
Helen Walters
Facilities Services, Vehicles Coordinator/Office Manager
Phone: 389-5649/Fax: 389-1092
helen.walters@mnsu.edu
Facilities Services is committed to serving the transportation needs of University employees and students for state purposes. Vehicle reservations are processed by Helen Walters and skilled student workers trained to provide the best service possible.
Our university fleet has 37 passenger fleet vehicles consisting of sedans, seven passenger minivans and a twelve passenger van. An assortment of additional vehicles are utilized for our maintenance staff and departments for state purposes. The vehicles are usually internally maintained at our full service garage by Robert Arndt (lead automotive mechanic), Mike Hirmer and Mike Mullin (automotive mechanics), they receive additional assistance with automotive detailing from student workers.
Minnesota State University, Mankato follows the IRS standard mileage reimbursement rate for business miles. Effective, July 1, 2011 through December 31, 2011: 55.5 cents per mile if state-owned vehicle is not available; 48.5 cents per mile if state owned vehicle is declined or not requested prior to departure of trip.
http://www.mnsu.edu/news/read/?id=1292867185&paper=topstories
Departments should be aware of possible increased cost when using personal vehicles when personnel request mileage reimbursement through the department.
Ex. Driving a personal vehicle to the Twin Cities when a state vehicle is available: Reimbursement rate of 48.5 cents per mile x 170 (approximate round trip mileage)= $82.45 cost to the university department. VS. utilizing a state owned sedan to the cities is $42 (per day) cost to the university department. This would be a $40.45 savings to the university department for just one trip.
An additional concern is that Minnesota is a no-fault vehicle accident state.
If there would be an accident in your personal vehicle while on state business, the accident claim would follow the owner of the vehicle you were driving.
If you would be in an accident in a state owned vehicle the accident claim goes to the State of Minnesota (owner of the vehicle).
Guidelines on State Vehicles and Driving Personal Vehicles on State Business
http://www.mnscu.edu/board/procedure/5-19p3.pdf
http://www.mnscu.edu/board/procedure/519p3.html
Part 1. Authority. Board Policy 7.1, Authority, delegates to the chancellor authority to develop a system procedure on travel management.
Part 2. Scope and Responsibility. This procedure applies to all employees of the colleges, universities, the Office of the Chancellor; the Board of Trustees; and any other individuals, including students, authorized to travel or be reimbursed for allowable expenses in conducting authorized Minnesota State Colleges and Universities business. System employees, trustees, or other individuals authorized to travel, including students, are responsible for complying with this procedure and for the accurate completion of all required forms, including the Employee Expense Report. Students eligible for reimbursement shall be compensated in accordance with local student travel rates or, in the absence of local student travel rates, with the Commissioner's Plan.
For purposes of this procedure, unless otherwise specified, the term "traveler" shall refer to all employees of the colleges, universities, and Office of the Chancellor; Board of Trustees; and any other individuals, including students, authorized to travel.
Part 3. Prior Approval.
Part 4. Spouse/Companion Travel. Travel expenses will not be reimbursed if incurred by a spouse or other individual accompanying traveler on business unless:
A spouse or other individual may accompany a traveler, including students, on a business trip at the traveler's expense. However, personal guests, including spouses, are not allowed to travel in a state-owned, rented, or leased vehicle.
Part 5. Maximum Use of Financial Resources. Travel costs should take into consideration any financial decisions made such as:
Minnesota State Vehicle Accident Report: vehicles/minnesota_motor_vehicle_accident_report.pdf (Accident Report for state owned or leased vehicles and equipment) Please print out, complete, sign and submit the report to Helen Walters, Facilities Services, WC358. Questions? Call Helen at 389-5649.
Minnesota State University, Mankato has the opportunity to offer state owned vehicles for state travel needs by administration, faculty and staff who are on University business. Circumstances may arise when state vehicles are not available or are not authorized for usage, see policies and procedures section.
Out of State long distance trips (greater than 1,000 miles round trip) will be requested to utilize the Enterprise Rent-A-Car contract. Additional details on long distance driving of state vehicles are available from Facilities Services.
Beginning July 1, 2011, Enterprise Rent-A-Car will accept the Minnesota State University, Mankato department assigned Wells Fargo Credit Card for University approved travel with a Enterprise rental and for the purchase of fuel for the Enterprise vehicle for faculty, staff and administration. There are two contracts listed below that are able to be utilized for University approved travel. The following link offers general information on Enterprise Rent-A-Car procedures: vehicles/enterpriseprocedures033111word.pdf
The State of Minnesota has an opportunity to utilize a state contract with Enterprise Rent-A-Car, contract release number V-33(5). This supplemental contract must be used by state agencies (faculty, staff and administration for a vehicle rental that is "initiated" in the State of Minnesota or other locations as listed on the contract release.
vehicles/v-33_5.pdf This is the Materials Management Division contract for Vehicle Rental for “local service” – short and long term rentals.
vehicles/v-38_5.pdf This is the Materials Management Division contract for the national service for vehicle rental that initiate outside of the State of Minnesota - short term rentals only.
Due to the high liability exposure for the services on the contract, state agenices are required to use the contract unless an exception is granted by the AMS (Acquisition Management Specialist) listed on the state contract.
When using this State of Minnesota contract, MnSCU and CPV members must comply with the contract terms and conditions and may not deviate from the specifications, terms and conditions as outlined.
Purchasers should thoroughly review the contract release - only the goods and services that are identified in the contract may be purchased through the contract. You may also contact, Helen Walters, Facilities Services, WC358, 389-5649 for contract verifcation.
24 hour cancellation of a state vehicle is requested. Vehicles that are reserved but not used, nor cancelled, may be charged up to the full rate for requested rental dates. 9/11/06
There are locations in Mankato where you may fill the state vehicles with E85 fuel. Holiday Station, 1901 Adams St. and the Kwik Trip on Hwy 169. For statewide E85 fuel station locations click here.