Motor Pool
Motor pool reservations are exclusively for Wabash-related business. Examples include class excursions, airport pick-up for guest speakers, and local shuttle services. A more complete overview of Motor Pool Procedures can be found HERE.
Motor Pool FAQ
Q. What vehicles are available for requesting?
A. Wabash owns (1) sedan, (2) minivans, (2) 11-passenger vans, and (1) 15-passenger van. If a Wabash-owned vehicle is not available to meet your needs OR you are traveling more 75 miles from campus, a vehicle will be rented from Enterprise for you.
*If you have a large group, please contact the Travel Coordinator directly to receive quotes for a Charter Service.
Q. Can anyone drive a Motor Pool vehicle?
A. No, only individuals on the Approved Drivers List are permitted to drive Motor Pool vehicles. Additionally, certain vehicles have age restrictions. For more details, please see: Approved Drivers List
If you need an approved driver, Wabash has part-time, paid Motor Pool Drivers available. You can request a driver when submitting your vehicle reservation. Their time will be billed to your account.
Q. What are the costs for using Motor Pool?
A. Wabash-owned vehicles are billed at $.40 a mile
Enterprise rentals are charged for the rental cost plus fuel. Large passenger vans have an excessive mileage charge if you go over 150 miles per day, and toll charges will be billed to the account as well. If the vehicle is not refuled to the level it was at when delivered, an additional premium fuel charge will be applied.
Rental costs are currently billed at the following rates. This includes taxes and fees.
| Vehicle Type |
Per Day |
Per Week |
Per 30 Days |
| Sedan |
$47.99 |
$288.16 |
$1,111.87 |
| Minivan |
$77.96 |
$467.98 |
$1,805.23 |
| Large Passenger Van |
$127.91 |
$767.68 |
$2,960.83 |
*Note: Sedans and minivans come with unlimited mileage; large passenger vans include 150 miles per day or 750 miles per week. Excessive mileage is charged at $0.25 per mile.
|
Motor Pool Drivers are paid $14 per hour. Their time will be billed to your account. They are considered "clocked-in" at the time they pick up the vehicle to start the drive. Their time continues until the vehicle keys are dropped off at Campus Services following your reservation.
Q. How do I request a vehicle?
A. You can submit a reservation request on Scheduler.
Q. How soon do I need to put in my Motor Pool reservation request?
A. You are encouraged to submit your request as early as possible. Ideally, requests should be submitted at least 2 weeks in advance, particularly if a Motor Pool Driver is needed. Please keep in mind requests are reviewed on a first-come, first-served basis, and vehicles or drivers may not be available on short notice. Any request made less than 24 business hours in advance will automatically be denied.
Q. How do I know if my request has been approved?
A. The Travel Coordinator typically reviews and approves requests approximately 2 weeks advance (or less if your request isn't submitted in advance). If you have requested a Motor Pool Driver, your request will not be approved until a driver has been secured for your reservation. Once approved, you will receive an email from the Scheduler system confirming your request. If you requested a Motor Pool Driver, their name and phone number will be included in this email.
If your request cannot be accomodated due to vehicle or driver availability, you will be personally notified before the request is cancelled.
Q. What happens if there are no Motor Pool or Enterprise vehicles available for my request?
A. A Wabash-owned or Enterprise vehicle is typically available unless your request is submitted without sufficient advance notice. Minivans and large passenger vehicles may be difficult to secure from Enterprise during peak travel times, such as holidays and spring break, and availability may be limited due to inventory constraints.
If a vehicle is not available for any reason, personal vehicles may be used and a reimbursement request can be submitted to the Business Office. If your request cannot be accomodated due to vehicle or driver availability, you will be personally notified before the request is cancelled.
Q. Why was I given an Enterprise vehicle instead of a motor pool vehicle?
A. Reservation requests are reviewed and approved on a first come, first served basis. If a Wabash-owned vehicle is already reserved during your requested time, an Enterprise vehicle will be reserved for you instead. If you are traveling more than 75 miles away from campus, an Enterprise vehicle will be automatically reserved for you.
Q. What if I need a Motor Pool Driver and one isn't available?
A. Motor Pool Drivers are hired on an as-needed, as-available basis, which means they are not obligated to accept every driving assignment. As a result, there may be times when a driver is not available. In such cases, it will be your responsibility to find a volunteer driver from your department who is on the Approved Drivers List. If this is not possible, the Travel Coordinator may be able to arrange a ride through a local taxi service.
Q. Where do I pick up and return the keys and vehicle?
A. Keys for all vehicles are to be picked up at Campus Services (309 Martindale Drive) between 8:00 AM and 4:00 PM, Monday through Friday. For evening or weekend reservations, keys must still be picked up during these hours. They are typically able to be picked up on the business day prior to the start of your reservation. No confirmation will be sent when your vehicle is ready; contact Campus Services if you need to confirm.
All motor pool vehicles are located in Motor Pool Parking Lot at the corner of Russell Ave. and Milligan St., across from the tennis courts. There are designated parking spots for each vehicle along Russell Ave. If you need to leave your personal vehicle, you will need to park it in the spot reserved for the Motor Pool vehicle you are taking. Motor Pool vehicles must be returned to their assigned parking spots at the end of your reservation.
Q. How do I purchase fuel?
A. Each vehicle will have a wallet attached to the key chain that contains a WEX gas card, which is accepted at most major gas stations. Instructions for using the card are included in the wallet. A complete list of gas stations can be found HERE. Wabash-owned vehicles should be returned with a FULL tank of gas, regardless of how far you've driven. Enterprise vehicles should be returned with the original fuel level. Be sure to include all receipts in the key chain wallet.
