Vehicles
Services
IPFW Transportation Services provides vehicles to faculty, staff, and students for use on official University travel billed to a departmental account. All drivers will need a current, valid U.S. driver’s license in order to secure a vehicle. Student drivers/non–employees will need to fill out a Student Vehicle Form [PDF] and get a signature approval from the Comptroller’s office. The Campus Safety Department (WU 127) must receive this form before the trip start date.
Travel Reimbursement
All travel reimbursement forms and travel questions are handled by the travel clerk in Accounting Services.
Parking and tolls incurred while using a University Vehicle are reimbursed on the employee’s Form 25. Receipts are required for parking.
Picking Up Vehicles
Vehicle keys may be picked up in Walb Union, room 127, Monday–Friday 7 a.m.–6 p.m.
Vehicles can be found on the north end of the ground floor of Parking Garage 2 [PDF]. There are signs indicating “University Fleet Vehicles Only.”
When leaving a personal vehicle during a university trip, please park your vehicle in place of the University vehicle you are driving.
Note: Make sure you display the red “University Parking Pass” on your dashboard.
Returning Vehicles
Vehicle keys can be returned at Walb Union, room 127, Monday–Friday 7 a.m.–6 p.m.
For after hours or weekend returns, please use the drop box. It is located on the north end of the ground floor of Parking Garage 2 at the top of the ramp by the vehicle parking area. The clipboard and sign in/out sheet will also be located by the drop box.
Vehicles must be parked in the “University Fleet Vehicle Parking” area in Parking Garage 2 when they are returned.
IPFW Fleet Vehicles
Mini Vans and 8-Passenger Vans are maintained by Transportation Services (operated by Campus Safety) for travel on IPFW business by employees. A Transportation Request (Form 1) must be completed in advance to reserve a vehicle.
Departments will be charged the appropriate rate from the table, multiplied by the actual odometer mileage on the vehicle used, plus the daily rate.
The daily rate is based on a 24-hour clock with the 25th hour free. Daily rate will be based on whole days only, not a portion. If a vehicle is used for a short time, the minimum charge is mileage plus 1 day rate.
IPFW Fleet Vans do come with a gas credit card that is used for refueling these vans. Receipts must be kept and turned in with the van keys.
IPFW Fleet Vehicles |
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| Vehicle Type | Model | # of Passengers | Removable Seats | Mileage | Daily Rate | Quantity |
| Mini-Van | Astro | 7 including driver | No | $0.42 | $12 | 2 |
| 8-Passenger | Ford | 8 including driver | No | $0.45 | $15 | 3 |
Agency Rental Vehicles
Agency rental vehicles are obtained through Evans Toyota for travel on IPFW business by employees. A Transportation Request (Form 1) must be completed in advance to reserve a vehicle.
Departments will be charged the appropriate rate from the table. Daily rates include unlimited miles.
The daily rate is based on a 24-hour clock with the 25th hour free. Daily rate will be based on whole days only, not a portion. If a vehicle is used for a short time, the minimum charge is a 1 day rate.
If you are departing prior to 10 a.m. in the morning, your rental vehicle will be delivered by 4 p.m. the day prior to your departure. The vehicle keys should be picked up at the Walb Information Desk between 4 p.m. and 6 p.m. the day prior to departing.
The renter is responsible for all gas charges incurred while renting an agency rental vehicle. Gas receipts should be given to department secretaries for reimbursement on the form 25. Filling the gas tank before returning the vehicle is encouraged.
The passenger limit for the large vans was changed from 12-15 passengers to 8 passengers including the driver. This policy was changed because of the risk of roll-over in certain conditions. Additionally IPFW requires all who rent a 12-15 passenger vans to review the Van Training Tutorial [WMV] and sign the corresponding Passenger Van Agreement [PDF] prior to driving the van. A copy of the signed Passenger Van Agreement form needs to be sent to Campus Safety at Walb Union, room 127 before the use of the van.
Evans Toyota Vehicles |
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| Car Class | Types | Daily | Removable Seats |
| Compact | Yaris | $20 | No |
| Standard | Corolla | $30 | No |
| Full Size | Camry, Prius | $33 | No |
| Premium | Avalon* | $43 | No |
| Mini-Van | Sienna | $55 | Yes |
| Mid Size SUV | Rav4, Highlander | $60 | No |
| Pickup Truck | Tacoma | $60 | No |
| 12 Passenger | Seven Passengers + Driver | $79 | Yes |
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