At least two weeks before your trip, complete the appropriate travel form located under Forms in the PPSC Portal:

• In-State Travel Request, or
• Out-of-State Travel Request

When completing the form, indicate that you will use a college fleet vehicle by selecting State as the vehicle type.

Submission of a travel request does not guarantee a vehicle. Reservations are subject to approval, vehicle availability and institutional priorities.

Once your travel request has been approved:

Email Andrea Hernandez at andrea.hernandez@pikespeak.edu and copy Student Engagement & Leadership at sel@pikespeak.edu.

Include a copy of your signed and approved travel request with the email.

Before the trip, faculty, staff and approved club or organization advisors must complete the required travel and liability forms located under Forms in the PPSC Portal, including:

• Student Travel Waiver and Responsibility Agreement
• Club Advisor Waiver of Rights, Assumption of Risks, and Release of Liability Agreement, when applicable

You will need to provide the email addresses of all participating students.

Each student will receive an individual Student Travel Waiver and Responsibility Agreement to complete.

Students must sign and submit the agreement before participating in the trip. Students who have not completed the required agreement may not participate.

The driver is responsible for completing a pre-trip inspection and reporting any vehicle concerns to Student Engagement & Leadership.

Before departing:

• Check the vehicle for visible damage or mechanical concerns.
• Record the starting odometer mileage.
• Confirm that all passengers are wearing seatbelts.
• Review the fueling instructions provided with your reservation.
• Make sure you know where to find the emergency information in the vehicle binder.

Fleet vehicles may only be used for official, college-sponsored activities.

Alcohol, drugs and smoking are strictly prohibited in college vehicles.

Fueling instructions will be provided when your vehicle reservation is approved.

Unless otherwise directed, return the vehicle with a full tank of fuel.

You are also responsible for:

• Recording the odometer mileage before and after the trip
• Documenting tolls, parking fees and other allowable travel expenses
• Submitting eligible expenses for reimbursement according to college policy

Return the vehicle to the designated location by the agreed-upon time.

Before leaving the vehicle:

• Record the final odometer mileage.
• Complete the required post-trip inspection.
• Remove all personal belongings and trash.
• Make sure the vehicle is clean.
• Report any damage or mechanical concerns to Student Engagement & Leadership.

Late returns may affect your ability to reserve fleet vehicles in the future.

Failure to follow fleet vehicle requirements may result in suspension of reservation privileges, disciplinary action, financial responsibility for damages or loss of access to college transportation services.

If you are involved in an accident or experience a vehicle breakdown:

If there is an immediate emergency, contact emergency services first.

Then:

1. Contact the emergency contact listed in the vehicle binder.
2. Follow applicable PPSC emergency procedures.
3. Notify Student Engagement & Leadership as soon as possible.
4. Document the incident thoroughly.

Any accident, vehicle damage or mechanical issue must be reported promptly.