Fleet Vehicles are available for employees to rent for official state business. If an employee wishes to travel with his/her family or combine business travel with personal travel, the employee must use his/her own vehicle. View Fleet Vehicle Use Policy (PDF)
SUNY Potsdam faculty/staff members must submit a Vehicle Request/Authorization Form (PDF) to the Physical Plant Office by emailing it to vehiclerequest@potsdam.edu to reserve a vehicle. A copy of the driver’s license must also be submitted to the Physical Plant so that a copy of their driver abstract can be obtained through the License Event Notification System (LENS) of the NYS Department of Motor Vehicles (NYS DMV). View SUNY Potsdam License Event Notification System (LENS) Policy (PDF) and provide a copy of the LENS Release Form prior to travel. Those with out-of-state licenses must submit a notarized affidavit (PDF).
If your department wishes to have students drive Fleet Vehicles, they are required to submit their driver’s license to be kept on file in the Physical Plant office and they must be approved to drive through the Student Affairs office. Their driving records will be verified with NYS DMV LENS. Students with out-of-state licenses must also submit a notarized affidavit. Both forms must be submitted annually. Completed forms should be submitted for approval at least two weeks prior to the trip. If you have any questions regarding fleet vehicle usage or to check the availability of a vehicle, please contact Steven Yelich at (315) 267-2598 or send an email to vehiclerequest@potsdam.edu.
Keys
Fleet Vehicle Keys are available in the Physical Plant Office, located in the Service Center and can be picked up between 7:30 a.m. - 3:30 p.m., Monday through Friday. Keys and a vehicle use envelope may be picked up one working day in advance of the trip. You may pick up the keys ahead of time, but you may not use the car until the time for which it has been reserved.
A drop box is located in the foyer of the Service Center Building for those trips returning after normal business hours. If a traveler is unable to return the vehicle at the scheduled time, notification must be provided to the Office of Physical Plant (315-267-2598). If notification is not received, or if the keys are not returned in a timely fashion, the driver may have driving privileges revoked. The key envelope should be turned in immediately upon your return to campus along with the vehicle keys and any gas receipts and not left in the vehicle.
Fuel
A credit card is located in the glove compartment of the vehicle. It is to be used for all gasoline purchases at any gas stations. Each vehicle has a specific PIN # located on the credit card instruction card on the inside flap of the vehicle key case. Be sure to put all gas receipts in the key envelope.
Personal Belongings
Please remove all litter and belongings from the vehicle. Vehicles are inspected by the Garage personnel and all contents are removed. Personal belongings left in the vehicle will be turned over to University Police. The College is not responsible for loss or damage to personal property left in vehicles.
Fleet Vehicles
SUNY Potsdam has the following Fleet Vehicles available for use by faculty/organizations.
- Six (6) 12 passenger Chevy Vans
- One (1) Tow Behind Trailer
Current Fuel Rates/Fees
Each Department will be directly charged the IRS prevailing wage business rate or $14.00 a day, per vehicle, whichever is greater. This rate is subject to change.
Please note: Failure to pick up your vehicle within two hours of your reserved time will impose a $14.00 fee. Failure to notify Physical Plant within 24 hours within your reservation time to cancel your reservation will result in a $14.00 fee per vehicle.