Saint Louis University

Transportation Services coordinates the rental of University vans to assist the transportation needs of faculty, staff, students and University sanctioned organizations conducting official University business.

For more information about our van rental services, click on one of the anchors below:

Van Rental Request |Rental Rates | Restrictions | Vehicle Pickup & Return | Driver Eligibility | MVLRC | User Responsibility | Reservations | Gas & Oil Expenses | University Insurance | Emergency Repairs | Accident Reporting | Rental Handbook | Contact Transportation Services

In August 2015, Enterprise made adjustments to the rates that we are charged for the rental vehicles that we use. We have taken this opportunity to review our current rental fee structure and made changes to more appropriately reflect the cost associated with these adjustments. Effective August 31, 2015, the new rate structure is as follows:

Rental Rates

Time Period/Mileage Half Day* Daily Rate**
Less than 50 miles $39 + $5 (gas and van prep.) $64 + $5 (gas and van prep.)
More than 50 miles*** $39 + gas $64 + gas

*Half Day: Checked out and returned before noon of the same day.

**Daily Rate: Checked out in the morning and returned after noon OR Checked out after noon and returned same day.

***Rentals of more than 50 miles will be charged the gas used when filled to level it was when picked up (per amount charged to the gas card provided by Transportation Services). If gas is not filled upon return, a charge of $0.20/mile will be assessed based on Google Maps calculation of the round trip distance (miles) to the destination and back.

Specialty vehicles are charged the current market rate.

24 hour notice is required for rental requests and/or cancellation. If van is not picked up, or 24-hour cancellation notice is not given by email, the established rate will be charged.

Reservations made after normal business hours Monday-Friday (7am - 4pm), on weekends, or on holidays will not be scheduled on the following business day.

If you have any questions or concerns related to the changes, please contact Transportation Services.

^ Back to Top


Restrictions

Only persons directly engaged in the University activity for which the van is to be used may be passengers in the vehicle. The vehicles are not available for personal purposes and may not be kept overnight at an employee's or student's place of residence, except as authorized.

Vans in excess of five years old will be restricted to travel within a 50 mile one-way radius.

Vans whose age is less than five years will be scheduled for travel within a 500 mile one-way radius. 

For trips that exceed a 500 mile one-way radius:

  • Rental of vans or vehicles through an outside rental company will be coordinated by Transportation Services 
  • Require a department-approved adult volunteer (21 years or older) to accompany students. 
  • When more than one vehicle is taken on the trip and only one university faculty or staff member is involved, the vehicles must travel as a caravan.

SLU prohibits the rental of 15-passenger vehicles.

Vehicles obtained through the SLU Van Service may not be operated by any person under the influence of alcohol, illegal substances or any drug impairing the operator's ability to safely operate the vehicle.

 

^ Back to Top


 

Vehicle Pickup & Return

Pickup
  • Vehicles are checked out from the Security booth in the Olive garage.

  • All drivers will be requested to present their driver's license and confirmation form at the time of pick-up. 

    • NOTE: A copy of the driver's license will not be accepted and the van will not be released for the scheduled use -- no exceptions.

    • If more than one vehicle has been requested, a single driver may not pick up the keys for multiple vehicles.

    • You must submit a MVLRC License Check 48 hours in advance.

  • A travel packet containing keys, gas card, insurance ID card, and parking card will be issued to each vehicle.

  • Verify the following information on the trip record:

    • beginning mileage

    • inspection of the vehicle, inside and outside, noting cleanliness, dents, damages, etc.

    • time, date, print name and signature of driver

  • Vehicles will be available for pick-up between 6am and 10pm.

  • In the event that there is a time or date change on picking up the vehicle, please notify the Transportation Services assistant (977-7374) before arriving to pick-up the vehicle.   

    • 24 hour notice is required in the event of a cancellation to ensure your department is not charged.

  • The user(s) of a University van may park his/her vehicle in the non-reserved areas of the Olive garage.

Return
  • Return the van to the Olive parking garage and park in the preferred area.

  • All vans should be returned free of all trash and personal items. The general cleanliness of the vehicle is the responsibility of the driver. The department and/or organization may be billed accordingly if Transportation Services must clean the vehicle.

  • Vans should be re-fueled if trips exceed 50 miles round trip, otherwise gas is included for a flat $5 fee and transportation services will re-fuel the van.

  • Record the following information on the trip record:

    • ending odometer reading
    • record of vehicular-related expenses required during the trip
    • problems incurred while using the vehicle
    • dents or other damage
    • accidents and/or injuries. (Accident forms must be completed and turned in along with a police report.)
    • date, time, printed name and signature of driver
  • Return the travel packet with items (keys, credit card, insurance ID card and trip record) immediately to the drop box located outside the Security booth in the Olive garage. Do not lock keys in the van!

  • All vehicles that are returned after the designated return time may be charged additional fees.

 

^ Back to Top


 

Driver Eligibility

All potential drivers must meet the following criteria before being authorized to drive University vans.

Please allow at least 48 hours for the reference checks, if you do not have an approved license verification check you will not be allowed to drive and the van will not be released in your care:

  1. Names must be listed on the Van Request form
  2. All drivers must complete and submit the Motor Vehicle License Reference Check (MVLRC) Form.
  3. All drivers must be at least 18 years of age
  4. Must have a U.S. driver's license.

The University reserves the right to ensure that all drivers of University vans have reasonable driving records and will only authorize drivers based upon the motor vehicle license reference check.

This process must be completed for each driver once per fiscal year.

Driver Criteria

 

^ Back to Top


 

User Responsibility
  • Complete paperwork on the trip record prior to leaving the Olive garage, throughout the trip and before turning in the travel packet and keys.

  • Abide by all Saint Louis University policies.

  • Comply with all State and Federal driving regulations while operating a vehicle:

    • Seat belts must be worn while driving or riding in vehicles.

    • No alcohol containers and/or illegal substances are not permitted in vehicles.

  • All traffic offense fines, payments or penalties are the personal obligation of the driver. (Note: It is not permissible to use University funds to make payment.)

  • No form of smoking is permitted in vehicles.

 

^ Back to Top


 

Reservations

A van may be reserved by Saint Louis University departments or university-sanctioned organizations for official University business. Vans are scheduled on a first-come, first-serve basis. A Van Request Form must be completed and submitted to Transportation Services.

Van Request Form
This form is available online by clicking here. Please complete the form and submit the request online.

Information required includes: driver name(s), department, department phone, purpose of the trip, departure date and time, destination, return date and time, number of passengers and fund number.

A verification of all van requests will be sent to the requestor.

Only drivers listed on the original submission form will be approved to pick-up the vehicle at the garage.

^ Back to Top


 

Gas & Oil Expenses

A Voyager gasoline credit card is issued in the travel packet and should be carried by the driver at all times and not left in the van. This card may be used for the purchase of self-service, non-premium gasoline for the designated University van on scheduled official University business. All receipts for gasoline purchased must be turned in with the vehicle upon completion of trip. A $20 fine will be charged to the sponsoring department for each missing receipt.

For those trips under 50 miles round trip, re-fueling is not necessary due to the flat $5 gas fee.  If you have a trip that is scheduled for over 50 miles round trip, re-fueling is necessary and will be billed back to the sponsoring department.

Please note that it is against University policy to purchase gasoline or other services with a university-owned credit card for a privately-owned vehicle.

On an exception basis, if out-of-pocket gasoline and oil expenses are necessary, please be sure to save all receipts in order to be reimbursed. List these expenses on the trip record, return the receipts in the travel packet and Transportation Services will submit the appropriate paperwork for your reimbursement. The department or organization requesting the vehicle will be billed accordingly for these expenses.

 

^ Back to Top


 

University Insurance

The University automobile fleet insurance policy coverage is provided by the United Educators Risk Retention Group. Valid insurance ID cards serve as proof of insurance. They are provided by Risk Management and are included in the travel packet.

A $1,500 deductible per automobile involved in an accident is charged to the department or organization for all university auto-claims, for more detail please visit Risk Management's page.

 

^ Back to Top


 

Emergency Repairs

In the event that the vehicle becomes inoperable and requires emergency repairs to continue, please contact Transportation Services Monday-Friday, 7am-4pm, 314-977-7374. For nights, weekends, and holidays contact DPS 314-977-3000.

^ Back to Top


 

Accident Reporting 

In the event of an accident involving a vehicle, either SLU owned or rented, the following procedures should be followed, regardless of the extent of damage:


Emergency Procedures

  • Take necessary steps to prevent additional accidents at the scene.

  • Do not leave the scene until police have arrived.

  • Call police and emergency services, if necessary.


Information Required

  • At the scene, write down the following information from all other drivers:

  • Name, address, phone

  • Driver's license number

  • License plate number

  • Insurance information

  • While at the scene of the accident, secure information needed to complete SLU's Automobile Accident Report Form. A copy of this form can be found in the packet you received from Transportation Services and must be sent to Risk Management within two business days.

Reporting of Accidents/Injuries
Accidents and/or injuries to anyone must be reported at once to Public Safety (314) 977-3000. Public Safety will notify Risk Management and Transportation Services.

Follow-up Paperwork by Driver
Complete and submit the Automobile Accident Report Form to Risk Management, in Wool Center 3rd Floor or fax to (314) 977-1457.

Risk Management will coordinate with Transportation Services for vehicle assessments and repairs.

NOTE: For detailed information on deductibles and other payment information visit Risk Management's page.

 

^ Back to Top


 

Contact Transportation Services

In the event you find that you need additional assistance, please contact Transportation Services.