Shared Vehicle Pooling Program

HOW IT WORKS

If a vehicle’s usage meets the criteria for participation in the program, the department’s owned or leased vehicle will be shared with multiple departments to increase utilization. Any vehicle driven less than 2,000 miles per year must enroll in this program.

Keys will be made for each department to eliminate the need for key exchanges between users. There will be one set of fuel cards: a WEX card for off-campus fueling. The fuel cards must remain in the vehicle unless being used at the fuel pump.

The monthly rate will be split between each department assigned to the shared vehicle to reduce costs and increase utilization. This applies to department-owned vehicles and Motor Pool leased vehicles. Costs associated with this include:

Motor Pool Shared Leased Vehicle

• Monthly shared lease rate
• Mileage overage
• Accident deductibles when driver is at fault
• Samsara Telematics/GPS unit (will be reflected in the monthly lease rate)

Samsara Upfit

The program will upfit the vehicle with a GPS telematics device and mobile application. The GPS telematics will provide the availability of the vehicle, where it was last parked, and will automatically report the milage to the Transportation Services office to eliminate the need of submitting mileage on a monthly basis. 

Transportation Services will assist with the organization of the vehicle being upfitted. The MSU Service Garage will complete the installation. During installation a loaner vehicle will be provided. Transportation Services staff can be available for user training as needed.

Why use telematics? The GPS is intended to track the asset and its data, monitor and update mileage, and assist other individuals in the same pool to locate the vehicle when they need to use it.

For App install and login, click the link: Samsara Driver App Install & Login

GETTING STARTED

1. Sign up: Register for the program by filling out the enrollment form. Once the form is completed, submit it via email to ipf.motorpool@msu.edu.
2. Placement: You will be placed into a group with other MSU faculty and/or staff whose vehicle needs and schedules complement your own. For long-term leases, each department within your pool will have access to report monthly mileage.
3. Vehicle Turn In: For long-term lease vehicles, Transportation Services will contact the lease holder to arrange a return date and time. For department-owned vehicles, the vehicles selected for sale will need to be dropped off at the Service Garage to prepare for sale. Once the preparation is complete, the vehicle will be listed for sale through MSU Surplus. The revenue from the sale will be sent to the owner’s department. 
4. Connection: Once the placement process is complete, Transportation Services will take the lead in coordinating connections for individuals within their pool. Our goal is to make the transition as smooth and efficient as possible, addressing any logistical challenges that may arise. We recommend setting up a shared calendar to log and reserve the vehicle. This will help ensure that the vehicle is not being used by another department within the pool at the same time. By using a shared calendar, departments can easily view the availability of the vehicle, make reservations in advance, and avoid scheduling conflicts. Additionally, the calendar can include important details such as the purpose of the reservation, the expected duration of use and contact information for the driver.Also, the calendar can include important details such as the reservation's purpose, the expected duration of use and contact information for the driver. This system will promote better coordination and efficient use of the vehicle, ultimately benefiting all departments involved.
5. Alternative Options: Exceptions (upon approval) to the Shared Department Pooling Program form can be filled out and sent to IPF.MotorPool@msu.edu Exceptions-to-the-Shared-Department-Pooling-Program.pdf (msu.edu). Turn in/sell vehicle and utilize Motor Pool short-term rental services. Transportation | Infrastructure Planning and Facilities (msu.edu)

SHARED VEHICLE PROGRAM ETIQUETTE

1. Return the vehicle on time: Always return the vehicle at the agreed-upon time to avoid conflict with the next user.
2. Park properly: Return the car to the designated spot or parking area. 
3. Fuel: Make sure to refuel the vehicle before returning it.
4. Cleanliness: Remove all personal items and trash before returning the vehicle.
5. Update Schedule within the Samsara app.
6. Drive Safely: Follow all traffic laws and drive responsibly.

TRAILERS:
Trailers are currently under review as part of our ongoing efforts to enhance trailer utilization. This review is a crucial step in considering university-owned trailers for an upcoming trailer pooling program.

CONTACT US:
For more information or assistance, please contact our Transportation Services office at 517-353-5280. We are here to help you make the most of our Shared Vehicle Pooling Program.

Frequently Asked Questions 

Why is this happening?

The Shared Vehicle Pooling Program is designed to provide a convenient, cost-effective and environmentally friendly transportation solution for the MSU community.  Michigan State is working toward climate neutrality by mid-century, doing our part to address the global climate crisis within our own community and on our own campus. On this journey, we aim to reduce greenhouse gas emissions by 50% from our 2010 baseline, eliminating 292,934 metric tons of CO2.  This program allows multiple departments to share a vehicle(s), improving vehicle utilization and reducing our carbon footprint.

When DEPARTMENT-OWNED vehicles are part of the pool, how do we decide what vehicle is kept and what vehicle(s) should be sold? Who becomes the owner of the vehicle?

Department owned vehicles that become part of the Pooling Program will follow these steps.
 
The department owner will coordinate with the Service Garage to bring the vehicle(s) to have it stripped for sale. This process includes removal of the MSU decals, asset number decals, and the license plate. The vehicle will also undergo a pre-sale inspection. Anything safety related will have to be fixed at the cost of the department. 

• The department owner will need to set a price based on the current value of the vehicle. Once a price is determined, please notify Transportation Services at 517-353-5280.
• The vehicle(s) will then be taken to Surplus where the vehicle(s) will be listed for sale on the MSU Surplus website.
• Revenue from the sale of the vehicle will be sent to the department’s account number upon a successful sale. 
• Lease a vehicle from Motor Pool and split cost between the department(s) within the assigned pool. There will be a monthly lease rate and the added Samsara cost. 

What do I do if I believe my vehicle is necessary and wish to file an exception?

Fill out the shared department pooling program exception form and send it to ipf.motorpool@msu.edu. Exceptions will be made on a case-by-case basis. See Exceptions to the Shared Department Pooling Program.

What are my alternatives to being enrolled into the shared vehicle program?

• Exceptions to the Shared Department Pooling Program (upon being approved)
• Turn in/sell vehicle and utilize Motor Pool short-term rental services. 

How often, and when will the exceptions be reviewed?

The exceptions will be reviewed annually at the beginning of the calendar year. 

When is the exception form due for pooling program?

December 1st due date for pooling program

What is the start date for the pooling program? 

January 1, 2025

Who do I contact if I have further questions?

Transportation Services via phone 517-353-5280 or via email ipf.motorpool@msu.edu.