Motor PoolResources
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
Key Pick-Up
Learn more about where to pick up your keys and vehicle
Driver 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.
Accident / Incident Information
The Accident and Incident Form is located in each vehicle for your use in case of an accident or incident of any sort. Please fill it out and send a copy to Campus Safety within 24 hours.
Note: In the event of an accident or incident, you should first contact the college to report the incident and receive further instructions.
Campus Safety may be reached 24 hours a day at 507-933-8888.
Motor Pool Fleet
Capacity count for vehicles includes the driver.
- Five-person sedans/cars
- Seven-person minivans
- Eight-person van with extra cargo room
- Ten-person vans
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.
Rates and Fees (As of January 1, 2025)
Note: Rates and charges are subject to change without prior notice.
Vehicles
| Vehicle Type | Price |
|---|---|
| Cars | $0.90 per mile |
| Mini and 8-10 Person Vans | $0.95 per mile |
| Minimum Charge on all vehicles | $25.00 |
| Reimbursement for using your own vehicle (1/1/2025) | $0.70 per mile |
Additional Charges
| Additional Service | Price |
|---|---|
| Seat Removal | $50.00 |
| Late Return | $25.00 per day |
| Not Used/Failure to Cancel Fee | $25.00 |
| Cleaning Fee (excessive debris and dirt) | $70.00 |
| Lost or Damaged Key | Replacement Charge |
| No Recorded Mileage | Estimated mileage + $70.00 |
Bus Rental
Please email motorpool@gustavus.edu for current options.
Vehicle Rental
Please email motorpool@gustavus.edu for information on college/Enterprise rental agreement and policy.
Note: As with any vehicle driven for college purposes, it is the driver and passenger(s) responsibility to travel in accordance with the Gustavus Vehicle Safety Policy as representatives of the college. Failure to do so will result in reprimand and/or loss of privileges.
Missing Fuel Receipt
A receipt should be obtained each time the fuel credit card is used. If a receipt is forgotten or lost, a Missing Fuel Receipt slip must be filled out and turned in to the Motor Pool Specialist to account for charges made as soon as possible upon return from trip. The Missing Fuel Receipt form is available online or a hard copy can be obtained from the Facilities Office or Motor Pool Specialist.