Fort Lewis College provides a vehicle rental service exclusively for its departments through the Transportation Office, ensuring efficient and safe transportation for college-related activities. It’s important to note that this service is not available to the general public, other institutions, or external government agencies. Departments of Fort Lewis College are the sole entities eligible to rent vehicles from the Fort Lewis Transportation Office.
To check the availability of vehicles and to start the reservation process, it is essential to contact the PPS Service Center at 247-7000 as early as possible. While making an advance reservation doesn’t guarantee a vehicle due to demand and availability, it significantly aids the Transportation Services in planning and potentially accommodating the transportation needs of various departments. Vehicle reservations are handled on a first-come, first-served basis, ensuring fairness and equal opportunity for all departments without any priority given to specific individuals or groups.
How to Officially Reserve a Vehicle from Fort Lewis Transportation Office
To officially secure a vehicle booking from the Fort Lewis Transportation Office, departments must complete and submit a Vehicle Request Form (VRF). This form should be submitted to the PPS Service Center well in advance of the required date. Each trip and each vehicle requires a separate VRF to ensure clarity and proper scheduling. The Vehicle Request Form requires the following essential information to process your reservation effectively:
- Type of Vehicle Needed: Specify the type of vehicle required for your departmental needs. A separate Vehicle Request Form is necessary for each vehicle and each trip.
- Driver Name(s): Provide the full name(s) of all authorized drivers who will be operating the rented vehicle.
- Destination, City, and State: Clearly state the destination, including the city and state, for each trip.
- Driver’s License Information: Indicate the type of driver’s license held by the designated driver(s) that will be presented when checking out the vehicle.
- Budget Account Number: A valid Fort Lewis College budget account number is mandatory. Reservations cannot be processed or confirmed without a valid account number for billing purposes.
- Departure and Return Date/Time: Specify the exact dates and times for vehicle pick-up and return.
- Cost Center Director / Dean Signature: The Vehicle Request Form must be authorized with the signature of the relevant Cost Center Director or Dean to validate the departmental request.
A properly authorized Vehicle Request Form must be completed and received by the PPS Service Center before a vehicle can be officially scheduled and released to the designated driver.
Driver Requirements and Important Policies
For the safety and compliance with regulations, Fort Lewis Transportation Office has specific requirements for drivers. All non-college drivers of state vehicles must be at least 21 years of age and must possess a clean driving record. Drivers who are not Colorado State Employees are required to additionally submit an Authorized Volunteer Driver Form to the Environmental Health and Safety department. This ensures that all drivers operating Fort Lewis College vehicles meet the necessary safety and legal standards.
In accordance with State regulations and Fort Lewis College policy, all rental charges are billed to an existing FLC account. The Fort Lewis Transportation Office does not accept payments via credit card, cash, or checks. This policy is in place to ensure appropriate use of State vehicles and maintain accurate financial tracking within the college’s accounting system.
Cancellation and Charges
Should a department need to cancel a vehicle reservation or if the requestor is unable to pick up the vehicle at the scheduled time, it is crucial to inform the PPS Service Center at 247-7000 as soon as possible. Prompt communication helps avoid a “no show” charge. Rental rates are calculated on a daily basis and include vehicle liability insurance, essential vehicle maintenance, and any lease charges incurred by Transportation Services. Notably, picking up vans after 3:00 PM on a given day will not incur a charge for that day, offering some flexibility for departments. There is a minimum one-day rental charge for all vehicle rentals, and no-shows and late returns will be charged at the minimum daily rental rate applicable to the reserved vehicle.
For any further inquiries or to initiate a vehicle reservation, please contact the PPS Service Center directly at 247-7000. The Fort Lewis Transportation Office is committed to supporting the transportation needs of Fort Lewis College departments efficiently and professionally.
