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 Mojo Work Order System. The Vehicle Request Form will be used for the vehicle reservation. The Mojo Work Order will be used to notify the requestor of the budget charges.
All rental cars/vans/buses for University business should be reserved through Mojo. To reserve a vehicle through Mojo, go to the Physical Plant Website, click on the Work Orders tab. Click on the New Ticket tab in the top right hand corner. Select Maintenance Request from the drop down. Select Vehicles for the type of request. Select Rent from the drop down for type of Vehicle request. Indicate the dates of travel, type of vehicle, car/van/bus, and any special instructions in the description. Fill in the remaining questions. Click on Create Ticket. The MWSU Vehicle Request Application will come directly to the Physical Plant Office.
All car/van/bus requests need to be submitted at least two weeks prior to the travel date.
An automated confirmation email will be sent to the contact listed on the Mojo work order when work order is received.
If the Physical Plant does not have a fleet rental vehicle available, the Physical Plant will obtain one from another rental agency for the individual or the department. A confirmation email will be sent to the driver prior to your travel once the vehicle has been assigned. Lockboxes with access codes are available for after-hours or weekend pickups.
The Physical Plant will handle all reservations for all rental vehicles. Enterprise currently has the State Contract. You will be notified of the rental company information and options available in the confirmation email.
Note: Requestors will pick up and return rental vehicles directly to the rental car company.
Requests may be denied based on vehicle availability. Prompt notification will be given if there is difficulty filling a request.
No shelled nuts or seeds are allowed in cars, vans or buses. Cleaning fees up to $100 may be accessed to cover cleaning costs.
| Enterprise 2318 N Belt Hwy Saint Joseph, MO, US, 64506 |
Sunday Monday Tuesday Wednesday Thursday Friday Saturday |
10:00 AM – 1:00 PM 7:00 AM – 6:00 PM 7:30 AM – 5:00 PM 7:30 AM – 5:00 PM 7:30 AM – 5:00 PM 7:30 AM – 5:00 PM 9:00 AM – 12:00 PM |
Rental Car Guidelines
The University will provide a compact rental vehicle for 1-4 travelers when an MWSU fleet vehicle is not available. The University will provide a full-size rental vehicle for 5 travelers and a minivan for 6-7 travelers. Any cost associated with an upgrade will be at the employee’s expense. A check made payable to MWSU or exact amount of cash for the upgraded amount will need to be submitted to the Physical Plant prior to the rental vehicle pick up.
Toll Charges/Parking Tickets/Citations
Tolls – All University vehicles are now equipped with K-Tags. Drivers of MWSU vehicles will not be required to stop and pay tolls in Kansas, Oklahoma and Texas.
Enterprise Rental Vehicle K-Tags – K-Tags are available for Enterprise rental vehicles. You are now able to check out a K-Tag when you plan to travel outside of the State of Missouri. K-Tags can be used on tolls in Kansas, Oklahoma, Texas and Florida.
Each K-Tag must be registered to the Enterprise Rental Vehicle’s license plate you will be driving. Physical Plant Office hours are M-F 8 a.m. – 4:30pm. To check out a K-Tag for your trip you will need to stop by the Physical Plant Office and do one of the following:
To check out a K-Tag after you have picked up your rental, you will need to provide the license plate number of the Enterprise Rental you will be driving when you pick up your K-Tag.
To check out a K-Tag prior to picking up your rental vehicle, you will pick up a K-Tag from the Physical Plant Office, once you pick up your rental vehicle, call the Physical Plant Office, (816) 271-4417 with the license plate number or take a picture of the license plate and email it to phyplant@missouriwestern.edu.
There is a $50 charge for K-Tags not returned. You are responsible for all toll fees charged to the K-Tag while checked out to you.
You will need to report any K-Tag that has been lost, stolen, or left in the vehicle.
Drivers of rental vehicles that are not using a K-Tag are required to stop and pay tolls. Drivers who do not stop or pass through an unmanned toll booth will be notified via email once a notice/citation has been received. Payment should be paid using the link provided in the email. A copy of the paid receipt needs to be sent to the Fleet Office.
Drivers of rental vehicles are required to stop and pay tolls. Drivers will be notified via email once a notice/citation has been received. Payment should be paid using the link provided in the email. A copy of the paid receipt needs to be sent to the Fleet Office.
Toll booths using license plate identification should be reported immediately via email, phyplant@missouriwestern.edu. Drivers will be notified via email of the charges. Payment should be paid using the link provided in the email. A copy of the paid receipt needs to be sent to the Fleet Office.
Parking Tickets – Drivers who receive a parking ticket while driving an MWSU fleet or rental vehicle should notify the Fleet Manager immediately via email, phyplant@missouriwestern.edu.
Parking tickets received on MWSU fleet vehicles should be paid directly to the entity listed on the parking ticket or as directed in the instructions on the parking ticket.
Drivers who receive a parking ticket while driving a rental vehicle will be notified via email of the amount owed once the invoice has been received from the rental vendor. Payment should be paid using the link provided in the email. A copy of the paid receipt needs to be sent to the Fleet Office.
Citations – Drivers who receive a citation while driving an MWSU fleet or rental vehicle should notify the Fleet Manager immediately via email, phyplant@missouriwestern.edu.
Citations received while driving an MWSU fleet or rented vehicle should be paid directly to the entity listed on the citation or as directed in the instructions on the citation.
Drivers who receive a citation captured on camera while driving an MWSU fleet or rental vehicle will be notified via email of the amount owed once the invoice has been received. Payment should be paid using the link provided in the email. A copy of the paid receipt needs to be sent to the Fleet Office.
Trips using a Fleet Driver
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.
Cleaning Fee – A $100 cleaning fee may be accessed for the return of an excessively dirty bus or van.
Cancellation Fee – Bus trips canceled less than 48 hours’ notice will be accessed a charge of $72 per day per bus to cover driver’s 4 hour minimum guarantee time.
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 Mojo work order. An automated 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 Notes section.
Please contact Shelle Browning, (816) 271-5816 if you have questions regarding bus or vehicle rentals.
Campus Fleet Vehicle Fees
| Vehicle | Passengers | Description | Driver Requirements | Mileage Cost |
|---|---|---|---|---|
| Mini Bus | MWSU048 – 34 Passenger | Handicap Accessible, Rear Luggage Storage | University Fleet Driver | $2.75/mile – driver and fuel included $175.00 Minimum plus driver and fuel. |
| Charter | MWSU070 – 40 Passenger | Under luggage storage & restroom | University Fleet Driver | $3.25/mile – driver and fuel included $275.00 minimum plus driver and fuel |
| Rentals | Car 4-door SUV |
$35.00 per day plus fuel $65.75 per day plus fuel |
||
| Vans | 12-15 Passenger | Fleet Van Rental Van |
$148.47 per day plus fuel The going rate through rental company plus fuel |
Campus Shuttles
Buses used as campus shuttles for campus sponsored events for consecutive multiple days will be charged the full minimum fee plus driver plus fuel for the 1st day and ½ the minimum fee plus driver plus fuel for every day following. Any break in time the fee structure starts again with the full minimum fee etc.
Fuel Cloud Access
The Physical Plant has a fuel tank offering No Lead and Diesel fuel available for University owned or leased vehicles. If you need access to fuel you will need to complete the Fuel Cloud Access Request form located on the A-Z Directory under Forms – Employees, type in Fuel.
You will need to provide a default budget code where fuel will be charged. We will email you with your access code you and budget code to enter in the Fuel Cloud system. You have the option to change the budget code when you access the pump.
We have the capability to setup accounts for special programs with multiple users. Please complete a form and list the name of the program under the driver name along with a program contact and budget code. Please provide a contact number should we need additional information.
We will use the information provided to track fuel usage and complete the monthly chargebacks.
Contact Roberta Dias at (816) 271-4417 if you have questions regarding bus or vehicle rentals.
After hours emergency, call (816) 271-4418.