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Forms & Requests

Rental Policy

Cars and vans are maintained by Transportation Services (operated by Physical Plant) for travel on IPFW business by employees. A Transportation Form 1 "Transportation Request" must be completed in advance to reserve a vehicle.

The staff member's department is charged for the use of the University vehicle. If the recorded mileage exceeds the official map mileage by more than 10 percent, the employee may be held liable for the excess. Mileage from pick up and/or return of University passengers is allowed if noted on the Form 1.

Parking and tolls incurred while using a University Vehicle are reimbursed on the employee's Form 25. Receipts are required for parking. 

Use of a university vehicle should itself be listed in the Transportation column of the Form 25, but no amount indicated.  This reference verifies to auditors that the mode of transportation involved with the travel has been accounted for.

The use of University vehicles will not normally be authorized if the expense for the transportation is to be reimbursed in any way by an outside agency or personally by an employee. Exceptions must be authorized by the Comptroller and the Vice Chancellor for Financial Affairs.

Departments will be charged the appropriate rate from the table times the actual odometer mileage on the vehicle used in addition to the daily rate. Odometer mileage's in excess of 110% of the official map mile to the destination must have a written explanation.  Employees may be responsible for reimbursing the university for any excess mileage not deemed sufficiently justified.

University Vehicle Mileage Rates

The daily rate is based on a 24-hour clock with the 25th hour free. Physical Plant will be generous with the 25th hour. The following will apply to the daily rate charge:

  1. Daily rate will be based on whole days only, not a portion. If a vehicle is used for a short time, the charge is mileage plus 1 day rate.
  2. A vehicle picked up at 3 p.m. or later, and returned anytime the next day, will be charged mileage plus 1 day.
  3. A vehicle picked up prior to 3 p.m., and returned the next day after 3 p.m. (and over 25 hours), will be charged mileage plus 2 days.
  4. Early Monday Departure: Upon availability, if a vehicle is picked up on Friday after 3 p.m. for a trip departure of Monday prior to 7 a.m., the daily charge starts at the Monday departure time. This must be noted on the form 1. (Used when departure from home is much more convenient. Infrequently requested, but should be noted in daily rate explanation).

Note: Keys that are picked up early would have no effect on the daily rate. More Information can be found by accessing the Table of Vehicles.

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