Bobcat Fleet

The Peru State College Bobcat fleet consists of five (5) passenger cars and five (5) twelve-passenger vans. The vehicles are available for college employees to use in their official capacity. Reservations are made on a first come-first serve basis, and should be made at least 24 hours in advance. Vehicle binders can be picked up in the Facility Services office Monday thru Friday, 8 a.m. to 5 p.m. Vehicle return is on the south side of the Campus Services building in the spaces by the gas pump. Vehicle forms must be fully completed (print legibly) and the binder placed in the blue drop-box.

Vehicle Availability

Please use the following real-time calendars to check if the vehicle you wish to reserve is available.

To Reserve a Fleet Vehicle

Required Paperwork that needs to be turned in prior to taking a State Vehicle:
Concur Form from Firefly  
Vehicle Request

I.  Requirements for Peru State College staff (including Graduate Assistants) to use a State Vehicle:

• A valid driver’s license.
• Successful completion of Peru State College’s Defensive Driving Course
• An approved Concur Travel Request.
  • The form is accessed on Firefly.
  • The approved request must be forwarded to Facility Services
    • For those who do not have access to Firefly, an approved “Absence Request Form” must be forwarded to Facility Services.
      • The form can be found here.
• A completed Vehicle Reservation form.
  • The form is accessed on Firefly.

II. Requirements for a student employee to drive a State Vehicle:

• A valid driver’s license.
• Successful completion of Peru State College’s Defensive Driving Course
• A Vehicle Reservation form completed by the Peru State College staff person sponsoring the student that lists the student as the driver.
• An approved Concur Travel Request or “Absence Request Form".
  
  

State Vehicle Usage Tips and Reminders

Preparing for a trip:

When Facility Services receives a vehicle request, the Vehicle Availability Schedule is checked to confirm a vehicle is available.  You can check to see if a vehicle is available before making your plans by checking Vehicle Availability (see above); a real-time calendar located on the Bobcat Fleet web page.

• Once we've confirmed a vehicle is available, you will receive an email from Facility Services confirming your vehicle and requesting your signed SAP (pre-trip approval).
• In addition to the signed SAP form, ALL drivers must have a trip recorded in Concur.
• When the trip is approved by your manager, go back into Concur, click on your trip, then click on the top right-hand corner Print/Email icon and email the approval form to facilityservices@peru.edu.

*Please note: Keys WILL NOT be given out until the driver has forwarded their pre-trip approval to Facility Services.

• As soon as Facility Services has both forms, you will receive a second email confirming your trip is secured, and notifying you of the vehicle you will have.
• Plan your trip accordingly. State vehicles may not go to your residence overnight; they must remain parked on campus.
  
  

Leaving for your trip:

Your vehicle's keys will be ready for you to pick up approximately 30 minutes before you leave campus. Due to increased bookings, vehicles may not be available earlier than this. Please contact Facility Services if you have questions.

1. Fill out the pre/post inspection spread sheet at the beginning of the binder.
   
   • A full walk around the vehicle will help discover if there is anything that may cause issues before leaving on your trip.
   • Check the inside of the vehicle for damages or anything else that may be noted.
2. Write notes of your inspection on the Pre-trip and Post-trip Inspection Checklist located in the vehicle binder. DO NOT write notes on the Official Travel Log. This document is for STATE-USE only.
3. When you reach your first stop (destination, gas station, or other stopping point) record the mileage driven. When you begin your trip again, record mileage on the next line. There should NOT be one line for your entire trip. You must record mileage every time you start and stop the vehicle.
4. Fill out the approved State Travel Log before you leave the parking lot.
   • Record the beginning mileage from the odometer. Do not use decimals as State TSB does not require them.
   • Each mileage line also requires the driver's PRINTED name. Do not use ditto marks ( " " ) to signify repeating your name.
     
     

Returning from your trip:

Vehicle return is on the south side of the Campus Services building in the spaces by the gas pump. Vehicle forms must be fully completed (print legibly) and the binder placed in the blue drop-box. If there is no parking available, please park along the south side of the building. Do not park the vehicle in its stall as Maintenance needs to service the vehicle before its next trip.

Vehicles returned with excess trash, mud, or other debris will be charged a $25.00 cleaning fee. This fee will be charged to the department of the driver.

Need more information?

The vehicle binders contain a wealth of information, and are set up to answer any questions you may have while on your trip.

Should you have further questions, or would like to schedule someone from Facility Services to go over this information with you or your department, please contact us at 402-872-2257.

Effective 10/18/19