Use Authorization

Only authorized Indiana University faculty, staff, and students who are 21* years old may operate a Motor Pool vehicle. The vehicle may be used only for University business. If student groups request vehicles, there is necessary paperwork to be filled out and returned to the Motor Pool prior to their trip.  

Domestic and non-domestic animals are NOT allowed in the vehicles with the exception of seeing-eye, hearing-ear, and service dogs. (Please indicate a special vehicle requirement when making the reservation, of the need to transport one of these dogs.) Caged research animals may be transported in cargo vans only.

The Motor Pool has specified vehicles for towing at customers request. No objects are to be placed, mounted, or tied to the outside of any motor pool vehicle. Damage resulting from any of these conditions will be the responsibility of the requestor's department (or organization).

Smoking is strictly prohibited in all motor pool vehicles.

* exception outlined in Office of Insurance, Loss Control & Claims (INLOCC) policy FIN-INS-07 "Who Can Use University Vehicles."

Requirements of Operator

All drivers of Motor Pool vehicles must be at least 21 years of age and possess a valid U.S. or Canadian license. International licenses are not acceptable. For insurance purposes, drivers must have submitted an MVR (license check) form with the Office of Insurance, Loss Control & Claims (INLOCC) available through their Procedures for Use of University Vehiclespage. Only INLOCC approved drivers are permitted to operate Motor Pool vehicles. Departments are responsible for verifying a driver's eligibility prior to travel. Drivers under 21 years of age may be allowed, but only with expressed permission from INLOCC. Please see INLOCC's Procedures for Use of University Vehicles for eligibility requirements.

Are any miles on your Motor Pool reservation  driven for personal use? - if you use an IU Vehicle you must keep track of all personal miles in Chrome River (One.IU) on a monthly basis.

Please visit http://go.iu.edu/24Zg for information regarding this policy or email your questions to taxpayer@iu.edu.

Responsibilities of Operator

The operator of the vehicle has, but is not limited to, the following responsibilities:

• Safe operation and security of the vehicle until it has been returned to the Motor Pool.
• Strictly adhere to all traffic and parking laws. Practice road courtesy at all times. YOU are responsible for all traffic and parking violations. Any citations received by the Motor Pool office shall be forwarded to the department (or organization) that reserved the vehicle. All passenger safety restraints are to be worn by all occupants of the vehicle at all times the vehicle is in motion.  The driver is responsible for ensuring that all occupants comply with this requirement!
• Do not abuse this vehicle! Vehicle damage resulting from abuse is subject to payment by the driver's department (or organization).
• If it is determined that the driver of a vehicle is at fault in an accident, the department (or organization) will be required to pay a deductible.
• No large expenses (over $200) are to be incurred without prior approval of the Motor Pool (garage personnel). If repairs are authorized, all parts and/or tires removed from the vehicle must be returned to the Motor Pool.
• Drivers are required to report any and all mechanical defects upon return of the vehicle. Defects can be reported to the person checking in vehicle or written on reservation agreement.

Cancellations

Reservations must be cancelled at least 24 hours in advance or a minimum charge will be assessed to the requestor's account. All cancellations must be made via the Motor Pool web site, by email, or by phone.

Picking Up Vehicles

The IU Motor Pool is open from 7 AM Monday until 4 PM on Friday evening.  We are closed on the weekends.  Vehicles may be rented for the weekend with an early key pick up on Friday during working hours.  When a driver picks up keys or the vehicle he/she must show their drivers license at the time of pick up.

Returning Vehicles

Your vehicle must be returned to the Motor Pool office on or before the return date and time shown on your reservation.  A late return could prevent someone else from making their trip.  If you know you will be late in returning the vehicle, please notify the Motor Pool office (812-855-3300) as soon as possible to eliminate late fees.

The returned vehicle should be free of trash or excessive debris. The department (or organization) which reserved the vehicle shall be charged a clean up fee if a vehicle's interior or exterior is judged to be excessively dirty.

When returning your vehicle, it is not necessary to return it with a full tank of gas.  The Motor Pool will refuel the vehicle at its own pumps.  Upon your return to our facility, park the Rental in the front or rear lot and place the keys in the return box (regardless of day/time) .

Road Repairs

The Motor Pool Garage is open 24 hours during the week.  Office hours are 7 AM to 4 PM Monday through Friday.  If you need assistance you may call our office at 812-855-3300.   If you need assistance at other times call 812-855-9514 and leave your number and a Motor Pool employee will call you back.

Any out of pocket repairs that are necessary may be reimbursed by the Motor Pool by producing a receipt.

Insurance and Accident Reporting

All Indiana University Motor Pool vehicles are insured by the University's self insurance fund. This fund covers damage to motor pool vehicles, liability for damage to other vehicles and property, and bodily injury to others from official use of a motor pool vehicle. 

Refer to the Office of Insurance, Loss Control & Claims website for policy and limitations of coverage for non-faculty, non-staff, or non-student riding in a motor pool vehicle.  Procedures for Use of University Vehicles

In case of an accident exchange license, vehicle and insurance information with all involved.  Be sure to get telephone numbers and complete addresses. I U is self insured fund number is IUSIF1987.

Locate and get information on witnesses, if any.

Call the Office of Insurance, Loss Control & Claims as soon as possible.  If bodily injury and/or substantial property damage is involved, call immediately.  Their  number is 812-855-9758. 

You must report any damage to a Motor Pool vehicle within 24 hours of the incident by completing our ACCIDENT REPORT FORM. For details regarding Accident Damage Reporting CLICK HERE.

Roof mounted storage boxes can be used with Motor Pool Daily Rental vehicles in accordance with the following measures:

• Roof mounted storage boxes must be solid case, molded plastic, lockable boxes and attached to roof racks on vehicles. No boxes can be directly mounted to the metal portion of the roof of a vehicle.
• Motor Pool staff must inspect the installation of the box on the vehicle before departure each time a box is used. Upon return of the vehicle, Motor Pool staff will inspect the roof of the vehicle for damage due to usage of box. Any damage to roof or rails of the vehicle will be the responsibility of the department using the vehicle.
• Only persons trained in installation of the boxes will install them.
• Roof boxes cannot be loaded to exceed the manufacturer's weight limits.
• Roof boxes must be inspected by the driver periodically during a trip to ensure that it remains secured to the vehicle.