University of Vermont

RSENR Business Center vehicles

How To: Use a RSENR Vehicle - Prius and Trucks

Primary contact: Jackie Bruning 656-6172

Only authorized drivers affiliated with the University of Vermont in the capacity of faculty, staff, or student shall be permitted to drive a University vehicle. In order to be authorized to drive a UVM vehicle you must attend the UVM Risk Management's Driver Training. Please sign up for training if you have not already done so by going to this site: https://www.uvm.edu/~riskmgmt/?Page=driver_train/index.html.

Step 1:
All drivers must be 19 years old and hold a valid U.S. or Canadian license and fully understand the UVM Driver Safety and Motor Vehicle Use Policy which can be found here: http://www.uvm.edu/policies/riskmgm/driversafety.pdf.

Step 2:
Go into Oracle calendar by following the steps below:

  • Log into Oracle Calendar
  • File
  • Open
  • Agenda
  • Click on the magnifying glass and choose the resources tab
  • Choose resource option and in the resource name enter RS
  • Enter
  • Choose your vehicle (prius, 2 door or 4 door)
  • OK
  • OK

Step 3:
Enter the information below into Oracle Calendar on the date/dates and times you will be using the vehicle:

  • Name
  • Dates and times of use
  • Chart string or project id

Step 4:
Pick up keys:

  • For the prius and the 4 door truck only: Pick up the key from room 220B in the Aiken Center. Prior to handing out any keys, the Business Service Center Staff will review your Oracle calendar entry and verify the chart string or project id number.
  • For the 2 door truck: Please contact Steve Cluett (859-3086) at the Rubenstein Lab, College Street, on the lakefront for key pick up and return.

Step 5:
Immediately upon your return to campus, return the key to room 220B in Aiken (or to Rubenstein Lab for the 2 door truck).

Other Information:

Usage Rates

Your chartstring or project will be charged for using the vehicle. View usage rates. Rates change annually.

Gas Cards

You will find a gas card in the purple pouch inside the vehicle. Please leave the card and all gas receipts in the pouch. If this will be your first time using the gas card you will need to contact Jackie so she can have a pin number created for you. The pin number identifies you as the user. (In the event of an audit this information would cross reference to the vehicle log sheet.) When you are at the gas pump, it will ask you for the vehicle mileage odometer reading and your pin number.

Log Sheet

There is a vehicle log sheet in the vehicle that requires very little information so please be sure to fill in all of the fields. (Date, name, starting mileage, ending mileage, project id or chart string). If there is missing information on any of the previous lines, please do not follow that pattern, just fill in the required fields. If we could give you a prize for filling in all the fields, we would. Chocolate anyone?

Note: We realize that we are asking for some of the same information on both the calendar and the log sheet, and we apologize for the inconvenience but this process allows us to be more efficient in our month end process for billing. The calendar entries help us to be proactive before the vehicle is used and to bring awareness to folks that there is an associated fee for the use. The log sheet provides additional information that is reviewed after use and not captured on the calendar. If you think you have a situation that is different from the normal business practice, please see Kathleen. Our goal is to keep the vehicle cost down as low as possible for all users and this can only occur if we have complete, accurate information and the vehicle is being used on a regular basis. Thank you!

User Reminders:

  • Please remember that any trash you have accumulated inside the vehicle needs to exit with you.
  • If you notice any vehicle messages on the dash board or maintenance issues please let Business Center Primary Contact know.
  • Prius vehicle has step by step instructions on starting and stopping. Please review these instructions (which are with the log sheet) prior to operating the vehicle.

Last modified December 09 2014 01:41 PM