Department Vehicles - How to Reserve

This document describes the process to reserve department vehicles.

Audience

  • Faculty, staff and students in Entomology, Forest and Wildlife Ecology, and Plant Pathology; Hub staff

Overview

Four vehicles in Russell Labs can be reserved for University business by Russell Labs faculty, staff, and students:

Russell Labs Vehicles You Can Reserve
Dept. Number Color Make Model Kept In
Plant Path A2701 White Chevrolet Uplander Extended Lot 34
Plant Path 2155 White Dodge Grand Caravan Lot 34
F&WE A1776 White Dodge Grand Caravan Lot 36
F&WE A2111 White Dodge Grand Caravan Lot 36

Who is Eligible to Reserve a Van

All vehicles:

When driving for UW business/research, no matter who owns the vehicle, the driver must be an authorized driver.

Plant Pathology vehicles:

  • You must be a member of the Russell Labs community (faculty, staff, or student).
    • We prioritize members of the Plant Pathology community.

Restrictions on Who Can Ride in a Van

  • Spouses, relatives, etc. are not authorized to ride with a University employee because state vehicles do not have “medical payments” coverage.
  • All passengers in University vehicles must be on official University business at all times. 

Reservation Process

Vehicle reservation calendars are kept in Room 218 Russell Labs. 

Open the calendar to the day you want to reserve it. 

In pencil, record the following on the calendar: 

  • Block the time slots by drawing vertical arrows. 
  • Your first and last name, and the name of your lab group. 
  • The number of the vehicle from the table above. 

Important: if you return the vehicle after hours or on the weekend, you will need an outer door key to get in the building to return the metal box to Room 218. 

Cancellations

If your plans change and you will not need the vehicle, please cancel your reservation so someone else can use the vehicle. Erase your reservation from the calendar.

The Day of the Trip

Pick up the metal case for the van in Room 218. The metal case contains the keys to the van, pencils, and the mileage logs. 

Head to Lot 34 (shown in red on this map).

Make sure to check the following items before you leave: 

  • Gas level 
  • Tires  
  • Windshield wipers - are they working, and is there fluid*
  • Headlights, taillights, turn signals, and warning flashers*

* The vehicle driver is held personally responsible for all tickets - under State law, tickets cannot be paid with University funds. Check the vehicle before you leave to prevent problems.

Once in the van, open the metal case and record the starting mileage on the log. 

Make sure to print letters and numbers clearly.

Don't skip recording the mileage!  All mileage for the trip will be charged back to your lab group.

Returning the Vehicle

  • Open the metal case and record the ending mileage on the log. 
  • If:
    • the gas tank is less than ½ full, fill the tank before returning the vehicle. 
    • the vehicle is muddy or dirty inside, take it to the Mister Car Wash (2202 University Avenue) before returning it. 
    • the washer fluid is out, purchase new fluid and refill it (see owner’s manual in glove compartment for fluid reservoir location). 
  • Park the van in the ramp [Lot 34] in the appropriate spot.
  • Lock the van. 
  • Put the keys in the metal case and return the metal case to Room 218. 

Paying for Fuel

Do not try to pay for fuel with a university p-card (pro card).

Gas cannot be purchased using a p-card for fleet vehicles; it must be done via a fuel card.

You can find more details on fueling departmental vehicles here: Fueling Info.

The only time a p-card or e-reimbursement can be used is if there’s an issue with the fuel card. 

Paying for Car Washes at Mister Car Wash

Car washes for fleet vehicles can be paid for using a university p-card.

Additional Information

Questions



Keywords:
Reserve department vans, minivans
Doc ID:
130428
Owned by:
Dixie L. in Russell Labs Hub
Created:
2023-08-17
Updated:
2025-03-12
Sites:
Russell Labs Hub