Motor PoolReservations and Information

Reservations

For reserving vehicles, complete the online Vehicle Authorization Form and email it to (motorpool@gustavus.edu). Due to staffing constraints, we may not be able to accommodate telephone reservations or walk-ins. Please email the Motor Pool (motorpool@gustavus.edu).

The College provides employees with motor vehicles available for use on official College business. Official College business includes any authorized use to meet the needs of approved programs, functions, or activities of the College or its officers, departments, and organizations. Departments are billed under a fee structure for use of a motor pool vehicle. College vehicles may not be checked out for personal use. For further information refer to the College Motor Vehicle Policies below.

Cancellation

Cancellations need to be done as soon as possible, preferably prior to the day of use, to make the vehicle available to others and avoid any unneeded processing. You may cancel your reservation by emailing motorpool@gustavus.edu or by calling 507-933-7675. There is no penalty when a cancellation is made prior to scheduled pick-up time. Cancellations made after the scheduled pick up time will result in a $15 no show fee.

If you pick up the keys from the motor pool but do not use the assigned vehicle, a $15 fee will be billed. Please be aware that, under normal circumstances, cancellations are not possible once keys have been picked up. However, exceptions may be considered in extenuating circumstances.

Weather conditions ocassionally warrant delayed opening or early closing of College offices. When there are reports of icy road – particularly on the back roads – Gustavus 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.

Authorization / Certification

Prior to using a vehicle, you must be authorized through Campus Safety. Please see the Campus Safety vehicle policy page or contact the Motor Pool Safety Specialist at g-vehiclecertify@gustavus.edu for details. Once you are authorized, Campus Safety will relay the information to the Motor Pool Specialist. You may then schedule a vehicle with Motor Pool.

Driver History Form

Any faculty, staff member, volunteer, or student who drives a Gustavus-owned or leased vehicle or their personal vehicle on institution business must have a current Driver History Form on file with the Motor Pool Specialist.

Scheduling Your Vehicle

Gustavus's motor pool fleet consists of several sedans, mini vans, cargo vans, and 10-person vans. To schedule a vehicle, complete the motor pool online Vehicle Authorization Form and email motorpool@gustavus.edu or schedule directly with the Motor Pool Specialist.

Picking up Your Vehicle

Vehicles are located on the northwest side of the Swanson Tennis Center (Google Map link). See the Motor Pool Specialist to pick up the keys and packet. If you drive your personal car to this location, you may park your personal vehicle opposite the campus vehicles until your return. 

Charges for Using Vehicles

Upon returning, you must fill out the mileage on part 3 of your vehicle authorization form. This information provides us with the correct information for billing. See Rates and Fees.

Motor Pool Policies and Forms

Motor Pool Policies
• Vehicle Safety Policy
• Large Van Policy
• Utility/Golf Cart Safety Policy
• College Travel Policy
• Campus Safety Vehicle Policy Site

Motor Pool Forms
• Certification Request
• Vehicle Authorization / Invoice
• Driver History Form
• Accident / Incident Information Form
• Missing Fuel Receipt Form

Vehicle Maintenance / Fleet Operations

The Facilities Department-Transportation Services is responsible for maintaining college-owned vehicles by providing quality maintenance and repair. They also track fuel card billing and schedule vehicles for maintenance and replacement as needed. Vehicle maintenance personnel coordinate with Campus Safety regarding accidents involving college vehicles. Contact Bruce Wilking at 507-933-7504 or contact Campus Safely after hours at 507-933-8888 for maintenance needs.