UIS Motor Pool rents vehicles for use by employees conducting university business only. See the Business and Finance Policies and Procedures for rules and eligibility requirements.

Reserving a Vehicle

The Springfield Car Release Order Form (with appropriate authorization by the fiscal officer) and a copy of your current driver’s license must be provided to reserve a vehicle.

Any alternate drivers must complete and submit an Alternate Driver Car Release Order Form. They will also be required to present a valid driver's license.

To ensure vehicle availability, we encourage you to submit your Order Form well in advance of your travel dates. Vehicles are reserved on a first-come, first-served basis so early reservation requests will assist you in obtaining your preferred vehicle type.

Completed forms should be submitted to motorpool@uis.edu or delivered to room 5 in BSB.

University Vehicle Policies and Procedures

Motor Pool Forms

Motor Pool Rental Rates

• 40 cents per mile for fleet cars
• 50 cents per mile for all vans

Vehicle Pickup

1. Stop by the Motor Pool office in BSB 5 for:
   • vehicle keys
   • vehicle trip ticket
   • gasoline credit card
2. Inspect the vehicle for any physical damage.
3. Check that there is enough gas in the tank before departing. Gas can be obtained from our Motor Pool pumps - see our staff for vehicle fill-up.

Vehicle Return

1. Return the vehicle promptly because others may be waiting for it.
2. Write the beginning and ending mileage on the trip ticket.
3. make sure any gas receipts are in the key pouch
4. Lock the vehicle and return the keys:
   • to the Motor Pool office in BSB 5 during standard business hours (M-F 8am-5pm)
   • in the key lock box located in parking lot B when arriving after business hours

Services Policies and Procedures

Accidents - Employees involved in a motor vehicle accident must report the incident to law enforcement while still at the scene and to Motor Pool within 24 hours of the accident. It is the employee's responsibility to follow university procedures to ensure state and university-required actions are completed within the mandated timeframes.

Mechanical Problems - Call Motor Pool at (217) 206-6531 or (217) 381-3059 and we will assist with repairs and payment.

Refueling – While traveling, use the Wex card in the key pouch and place the receipt in the pouch. You will need the card pin and the vehicle mileage when using the Wex card for a fuel purchase. Upon return from travel, our staff will take care of refueling the vehicle - you do not need to refuel it before returning to campus.

Tickets - The driver of the vehicle is personally responsible for payment of fines resulting from traffic violations or parking tickets.

Tolls - Vehicles are not equipped with tollway transponders or I-PASS stickers - Motor Pool utilizes Pay By Plate license plate-based tolling. Toll charges are verified by Motor Pool using the applicable tollway authority website or system. Once verified, tolls incurred during travel will be charged to the CFOP provided on your Car Release Order Form. Chargebacks are completed at the end of each month and a copy of the invoice will be sent to the unit/program.