NOC: ITS Vehicle Checkout Procedures

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In order to keep an accurate accountability of mileage and fuel usage, all ITS vehicles must be checked out from the NOC.  To reserve or checkout a vehicle, please find a NOC shift employee and they will assist with reservations and checkout procedures.  You must show your ITS ID badge to checkout a vehicle.  Two entries will be required every time an ITS vehicle leaves the Frey parking lot: one in the vehicle checkout sheet located in the NOC and one in the vehicle mileage log located in the vehicle.  There are NO exceptions to this rule.


The following complete and legible information is required for every entry in the vehicle checkout sheet:

Date – the date the vehicle leaves the parking lot

Time Out – the time the vehicle leaves the parking lot

First and Last Name/Department – nicknames, abbreviations and initials are not allowed

Destination – if multiple, list the farthest destination

Estimated Return - list date and time

Time In – list actual time returned (and date if other than estimated date)

Reason (4x4 vehicle only) – state why 4x4 vehicle is needed***

NOC – NOC personnel must initial the entry

 

The following complete and legible information is required for every entry in the vehicle mileage log:

Date – the date the vehicle leaves the parking lot

First and Last Name - nicknames, abbreviations and initials are not allowed

Odometer Start Reading – reading before vehicle moves

Odometer Stop Reading – reading when vehicle is returned to parking lot

Destination - if multiple, list the farthest destination

Fuel – place a check in this box if fuel was added during this trip


NOTE: Do not check out the 4x4 Durango unless you need a 4x4 vehicle or it is the only vehicle available.  You must also state a reason on the checkout sheet when using the 4x4 vehicle. 

If you reserve a vehicle and need to cancel, please notify the NOC as soon as possible so the vehicle can be made available for others to use. 

When finished, you must return the vehicle to its’ designated spot and return the keys to the NOC.  Each vehicle has its’ permit number painted on the curb.  If the designated spot is not available, please notify someone in the NOC.  Do not park vehicles at the loading dock unless you are actively loading or unloading. 

The NOC will fill up all of the vehicles on Sunday if they have less than ¾ of a tank of gas.  If you return the vehicle with less than ¼ of a tank of gas, please notify the NOC.  If you notice any maintenance issues with the vehicle (running or driving poorly, tire wear, warning lights, etc.), please notify the NOC.

 You should not need to checkout a Fuelman card unless traveling out of town.  Students need special permission to checkout a Fuelman card.  An entry will be required in the Fuelman Gas Card Log every time the card leaves the NOC as well as checking the Fuel box in the vehicle mileage log.  You are responsible for the use of this card when it is in your possession.  You are required to use the Fuelman card that is designated for that specific vehicle.  You must also give an accurate odometer reading when using the card.  When returning the Fuelman card after use, you must turn in the receipt with your printed name, signature and date on the back.

 

The following complete and legible information is required for every entry in the Fuelman Gas Card log:

Full Name – First and Last (nicknames, abbreviations and initials are not allowed)

Date/Time Out – date and time the card leaves the NOC

Date/Time in – date and time the card is returned to the NOC

NOC – NOC personnel must initial the entry

NOTE: Supervisors are responsible for making sure their student and new employees are aware of these procedures. Violation of any of these procedures will result in a revocation of privileges.  The supervisor will then be required to checkout a vehicle on their staffs’ behalf. 

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7/16/2018 10:53:40 AM