Reservation Procedures

Transportation Services reserves vehicles on a first-come, first-served basis, keyed to the date that the Intramural Purchase Order is received or the reservation is made using an established standing order account. Demand for certain types of vehicles occasionally exceeds the availability; therefore, it is important that vehicles be reserved well in advance of actual need.

  1. Telephone Reservations

    Faculty and staff members may call the Transportation Services dispatcher (294-1882) to ask questions and make verbal reservations. If a standing order account has not been established for in-state trips, the verbal reservation will be treated as unconfirmed until a complete and approved Intramural Purchase Order is received. All out-of-state trips require an Intramural Purchase Order.

  2. Confirmed Reservations

    Faculty and staff members may call the Transportation Services dispatcher (4-1882) to ask questions and make reservations. In-state reservations require the use of either an established standing order account or receipt of an Intramural Purchase Order to be treated as confirmed. For out-of-state travel, an approved Intramural Purchase Order is required before the reservation is treated as confirmed. Transportation Services should receive intramural Purchase Orders at least five (5) working days prior to departure. Occasional short notice needs are recognized, and Transportation Services will make every effort to assist the faculty or staff member in this event.

  3. Standing Orders

    A standing order request may be established to cover in-state travel requirements. The standing order is listed under the authorized individual’s name. An approved Intramural Purchase Order must be submitted to establish the account. The standing order system is designed to handle single trip reservations. All standing orders expire at the end of the fiscal year and should be renewed before July 1.

  4. Cancellation of Reservations

    Should it be necessary to cancel a reservation, there will be no charge to the department if the dispatcher is notified by noon of the day preceding the scheduled departure. This procedure will allow Transportation Services to provide vehicles to those requesters who may have been put on a waiting list because none were available. Cancellations because of weather conditions or due to illness of the traveler will not be subject to a late cancellation charge.

  5. Vehicle Check Out

    Vehicles can be checked out at Transportation Services, Haber Road, between 7:00 AM and 5:00 PM. Vehicles will not be released to anyone unless they display a valid U.S. driver's license. International driver’s license will not be accepted.

  6. Return of Vehicles

    Vehicles scheduled for return after work hours must be at the Transportation Services office no later than 7:00 AM of the following morning. This is necessary to cover that day's reservations. Vehicles turned in late may be subject to an additional charge. No charges will be made in cases of hazardous weather. Extensions can be given if the vehicle is not booked for someone else.

  7. Out-of-State Travel

    Travel to areas within 30 miles of the Iowa border will be considered in-state travel. Included are such locations as Omaha, Rock Island, Moline, and South Sioux City.