Manual of Business Procedures - Vehicle and Transportation Services, Sect. 245
View the official policy website - Vehicle and Transportation Services Policy – MBP Section 245
- I. LICENSED MOTOR VEHICLE POLICY has been replaced by Vehicle and Transportation Services Policy
Vehicle and Transportation Services Policy – MBP Section 245
- II. MOTOR POOL
The Motor Pool, located in the Central Services Building, is open from 8 a.m. to 4:30 p.m., Monday through Friday.
A. Daily rental: Customers may reserve cars, SUV's, mini-vans, vans, trucks and other vehicles (telephone (517) 353-5280). An approved Travel Request in Concur and valid U.S. driver license are required to pick up a vehicle.
B. A cancellation fee may be assessed when vehicle reservations are not cancelled at least 24 hours in advance.
C. Long-term lease: Long-term use of a vehicle may be arranged with a Request for Long Term Lease of a University Vehicle Form and requires a commitment of at least 90 days. Specific questions should be directed to the Motor Pool at (517) 353-5280 or IPF.MotorPool@msu.edu.
D. Shared vehicle program was deployed in FY25 to reduce departmental vehicle expenses by allowing two or more departments to share a leased vehicle, improving the utilization of the asset and lowering the associated expenses for each department. This program will outfit the vehicle with a GPS telematics device and mobile application to help customers locate the vehicle and document utilization of the asset for the university. Additionally, each respective department will be provided with a set of keys for the vehicle.
E. Penske Rental: Customers first contact the Penske office to make a reservation and obtain a confirmation number. After receiving the confirmation number, they must contact the Transportation Services office at 517-353-5280 to complete the process. The Transportation Services office will need the Penske confirmation number, an approved travel request in Concur, and a valid U.S. driver’s license to sign the rental agreement and pick up the truck at the Penske office. It’s important to note that if this process is bypassed, MSU’s insurance certification will not cover the Penske rental, and the rental will need to include Penske-provided insurance. Customers should contact Penske for the insurance cost.
- III. CHARTER BUS SERVICE
Vehicle and Transportation Services Policy – MBP Section 245
- IV. CAMPUS BUS AND SPECIAL TRANSPORTATION SERVICES
A. Campus bus and special transportation services are provided by the Capital Area Transportation Authority. Such services include daily transit buses, evening fixed bus route service, later-evening demand response buses, parking shuttle and paratransit buses. Questions regarding these services should be directed to CATA. CATA is located at 4615 Tranter Drive, Lansing, Mich., and can be reached by telephone at (517) 394-1100.
B. Specific questions regarding paratransit bus services may also be directed to MSU's Resource Center for Persons with Disabilities (telephone: (517) 353-9642). For information about using employee MSU ID cards as bus passes, visit the ID Office website.- V. SERVICE GARAGE
The Service Garage is located on the east side of Spartan Stadium. Office hours are from 7 a.m. to 4:30 p.m., Monday through Friday. Available products include motor oils, antifreeze, and other parts and accessories. Available services include oil changes, lubrication, tune-ups, front-end alignment, vehicle washing, wheel-balancing, wrecker service, body work, major repairs, safety inspections, etc. The Service Garage also collects and documents monthly maintenance reports to all University vehicle and trailer owners. Customers may schedule appointments or arrange other services by telephone (517) 355-1868, e-mail (ipf.servicegarage@msu.edu).
- VI. FUEL & VEHICLE CLEANING SERVICES
Michigan State University operates 24-hour, automated self-serve gasoline, Biodiesel fuel and propane autogas pumps as well as an onsite carwash that is open M-F 7:00am to 3:45pm at the Service Road Fueling Station (409 Service Road). Questions regarding fuel and vehicle cleaning services may be directed to the Service Garage at (517) 355-1868 or e-mail at ipf.servicegarage@msu.edu.
- VII. INVENTORY
Vehicle and Transportation Services Policy – MBP Section 245
- VIII. INSURANCE
Vehicle and Transportation Services Policy – MBP Section 245
- IX. DRIVER LICENSING AND MEDICAL CERTIFICATION
Vehicle and Transportation Services Policy – MBP Section 245
- X. CHECKPOINT
You have successfully made it halfway through this page. We are glad to have you as our customer and hope you enjoy your next adventure with us. Vehicle and Transportation Services Policy – MBP Section 245
- XI. VEHICLE LICENSING AND REGISTRATION
Vehicle and Transportation Services Policy – MBP Section 245
- XII. VEHICLE LEASE, PURCHASE AND OWNERSHIP
Requisitions for new or used vehicle and trailer purchases must be submitted to the Transportation Services department who will coordinate with the MSU Procurement department so that the university may obtain the maximum fleet purchase discounts available. Requests for vehicle lease should be submitted to the Motor Pool with as much advance notice as is possible. Questions pertaining to lease and purchase policies may be directed to the Transportation Services department (517) 353-5280 and the MSU Procurement department (517) 355-0357, as appropriate.
- XIII. VEHICLE AND TRAILER DELIVERY, TRANSFER, SALE OR DISPOSAL
Vehicle and Transportation Services Policy – MBP Section 245
- XIV. VEHICLE SAFETY/INSPECTIONS
Vehicle and Transportation Services Policy – MBP Section 245
- XV. VEHICLE AND TRAILER RECALLS
Vehicle and Transportation Services Policy – MBP Section 245
- XVI. GASOLINE CREDIT CARDS AND ELECTRIC VEHICLE RFID TAGS
Fleet purchase credit cards are made available for use when purchasing off-campus fuel for Motor Pool vehicles to minimize university expense. Electric vehicles using charging stations will utilize an RFID tag at ChargePoint EV stations. Major oil company credit cards for department-owned vehicles may be requested from the MSU Accounting Office (517) 355-5000. Contact Transportation Services (517) 353-5280 to obtain or vehicle fuel/EV charging cards for use in the university 24-hour, self-service fuel system.
- XVII. VEHICLE AND TRAVEL EXPENSE REIMBURSEMENT
Reimbursement for travel-related expenses should be processed as outlined in Section 70 of the Manual of Business Procedures. Many reimbursements for expenses associated with Motor Pool lease vehicles may be made immediately at the Motor Pool. Questions should be directed to the Motor Pool (517) 353-5280.
- XVIII. UNIVERSITY CLASS FIELD TRIPS
A variety of Motor Pool vehicles are available to lease for field trips. Field Trip Policy is outlined in the Manual of Business Procedures, Section 25.
- XIX. VEHICLE SERVICE CHARGES
Charges for vehicle and transportation services appear on the monthly departmental IPF billing statement and the University Fund Ledger. Questions regarding billing statements may be directed to IPF Support Services (517) 355-3375.
- XX. EMERGENCY ASSISTANCE
Emergency vehicle assistance may be obtained by calling (517) 353-1760. If necessary, these numbers may be telephoned "collect."
- XXI. INFORMATION
Information and assistance pertaining to university vehicle operation or transportation services may be obtained from the Transportation Services department (517) 353-5280.