Vehicle Rental and Charter

Operational Standard/Purpose

Illinois Central College has numerous employees whose responsibilities include traveling. While the college has a fleet of vehicles and drivers, there may be special circumstances where a vehicle must be rented or chartered instead. The purpose of this procedure is to define the process by which an individual rents or charters a vehicle in connection with their college responsibilities. 

Scope/Applicability

This procedure applies to all employees who rent or charter vehicles used for college-related business. For information about requests for and operation of college-owned or leased vehicles, see the Vehicle Use and Driver Approval SOP. 

Procedures

1. General Principles
   • a. Rented or chartered vehicles shall be used for official college business only.
   • b. Employees must have approval from their Dean or Department Head before renting a vehicle.
   • c. Employees must have approval from their Dean or Department Head and their Vice President before chartering a vehicle.
   • d. Drivers and travelers are required to comply with state statutes, the guidelines of this procedure, and any additional college policy or procedure including but not limited to the Student Handbook, Student Life Handbook, all Employee Handbooks, Board of Trustees Policies and Procedures, Accounts Payable guidelines, and the Illinois Vehicle Code. 
2. Reservation and Payment
   • a. Departments are responsible for securing their own rental or charter reservations in accordance with Accounts Payable guidelines.
   • b. Departments are responsible for parking fees, toll fees, and similar costs applicable to a trip. 
   • c. Drivers are responsible for parking fees, toll fees, and similar costs applicable to a trip.
3. Insurance: Insurance provided through a rental agency should be declined. The College's automobile insurance policy will provide primary insurance coverage for rental vehicles used on college business, unless the damages result from an intentional act or gross misconduct on the part of the individual driving the vehicle.
4. Procedures for Traffic Crashes or Other Damage
   • a. Drivers should obtain a police report from the police department having jurisdiction where a crash occurs. Drivers must complete any required crash report forms and give a copy to the Manager of Benefits, Leaves, Risk Management, and Safety.
   • b. Damage to rental vehicles should be handled in accordance with rental agency policies and procedures. 

Additional Provisions/Information

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