Embedded Files
State Vehicle Management
State Vehicle Management
VTNSI Van
VTNSI Van
VTNSI owns one van. The home location for parking is RB1311. The van should be returned to this home location after each use.
In compliance with Policy 5500: State Vehicle Management, the operations team will secure an FS-2 form for each employee who may drive the van.
VTNSI employees may reserve the van for business related travel needs on and off campus.
Reservations
Reservations
Adding the Van Calendar in Outlook
Adding the Van Calendar in Outlook
Open Microsoft Office Outlook and navigate to the calendar tab.
Expand the My Calendars dropdown to expose any attached calendars.
Right-click on My Calendar and navigate to Add Calendar > From Address Book.
Select the Global Address List and search for [NSI-Van-1].
Add the VTNSI Van Calendar to your list of calendars.
User Guide - Reserving the VTNSI Van.pdfOpen a New Appointment/New Meeting Invitation
Open a New Appointment/New Meeting Invitation
Open Microsoft Office Outlook and navigate to the calendar tab.
Select New Appointment or New Meeting to begin scheduling.
Enter a Title for the reservation and add other meeting participants if necessary.
Select the Start and End Date/Time for the reservation.
Search for [NSI-Van-1] in the Global Address List and add it to the reservation.
Send the reservation request. If there is a conflict, an automated email will notify you to select a different date/time. Otherwise, you will receive an acceptance email.
Modify or delete the reservation if needed, and changes will be reflected in the VTNSI Van Calendar.
Note: Be respectful and only reserve the van for the necessary time. Do not take the key without reserving the van. Return the key to the peg system for others who may have a scheduled reservation.
Van Usage, Return, Mileage, and Maintenance
Van Usage, Return, Mileage, and Maintenance
Van Usage
Van Usage
The van keys are secured in the Key Peg System in the Admin Suite of RB1311. A peg is required to remove the VTNSI van key.
Insert your Key Peg into the hole and turn it counter clockwise to lock your Key Peg in place, releasing the vehicle key.
The key should be returned at the end of each use.
Recording Mileage
Recording Mileage
Mileage should be recorded in the red three-ring binder located in the front seat of the van before and after each use. The driver will enter:
Date
Name
Starting Mileage
Ending Mileage
Description of Use
Notes (maintenance or damage)
If fuel drops below 1/4 of a tank, submit a ticket to nsifacilities@vt.edu.
Fuel Card
Fuel Card
The VTNSI van includes a Voyager Gas Visa Card for use during remote trips, specifically for fueling when off-site and away from VT Fleet Services.
Location: The card is stored in the red binder located between the front seats of the van, secured inside the zippered pouch for safekeeping.
Usage Guidelines: The card may be used only at fuel stations that accept Visa. All fuel purchases must be accompanied by a receipt.
Receipt Handling: After use, an Operations Team member will gather all fuel receipts and will place them in the clear zipper pouch located next to the Van Key Trap in the RB1311 Admin Suite. The Operations Team collects receipts weekly and notifies nsifinance@vt.edu when receipts are ready for processing. VT Fleet Services processes all fuel receipts monthly.
Before Using the Van
Before Using the Van
Before:
Before using the van, visually inspect its exterior, including the body, tires, wipers, windows, and lights. If you notice damage, immediately email nsifacilities@vt.edu. Additionally, check the van for cleanliness. Otherwise, your unit will be responsible for any cleaning services and associated fees.
No cell phone use by driver.
Do not smoke in the vehicle.
Do not consume food in the vehicle.
Do not consume alcohol in the vehicle or before driving.
Returning the Van
Returning the Van
When you return:
Refuel the van when the gas tank is at half full (or lower) before parking. Gas pumps are located at Fleet Services with instructions on how to fill gas tank.
Receipts should be placed in the zipper pouch by the key peg. If a receipt is not generated from the system, handwrite a receipt with date, number of gallons, and the cost.
Return the van to the parking lot of RB1311.
Clean/tidy the van after use (i.e. remove trash, vacuum if needed, exterior washed if mud covered, etc.)
To return the key, place the van key peg into the hole labeled "Van" and turn the peg clockwise. This will lock the van key peg and vehicle key. Remove your key peg.
Mechanical Problems
Mechanical Problems
Any mechanical (or other issues) report to nsifacilities@vt.edu immediately so repairs can be coordinated.
RELATED POLICIES AND PROCEDURES
Please visit the Virginia Tech Policy Library for a comprehensive list of policies and procedures.
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