Using a Campus Vehicle

Please note: Washington College motor pool sedans, minivans and minibuses are limited to a 200 mile radius from the campus.

Who may drive/reserve vehicles?

Vehicles may only be reserved by faculty, staff, and student workers/club presidents with staff or advisor approval for use on school related activities.  Personal use of vehicles is not allowed.

• Requests for motor pool vehicles must be made no less than 3 business days before the scheduled trip.

• Requests for a vehicle, including a hired driver must be made no less than one week before the scheduled trip.  
• Note:  "Emergency" requests without proper notice will be billed a $25 - expedited request fee if the reservation is able to be honored.

The college vans may be driven by all approved campus drivers (students, faculty and staff).  Campus minibuses may only be driven by approved faculty and staff.

The college has several drivers on staff who may be hired to drive for various events. Any department interested in hiring a driver is responsible for making all necessary arrangements.

As of September 1st 2014, payroll drivers may not use their personal vehicles for college-related travel. They may still be hired by individuals. To receive contact information for these drivers, please contact Transportation Services at 410-810-5729.

What vehicles are available for use?

College vehicles may be used for college business by any approved member of the college faculty, staff or student organization.  Under no circumstances are college vehicles allowed for personal use. 

The college offers the following:

• Three (3) 15-passenger minibuses
• Three (3) 7-passenger minivans
• Four (4) 4-passenger sedans
• One (1) 5-passenger sedan

All vehicles are offered on a first come, first served basis.

All minibuses are located at 100 Gibson Avenue (the Larabee Arts Building).

All sedans and minivans are located in the Stadium parking lot on the upper level in the designated Motor Pool area.

How much does it cost to use a vehicle?

Below is the new Motor Pool Rate Table,effective August 26, 2019:

Vehicle Types	Rate
Small Sedan (4 passenger)	$15.00 per day or $.40/mile, whichever is greater
Mid-size Sedan  (5 passenger)	$20.00 per day or $.45/mile, whichever is greater
Minivan (7 passenger)	$25.00 per day or $.55/mile, whichever is greater
Minibus (14  passenger)	$30.00 per day or $.65/mile, whichever is greater

In addition to these new rates the following charges will be assessed:

Charge	Amount
Cleaning Fee	$25.00 minimum
Expedited Reservation fee	$25.00
24-hour Cancellation fee	$25.00
Late return fee	$30.00
Damage to vehicle	Department will be billed the amount charged by the repair shop to fix any damage.
Refueling fee	$25.00

When can I pick up a vehicle?

Vehicles may be picked up at the day and time specified when making the reservation and not before.  If you are departing early in the morning, you may pick up keys after 3:00 p.m. the day before—this does not mean that you may take the vehicle at that time. Each vehicle has multiple sets of keys, and the vehicle you have reserved for the next day may still be in use by another department. 

How do I reserve a vehicle?

To reserve a vehicle, complete the following form: 

https://washcoll.co1.qualtrics.com/jfe/form/SV_0vaqvx7Up8fUfTU

Please be prepared to supply the following:

• Date(s) of the Trip
• Type of Vehicle (Car/Van/Bus)
• Number of Vehicles
• Driver’s Name
• Time Leaving
• Time Returning
• Department Name
• Budget code and Budget Name
• Destination

Please complete a form for each planned trip.  We cannot accept multiple dates on one form.

Questions? 

Please contact the Transportation Services Office at 410-810-5729.

Interested in becoming a registered driver?  Go to our Becoming a registered driver page for more information!