University Travel

University Vehicle Reservations

savannah state vehicle registration rental orange label white car

All employees and units of Savannah State University are affected by the University’s Vehicle Usage Policy and must have read and understood the requirements of the policy to have an assigned vehicle, use any of the vehicles owned by the University, or to rent a vehicle utilizing University funds.

Note: All University Employees using University Vehicles and/or renting vehicles that are paid with University funds, must familiarize themselves and comply with the University’s Vehicle Usage Policy. You must complete a MVR check before you can operate any vehicle associated with the University System.

Enterprise Reservations for Direct Bill
Transportation Request – University Vehicle

Requesting a Vehicle

To request a rental vehicle, a SSU employee must have the following:

  • Approved Travel Authorization (required for all to make a request)
  • Itinerary
  • Driver Acknowledgement Form

For assistance, contact Parking and Transportation Office in the Morgan Annex.

Parking and Transportation Office is open from 8:30AM to 5:30PM Monday through Friday, excluding holidays. All reservation requests must be made during these hours. Requests made after these hours will be processed the next business day.

Vehicles are issued on a first come, first served basis. Departments and employees should anticipate their needs at least two weeks in advance and make early reservations. Sharing a vehicle is strongly encouraged for employees traveling to the same destination. Parking and Transportation reserves the right to provide a different vehicle than initially assigned in order to assure the most efficient use of the State’s resources.

Motor Pool Vehicle Rates (Excluding Gas)
Vehicle Type Daily Rate Weekly Rate
15 Passenger Bus $125.00 $750.00

Fuel changes will also be assessed in addition to the rental fees (See Fuel Card Section below)

Cancellation policy: When departments determine they no longer need to use a vehicle previously scheduled, the department is responsible for notifying the Transportation Office in a timely manner during normal business hours. If the Transportation Office does not receive a 24 hour notice and the vehicle cannot be reassigned, a cancellation fee of one day’s vehicle rental will be assessed.

Checking Out a Vehicle

All vehicles are parked at Facility Services. They must be checked out during the hours of 8:30 am – 4:45 pm.  Monday through Friday, except holidays. When it is time to pick up your vehicle be sure that:

  • You have a valid driver’s license.
  • You bring the approved vehicle reservation form for the trip. The Motor Pool has a record of the approved travel authority form for the trip.
  • You check the vehicle for any damage; if damage is noted prior to departure, please indicate this on the Trip Ticket that will be provided to you by the Transportation Office.

After receiving the keys for a vehicle from the vehicle, check the accompanying packet in the glovebox for the following documents:

  • Fuel Card/Wright Express Drivers Guide
  • Insurance Card
  • Driver Notification Form to report any vehicle incidents, tickets, etc.

Returning a vehicle

Vehicles must be returned to Facility Services and bring the keys and trip envelope to the Public Safety Office.

  • Make sure the gas tank has been filled immediately prior to returning the vehicle. If it has not, an additional charge for gas and labor will be assessed to the department.
  • If the Transportation Office is closed, please follow these instructions:
    • Park the vehicle along the Physical Plant/ Facility Services fencing.
    • Place keys in the dropbox at Facility Services.
    • Contact the Auxiliary Services Parking and Transportation Office to alert staff of any mechanical problems you encountered on the trip.
    • Make sure all garbage, debris and personal belongings have been removed.
    • Turn off the lights, close and lock all windows and doors.

Driver Responsibilities

Drivers of Motor Pool vehicles represent the University community to the general public and are expected to drive defensively, be courteous and obey all traffic laws. All drivers must read, understand, and follow the SSU Vehicle Usage Policy and the additional items found on the Trip Ticket. Drivers are also responsible for:

  • Checking all gauges and heeding all warnings if indicated during your trip,
  • Reporting all accidents and damage to the vehicle to the Auxiliary Services Department of Parking and Transportation,
  • Returning vehicles to the appropriate location on time and in a clean and presentable condition,
  • Notifying the Auxiliary Services Department of Parking and Transportation if the vehicle cannot be returned on time (Charges will be incurred for vehicles returned late.

Fuel Card

A fuel card will be provided for purchases such as gas and oil, etc… Do not use the fuel card in any vehicle except the one to which it is assigned. This gas card is valid at most major gas stations. At the service stations, look for the Wright Express (WEX) logo sticker on the gas pump, or ASK if they accept the card BEFORE refueling.

Each driver (by name) will be assigned a specific individualized Personal Identification Number (PIN). This PIN can be used by the individual with any SSU fuel card. If a card is lost or stolen, it should be reported to the Transportation department immediately. Ensure you request your PIN one week prior to your travel date.

Helpful Resources