. The Wright Express card, located in the key ring holder, can be used for gas, oil or small vehicle related items such as wiper blades or lights.  No personal items may be purchased with the card.  If there are repairs needed to the vehicle, please call Central Fleet at 888.353.3894.  If the repairs exceed $100.00, the driver must attempt to request authorization prior to getting any work done.  These repairs shall not be paid for with the Wright Express card, but rather billed directly to Central Fleet.  Billing should be sent to:

                                                    DOA Central Fleet
                                             201 South Dickinson Street
                                                       P.O. Box 7880
                                              Madison, WI  53707-7880

    If direct billing is not possible, the driver can pay for the repairs and request reimbursement on an expense statement.

  10. The van operator must fill out the mileage trip report and return it with the keys to the Fleet Vehicle Office.  After hours, fold and place the form and any gas receipts in the key case and place them into the key return slot located at the entry door to the Maintenance and Stores Building.

  11. Check the vehicle before each trip.  The mechanic may not have been able to service the vehicle because of previous use.

  12. In cold weather, check to make sure vehicle is not plugged in before backing out of the parking stall.  After returning, plug the vehicle in.

  13. Seat belt usage is required by law for all passengers in all vehicles.  The driver of the vehicle is responsible for compliance of this law.

  14. Please be extra careful when backing up (with or without a trailer attached).  Have another person in your party help direct the backing up process when trailers are being used.

  15. Please remove the keys, turn off all lights and secure all windows and doors before leaving the vehicle.

  16. On long trips over 600 miles, check the oil after every other gas fill.

  17. Each vehicle is supplied with accident forms that must be filled out in the event of any kind of damage to the vehicle, even if the driver is not at fault, and no matter how much damage was done.  Please note the name of the driver, telephone number and damage done on the note portion of the mileage trip report.  Follow the procedure listed at the top of the accident form.  In addition, all accidents should be reported to Protective Services by calling 608.785.8000.  Call 911 to notify local emergency responders of any accident resulting in personal injuries requiring immediate or urgent medical care.

  18. Operation of any vehicle for University/State business, while under the influence of an intoxicant and/or illegal drug, or in an unsafe manner, could result in disciplinary action and/or loss of fleet driving privileges.

  19. Purchases of UW-La Crosse vehicles and their maintenance are paid for by you, the student and taxpayer.  Please help keep costs down by caring for the van as you would your own personal vehicle.  Pick up garbage inside the vehicle and report any damage or vehicle problems.  A cleaning fee may be charged if the vehicle is returned in an excessively dirty condition.

  20. A particular department, organization or person may be charged a fee for any negligent or deliberate damage done to the vehicle.

  21. Any questions related to vehicle/fleet policies should be referred to Fleet Services at 608.785.8586, Maintenance and Stores Building.

  22. Drivers are personally responsible for the cost of all traffic citations and parking tickets.

  23. Please drive safely!

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