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.
Responsibilities of Operator
The operator of the vehicle has, but is not limited to, the following responsibilities:
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.
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) .
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.
Roof Mounted Storage Boxes
Roof mounted storage boxes can be used with Motor Pool Daily Rental vehicles in accordance with the following measures: