Fleet Rental Policy

In an effort to improve communications and tracking of Vehicle Rental Request Applications we have incorporated the submission of MWSU Vehicle Request Application with our School Dude Work Order System.

All rental cars/vans/buses for University business should be reserved through School Dude. To reserve a vehicle through School Dude, go to the Physical Plant Website, click on the School Dude tab and click on the School Dude link located at the top of the page.  Use your MWSU Login assigned to you by IT.

Please provide the date(s) of travel and time you plan to pick up and return your vehicle in the description.  Select the budget code from the budget dropdown where you want the rental to be charged. If your budget code does not appear on the dropdown you will need to include the budget code in the description.   Select Transportation from the craft dropdown for a vehicle/SUV rental or Transportation Van/BUS for a 12-15 passenger van, mini bus or charter bus.  You will need to attach the completed MWSU Vehicle Request Application to the School Dude work order.  The scanned MWSU Vehicle Request Application is all we need, keep the original for your records.

Your budget code can be added to the School Dude Budget dropdown by sending an email to phyplant@missouriwestern.edu.

All MWSU Vehicle Request Applications must have your supervisor’s signature and approval.  All car/van/bus requests need to be submitted at least two weeks prior to the travel date.

A confirmation email will be sent to the contact listed on the School Dude work order when reservation is received.

If the Physical Plant does not have a rental vehicle available, the Physical Plant will obtain one from another rental agency for the individual or the department.  Lockboxes with access codes will be assigned for afterhours or weekend pickups.

Note:  Any vehicle requested before 9am pickup or returned after 3:30pm will be subject to an additional charge.  Vehicles picked up or returned on the weekend will be charged for the weekend. 

Requests may be denied based on vehicle availability. Prompt notification will be given if there is difficulty filling a request.

In an effort to help identify authorized MWSU Bus Drivers,  Bus Drivers will wear a black driving vest with a gold MWSU name plate.  Pictures of the assigned drivers will be attached to trip confirmation emails.

Trip Information

Trip Contact – Please make sure the Trip Contact’s cell phone number is included on the Vehicle Request Application.  This contact number will be given to the driver to be used to communicate on the day of travel for any issues or questions.

Itinerary – Please be sure to include an itinerary for all bus trips.  This will ensure our drivers can adequately plan for your trip.

Damages – The department is responsible for any charges incurred due to damage done to the bus caused by the actions of any person within the traveling group.  This includes items flushed down the buses septic system.

Shelled Nuts and Seeds – Shelled nuts and seed are not allowed in MWSU rental buses, vans or vehicles.  A cleaning fee up to $100 may be accessed to cover cleaning costs.

Cleaning Fee – A $100 cleaning fee may be accessed for the return of an excessively dirty bus.

Drivers’ Expenses – The department is responsible for providing the University Fleet Driver’s meals and lodging expenses, if applicable.  Drivers lodging – No shared occupancy.

After the Trip

Chargebacks are processed monthly and charged to the Budget Code listed on the School Dude work order.  An email will be sent to the person listed as the contact on the work order indicating the closing of the work order.  The budget code and amount charged will be indicated in the Action Taken box.

Please contact Shelle Browning, (816) 271-5816 if you have questions regarding bus or vehicle rentals.

Vehicle Passengers Description Driver Requirements Mileage Cost
Mini   Bus Bus 7 – 28 Passenger
Bus 11 – 34 Passenger
Handicap Accessible, Rear Luggage Storage University Fleet Driver $2.25/mile – driver and fuel included
$125.00 Minimum plus driver and fuel.
Charter Freight Line – 40 Passenger Coach – 55 Passenger
Coach – 61 Passenger (No Restroom)
Under luggage storage &  restroom University Fleet Driver $2.75/mile – driver and fuel included
$225.00 minimum plus driver and fuel
Rentals Car 4-door Starting at $31.30 per day plus fuel
Vans 12-15  Passenger Going rate through available rental company plus fuel

Contact Shelle Browning at (816) 271-5816 if you have questions regarding bus or vehicle rentals.

After hours emergency, call (816) 520-5689.