RRC FLEET INFORMATION
Boise State University Raptor Research Center (RRC)
Fleet Use and Driver Documentation
Embedded Files
RRC VEHICLE RESERVATIONS & FORMS
RRC VEHICLE RESERVATIONS & FORMS
RRC Reservation Form & Mileage Log Form
RRC Reservation Form & Mileage Log Form
Use new forms for each new Vehicle Request, mileage log, etc. Click on a button below to retrieve a form. Completed vehicle request forms are submitted online and other forms are emailed to RaptorResearchCenter@boisestate.edu or uploaded to Google Drives. Drivers must also coordinate with RRC administration for RRC Google Drive access, WEX PINs, and vehicle key pickup. Drivers are responsible for obtaining and submitting WEX fuel receipts along with complete mileage logs by the 1st of the month following vehicle use.
You are authorized to use a reserved vehicle only on approved days and times, as someone else may be scheduled to use it at other times. Each vehicle reservation is approved individually; reserved vehicles cannot be "borrowed" by others for unapproved uses unknown to the RRC.
Need changes to your reservation (extend time, change funding, etc.)? Email RaptorResearchCenter@boisestate.edu.
The RRC may notify you of scheduled maintenance needs that may supersede vehicle reservations.
Submit request forms at least two weeks in advance of the anticipated start date.
Mileage Log must be used each day of travel and submitted to the RRC's Google Drive by the 1st of each month following use.
Important: Use a separate mileage log for each project/purpose and each month, and enter both your lab name and the project/purpose.
Alternative to Printed Log: Google Sheets Mileage Log
RRC Vehicle Reservation Process Flow Chart
RRC Vehicle Reservation Process Flow Chart
New & Renewing RRC Driver Documents & Requirements
New & Renewing RRC Driver Documents & Requirements
If a new or returning driver has not already done so (forms are shared between Biology and the RRC), they must:
Read the information on this website, especially the rest of this page, and then complete the RRC & DBS Driver Information & Acknowledgement Form and the Driver Expectations Form. Completed forms are submitted to RRC administration in RAPT 101 (RRC Building) or emailed to RaptorResearchCenter@boisestate.edu. Files are digitally encrypted and stored securely. Click on the following buttons to retrieve each required RRC driver document.
Have a complete and clear Motor Vehicle Record check on file with their home department and share it with the RRC. Motor Vehicle Record checks may or may not have been done as part of the employee's background check at the time of hire. Email employment@boisestate.edu to check if the MVR check was done on an employee. If not, the employee's supervisor, advisor, business manager or RRC administration will need to Request a Background Check (checkmark Motor Vehicle Check), as this is required of all university vehicle drivers per Policy 9040 - University Vehicles. and Policy 7005 - Background Verifications.
Take Off-Road Vehicle Driver Training (2-3 hours) offered by Fleet Services including hands-on driving training before driving any RRC vehicle. RRC administration or your lab manager can arrange this training, and coordinate vehicle reservations for the training with RRC. The off-road vehicle driver training involves discussing off-road driving techniques, learning and practicing how to change a tire and check vehicle systems and fluids, safety checks, and hands-on experience practicing driving off-road near Boise with Fleet staff. The training is a great opportunity to learn, even for drivers with prior off-road driving experience. Questions are invited and highly encouraged during training. Wear comfortable clothing that can get dirty and wear closed-toe shoes for training. RRC vehicles are picked up from and returned to the RRC Building lot (see PARKING below) by trainees. Drive the RRC truck to the Fleet shop at 1356 University Drive and pull around to the back of the building by the garage doors. The entrance to the Fleet shop office is on the left side of the building when facing the garage doors.
Request a WEX PIN and WEX activation from the department(s) whose vehicles are being driven. The Department of Biological Sciences and the RRC share driver files, but each department has its own WEX account. Drivers are deactivated from an account once they are no longer employed or a student, but can be reactivated. The same WEX PIN can be used for both the RRC and Biology.
Gain access to Google Drive folder(s) to upload your vehicle's mileage logs and fuel receipts.
IMPORTANT: Download forms, open them in the free Adobe Reader, save them, complete and sign the form, save again, and then email to RRC administration. The forms will not work as intended if opened and filled in within a web browser. Completing these forms on desktop computer is recommended.
If completing the RRC & DBS Driver Information & Acknowledgement Form on a mobile device, mobile Adobe Acrobat Reader does not support interactive image upload functionality, so please email images as separate files along with your completed forms.
Driver Training Vehicle Pick Up & Training Locations
Driver Training Vehicle Pick Up & Training Locations
VEHICLE USE RESPONSIBILITIES
VEHICLE USE RESPONSIBILITIES
Parking
Parking
RRC vehicles are kept in the East Parking Lot (closest to 9th St.) of the RRC Building at 970 S. Lusk Street. After driving the RRC vehicle for the day, it must be returned to where you found it at the RRC Building.
Please park RRC vehicles in the row of east parking lot spaces closest to 9th Street whenever possible or on the north end of the very next row over--farthest from Royal. Park in view of a security camera on campus whenever possible.
Ensure that the emergency bag and your own gear are stored inside the cab and not in the truck bed. Expensive equipment should be stored in a secure location.
The parking lot at the RRC Building is permitted West Reserve parking; if you do not have a West Reserve permit for your personal vehicle, you will need to park it in the appropriate permitted parking lot or off-campus.
Maintenance & Cleaning
Maintenance & Cleaning
RRC vehicles should be returned in the same (or better) condition as when received.
Vehicle Inspections: You are responsible for maintaining the condition of the vehicle and the items in it. We recommend that drivers check over the vehicle before and after each use (and take photos of the vehicle) to ensure they spot and report damage on the same day it occurred. Keep an eye out for cheatgrass buildup under the vehicle and in skid plates, which can pose a fire hazard and affect vehicle performance.
Car Washes: Vehicles should be washed periodically to maintain the university's image, keep vehicles in safe working order, and to prevent dried mud chunks with rocks from falling and bouncing onto other drivers' vehicles. If a car wash is needed, consult with your supervisor on payment for a wash or get car wash tokens/passes from Fleet Services at 1356 University Dr. and provide them with a funding string from your supervisor. Alternatively, a p-card can be checked out from RRC administration after providing them with a funding string for the charge. Costs for washes needed for RRC vehicle shop maintenance are paid by the RRC.
NOTE: We recommend NOT using fuel station car washes. They are not powerful enough for the mud on our vehicles.
After Vehicle Use:
Fill the vehicle’s fuel tank, and check fluids and tire pressure.
Clean: disinfect high-touch areas, clean windows, remove excess dirt, vacuum, wash exterior.
Update and remove your Mileage Log and remove WEX receipts to submit to RRC administration.
Ensure the WEX card is in the glove box!
Dispose of trash and remove your personal belongings.
Return the vehicle to the RRC Building parking lot at 970 S. Lusk St., Boise, after each use.
In Your Vehicle
In Your Vehicle
In glovebox (from State Risk Management forms):
Accident Report Guide
Current FY Certificate of Financial Responsibility
Citizen's Claim Filing Procedure
Notice of Claim (form)
Additional RRC mileage logs
BSU Fleet Services business card
In emergency bag, door pockets, and/or under seat:
Fire extinguisher (usually mounted under back seat)
Jumper cables
3-pack emergency triangles in red case
Wool or Mylar blankets
Red-handled folding hand saw to remove brush
Tow straps
Shovel
First aid kit, CPR mask, & disposable gloves
Ice scraper / snow brush
All RRC vehicles are equipped with a receiver hitch and can tow. If you need to tow with an RRC vehicle, first do the following:
Ensure that the expected weight of the trailer and cargo does not exceed the vehicle's towing capacity. You can check the vehicle manual in the glovebox or web search "towing capacity for 20XX Ford F150," using your reserved vehicle's model year. All current vehicles are between 2011 and 2020.
Obtain (possibly from RRC) the correct ball mount with the correctly sized trailer/hitch ball for your trailer you will use.
Watch Fleet Services' 3.5-minute Quick Instructional Video on Trailer Hitching about safe towing. Fleet Services can provide hands-on training upon request.
Mileage Log Record Keeping
Mileage Log Record Keeping
Please complete the mileage log (with beginning and ending mileage including the number after the decimal - to 1/10th mile - for each day of travel), scan it (Adobe Scan app recommended), and upload the mileage to the appropriate vehicle's Google Folder by the 1st of each month. You should receive a Google Folder link from RRC Administration, or you can request the link.
Upload files in a standard file format such as PDF, JPEG, JPG, or GIF; HEIC-format images are not supported. Please only use shared mileage logs if all drivers are working on the same project. If you find someone else’s mileage log in a vehicle, start a new mileage log for your project.
Extremely important to university record-keeping and research funding compliance:
All mileage is reported accurately and completely to 1/10th of a mile on a daily basis.
Separate mileage logs are kept for each project because different projects may be billed to different funding.
Each month of mileage should be on separate logs.
Mileage Gaps / Discrepancies
Mileage Gaps / Discrepancies
You may occasionally see that your starting mileage does not match your last ending mileage--this may be due to Fleet Shop use for maintenance or repairs (which are reported separately from your mileage log) or another project's use of your vehicle (which should be recorded on a separate mileage log). Always fill in the actual current starting mileage and do not assume that the starting mileage is your last ending mileage. If there are unexplained mileage gaps on your log or duplicated mileage with another project or Fleet Shop mileage, you will be contacted by RRC Administration for clarification.
How WEX Fuel Purchasing Works
How WEX Fuel Purchasing Works
WEX cards are used to purchase fuel for RRC vehicles, and most Idaho gas stations are approved for WEX. The RRC pays WEX fuel bills, and that expense is factored into the Recharge mileage rate. Users do not pay for fuel themselves.
RRC Administration issues driver-specific WEX PINs. Use the WEX card located in the RRC vehicle’s glove box (in a small black folder) to purchase fuel only for that RRC vehicle; each WEX card is assigned to a specific vehicle. You will be prompted at the pump to enter the vehicle’s odometer and your PIN (User ID). Entering accurate mileage at the pump is imperative for record-keeping and compliance. WEX cards are accepted only at the pump at most major convenience stores and fueling centers throughout Idaho, the U.S., and even Canada. When the WEX card is used, eligible tax exemption is automatically applied and does not need to be requested.
Use of personal convenience store or fuel station loyalty programs or coupons is prohibited in conjunction with WEX purchases. WEX cards are limited to fuel purchases only, for university business and research.
Driver Record-Keeping
Driver Record-Keeping
Before returning the vehicle and as needed during extended use, fill up the tank using the WEX card with your PIN, obtain the correct receipt (check to be sure it is yours), scan it, and submit the receipt in the WEX Receipts folder of your vehicle's Google Drive by the 1st of each month. Always return the WEX card to the black folder in the glove box after each use. Upload files in a standard file format such as PDF, JPEG, JPG, or GIF; HEIC-format images are not supported. Snapping photos of fuel receipts with your phone immediately reduces the risk of losing receipts and of heat fading that makes receipts unreadable. Lost receipts require the completion of missing receipt affidavits and may lead to WEX account suspension or termination.
WEX Issues
WEX Issues
If you cannot use the WEX card or your PIN, purchase the gas with your own cash or personal credit card. Then provide the RRC office with your reimbursement need, the business purpose of the trip, delegation, and the original fuel receipt within 30 days if possible to ensure timely reimbursement. Report missing WEX cards or PIN issues to RRC administration immediately.
VEHICLE DAMAGE & ISSUES
VEHICLE DAMAGE & ISSUES
Accidents, Incidents, & Vehicle Damage
Accidents, Incidents, & Vehicle Damage
We recommend that drivers check over the vehicle before and after each use (and take photos of the vehicle) to ensure they spot damage on the same day it occurred, and that the Vehicle Incident/Accident Report be completed with great detail about the accident/incident or damage. Timely and thoroughly detailed reporting of incidents/accidents allows Boise State to access our insurance coverage and repair damages before further damage is incurred.
Procedure for Accidents/Incidents (#6, 7, 8 also apply for any vehicle damage):
Accidents/incidents involving other vehicles or property must be reported to the police at the time of the accident. For life-threatening accidents/incidents, call 911.
Accidents/incidents involving others must also be reported to the Department of Public Safety at 208-426-6911.
Do not immediately leave the scene of an accident or admit fault.
Refer to the Accident Reporting Protocol card in the glovebox of the vehicle for details on how to handle accidents/incidents and roadside assistance at any time of the day or night. Safety first!
Complete the Accident/Incident Report information sheet in the vehicle’s glovebox by hand ASAP, while information is clear and other parties are present, to obtain all needed information.
Report any accident/incident and/or vehicle damage ASAP - including incidents involving inanimate objects such as rocks or trees - call or email the RRC, Fleet Management Services, Risk Management and Insurance (RMI), and your supervisor/advisor. Contact information can be found in each vehicle's glovebox.
Submit the university's Vehicle Incident/Accident Report within 24 hours, using your handwritten information. Timely reporting is crucial and affects insurance reimbursements. RMI prefers the driver to fill out this report personally. The only exceptions that do not require submission of the Vehicle Incident/Accident Report are normal wear and tear windshield and tire damage (e.g., rock throws from passing vehicles that cause windshield damage and accidental punctured tires).
Need a tow? Contact Fleet Management Services for towing recommendations or there may be local information in the glovebox.
Reporting an incident or accident is your responsibility as a Boise State employee or authorized student driver; in doing so there are no reprisals or financial charges to you and there are no points against your license unless you are cited by an officer at the time of the accident. Traffic violation citation charges are solely the financial responsibility of the driver per Idaho State Travel Policy, §3.I.
Maintenance or repair costs attributable to a driver's use or that could have been avoided will result in direct or pass-through charges to the employee's lab or departmental funding sources to pay such expenses -- this keeps the long-term Recharge rate as low as possible for all users.
Vehicle Issues
Vehicle Issues
Major Issues: If an RRC vehicle has issues such as unusual handling or sounds, notification lights, etc., the driver must report the issue to RRC administration and Fleet Management Services ASAP. Arrange a time that Fleet Services can evaluate the vehicle to prevent major repairs or breakdowns. In these cases, you will likely not need to complete an RMI incident/accident report. If a breakdown or serious malfunction occurs, notify the RRC and Fleet Management Services immediately; there are situations in which continuing to drive could cause more damage.
Minor Issues: For drivers using vehicles long-term (weeks/months at a time) who notice a minor issue such as an indicator light coming on, low washer fluid, new windshield wipers needed, etc., feel free to stop by Fleet Management Services at 1356 W. University anytime between about 7:30 a.m. and 5 p.m. They can likely take care of minor issues immediately.
CONSIDERATIONS FOR ADVISORS, PRINCIPAL INVESTIGATORS, & FUND MANAGERS
CONSIDERATIONS FOR ADVISORS, PRINCIPAL INVESTIGATORS, & FUND MANAGERS
Travel Authorizations (TAs)
Travel Authorizations (TAs)
In most cases, all drivers and passengers must have approved TAs. Include the TA number(s) on your RRC Vehicle Request form or email them to RRC admin once approved.
The travel cost (including RRC vehicle mileage) funding source will determine how TAs are requested:
Primarily RRC funding will be used and/or traveler is a M.S. Raptor Biology student ---> Submit RRC TA Info Form
Primarily Biology (DBS) appropriated, local, or foundation funding will be used ---> Submit DBS forms
Primarily Biology (DBS) or RRC sponsored project funding will be used ---> Submit RCA Hub forms
Damages
Damages
Maintenance or repair costs attributable to an RRC vehicle driver's use will result in direct or pass-through charges to the employee's lab or departmental funding sources to pay such expenses -- this keeps the long-term Recharge rate as low as possible for all users. Costs may include: the state insurance deductible of $1,000 plus Fleet Services fees for obtaining repair quotes, repair costs for expenses below the $1,000 deductible threshhold, or all repair costs for damages that are not covered by or are denied by State of Idaho insurance. Also see the "Vehicle Damage & Issues" section.
All damages are considered attributable to the RRC vehicle driver's use with the exceptions of:
Damages caused by an accident where another driver is at fault (including hit-and-runs)
Unavoidable damages such as hail or a windshield crack from a rock thrown by another vehicle
Normal surface-level wear-and-tear (including shallow scratches on the body that do not penetrate paint)
Important Note for Project Budgeting and BARs
Important Note for Project Budgeting and BARs
The General Ledger account segment 515010 (Recharge Center Fees) is used for internal payments for RRC fleet mileage costs. Recharge Center Fees 515010 is an OE account code rather than Travel and must remain as 515010 for audit tracking of Recharge Centers and their rate reviews.
Vehicle Request Mileage Estimates
Vehicle Request Mileage Estimates
When completing an RRC Vehicle Request, if you are unsure of the number of anticipated miles to be driven or need to estimate expenses, reach out to the RRC Research Center Administrator. They keep a spreadsheet of all past mileage that can be sorted easily by driver(s), use (e.g., past years on a project), fiscal year, etc. to provide an idea of the number of miles used.
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