Online Handbook for the Division of International Studies, and International Institute programs

Domestic Travel Information

Travel Expense Reports

The Accounting services web site http://www.bussvc.wisc.edu/acct/instructions/ter.html has instructions and tips on how to fill a Travel Expense Report Form. You can also download a Travel Expense Report Form from this website.

Fleet Cars

All drivers agree to the State of Wisconsin Fleet Policies.

All drivers must be on University or State business.

All passengers must be on University or State business.

All drivers must receive authorization from UW Risk Management prior to driving a fleet car. Please contact http://www.bussvc.wisc.edu/risk_mgt/drivetable.html at 262-0375 for more information.

Staff and faculty must sign a vehicle use agreement.

Students, volunteers and LTE must sign a driver authorization form.

Driver authorizations can be verified http://astro.bussvc.wisc.edu:7779/drivauth/drivdata

Alll drivers must present a valid driver's license to receive a fleet vehicle - NO EXCEPTIONS.

All drivers are expected to comply with traffic laws and display common courtesy to other motorists while operating University vehicles.

All drivers are personally responsible for citations.

All drivers of 15 passenger vans must be at least 25 years of age and have a driver certification from the Department of Administration. Please contact the State VanPool Office at 266-5612 for class schedules.

If there is no Fleet car available, employees are required to obtain a nonavailability slip to receive full business mileage reimbursement for use of their own car on state business. However, if employee uses personal vehicle for business use and drives less than 50 miles s/he may claim mileage at the full business mileage reimbursement rate without obtaining a nonavailability slip. If the trip will be greater than 300 miles nonavailability slips must be obtained from the university fleet car office and the DOA central fleet office in order to claim full rate while using a personal car.

All nonavailibility slips must indicate the date of the request, the dates for which a pool car was requested, and it must be signed by the agency dispatcher or a DOA central fleet representative.

Car Fleet Rates:

Type of Vehicles

Daily Rates

4-Passenger Wagons

$23.00

8-Passenger Wagons

$27.00

Mini-Vans

$25.00

15-Passenger Vans

$34.00

Driver’s responsibility:

Use of state-owned vehicles shall be for official state business, or incidental use associated with official business away from the headquarters city. Incidental use includes travel to and from lodging and meals, but only when away from an employee’s headquarters city.

Use of alcohol or drugs is strictly forbidden. Any such vehicle use is a violation of work rules and may be grounds for disciplinary action up to and including dismissal.

All drivers and passengers in state vehicles are required to comply with the Wisconsin seat belt law.

Drivers are personally responsible for the cost of all traffic citation and parking tickets.

Reservations may be made by phone, or requested by fax or e-mail. If you fax or e-mail your reservation, please include your name and phone number and Vehicle Reservations will call you back to confirm.

Provide the following information:

Number of people traveling in the vehicle

Number of people traveling to same destination if more than one vehicle is being used

Date of pick-up and return

Driver’s name, department, phone number, time of pick-up and destination

An internal requisition or direct charge code is required to pay for vehicles. Cash, credit cards, and checks are not accepted.

DOA fleet staff will assign a vehicle suitable to needs based on number of people being transported; confirm the reservation of a vehicle, or issue a nonavailability slip.

There is a two-hour grace period for picking up vehicles at the car fleet office.

Vehicles may be signed out at the UW Police Station during non-business hours. Call the Car Fleet to make special arrangements.

Vehicles are available 24 hours a day, 7days a week.

Upon return driver must enter ending mileage on the requisition, sign the form and return the keys and pool car requisition to the dispatcher. If vehicle problems occurred during use of the vehicle, make them known to the dispatcher at the time of return of the car.

Vehicles must be returned as scheduled. There is a key drop at the Fleet Office for after-hour returns. Drivers may extend their reservations only after approval are charged a $25 late fee per day and may jeopardize the driver’s ability to use vehicles in the future. Make sure you know the exact date and time of scheduled return for any vehicles you are assigned. In the event of an emergency in which a vehicle cannot be returned as scheduled, the driver must contact the Car Fleet immediately. Leave a message if calling during non-business hours.

Accidents

Vehicles have an Auto Accident Kit in the glove compartment. Kits contain forms and instructions for reporting any accident. See agency fleet manager for replacement kits.

Report immediately by telephone if you are involved in an:
*accident with any bodily injury
*any rear-end collision of another occupied vehicle
*damage appearing to be greater than $500.
During work hours call: 608/266-0168; after hours or weekends, call 608/444-4934

Use of Personally owned vehicles for State business

*Medial and hospital expenses for state employees are provides; Worker’s compensation provisions apply.
*NO COVERAGE is provided for vehicle repairs to an employee’s vehicle. DRIVER SHOULD REPORT ACCIDENT TO PERSONAL INSURER.

No coverage of repairs to other vehicles involved in the accident. The State will, however, provide protection when the owner’s collision and/or liability coverage is exhausted.

Fleet Reservation Contact Information:

Telephone 608/262-1307
After hours vehicle emergencies 608/444-4934
Fax 608/265-5945
e-mailfleet@fpm.wisc.edu
UW Police& Security 608/262-2957
UW Risk Management 608/262-0375
Fax 608/262-9082