General

Vehicle Reservation Policy

September 14, 2026 /

HUNTINGTON UNIVERSITY
VEHICLE POLICY

VEHICLE RESERVATION

Currently the University maintains a fleet of vehicles for university use and utilizes third party rental units as needed. To schedule use of a vehicle, utilize the HU Portal and complete the appropriate fields in the reservation form. If may questions arise or additional information is needed, contact Megan Prezbindowski at mprezbindowski@huntington.edu or extension 4053. In Megan’s absence, contact Marcie Nofziger at mnofziger@huntington.edu or extension 4073. It is our preferred policy to utilize university-owned vehicles first and lease other vehicles as needed.

Renting a vehicle in the name of Huntington University through a third party (i.e. Enterprise, Hertz, etc.) may only be initiated and contracted by Megan Prezbindowski or Marcie Nofziger. Any person requesting a rental reservation shall be responsible for payment of any cancellation fee charged by the rental agency should the reservation be cancelled and incur a cancellation fee. Should you choose to rent a vehicle without authorization, you must make the arrangements in your own name and pay the rental charges. You may seek reimbursement, but reimbursement is not guaranteed.

GENERAL DRIVING REQUIREMENTS ON ALL VEHICLES

Drivers must:

  • Meet minimum age requirements.
  • Have a valid U.S. driver’s license.
  • Have clean driving record as evidenced by an MVR Report that is no older than 2 years.
  • Wear seatbelts at all times when vehicle is in motion.
  • NOT text or use cellphones when vehicle is in motion.
  • Provide a copy of their current driver’s license to the Maintenance Department, no less than two
    (2) weeks prior to departure date for insurance approval.
  • Driver must sign a Driver Qualification form and 15 Passenger van form.

VEHICLES & SPECIFICATIONS

University Owned Vehicles:

  • Mini-Van – University Owned
    • Drivers must be at least 21 years of age.
    • Number of passengers shall not exceed the manufacturer’s passenger limit.
    • Rental Fee: $55 per day
  • Car – University Owned
    • Drivers must be at least 21 years of age.
    • Rental Fee: $35.00 per day
  • Passenger Van – University Owned
    • Drivers must be at least 21 years of age.
    • Drivers must complete driving test prior to driving vehicle.
    • CDL license is not required.
    • Students are not permitted to drive, unless approved.
    • A university-approved trailer may be towed behind the van.
    • Rental fee: $127.00 per day
  • 35 Passenger Bus – University Owned
    • Certified Driver provided by maintenance department only.
    • Trailer towing is not permitted.
    • Rental Fee: $1.50 per mile plus driver fees of $22 per hour. Driver fees may include meals and
      lodging depending on the length of the trip.

Rented Vehicles

  • Vans – Rental
    • Drivers must be 25 years or older
    • Students will not be permitted to drive passenger vans.
    • Gas tank should be kept at least half-full to lower the van’s center of gravity
    • Passengers should be loaded from front to back, leaving empty seats at the back of the
      vehicle.
    • A trailer may NOT be towed.
    • Charged as invoiced.
  • Mini-Vans – Rental
    • Drivers must be at least 25 years of age.
    • Number of passengers shall not exceed the manufacturer’s passenger limit.
    • Charged as invoiced.
  • Car – Rental
    • Drivers must be at least 25 years of age.
    • Charged as invoiced.

INDIVIDUAL RESPONSIBILITY

Upon receipt of the keys and gasoline credit card(s) [where applicable] the driver is personally responsible for the vehicle, the keys, the credit card(s), and all corresponding use until they are returned to the Maintenance Department. This responsibility cannot be transferred to anyone else.

PICKING UP VEHICLE

The vehicle assigned to you may be picked up from the parking lot directly across the street from the Maintenance Building. Please park your vehicle in the lot across the street from Maintenance. The keys may be picked up in the Maintenance Building. Please do not pick up the vehicle until the time for which it is assigned to you. Prior to that time, it may be assigned to someone else or needed for maintenance, or refueling. Keys may be picked up earlier if necessary. You will be issued a key, gas card(s), insurance card, witness card and rental agreement (if applicable).

GASOLINE CREDIT CARDS

If you are issued and use a gasoline credit card(s), please return the cards and receipts with the keys. Gas cards are to be used for the purchase of gas or necessary items used for the trip. Personal items must be purchased with your own money.

MECHANICAL ISSUES WITH THE VEHICLE

Any problem occurring during the vehicle’s use should be noted in an email to Megan Prezbindowski. Only emergency repairs or accessory purchases should be made while away from campus. In the event that the vehicle needs to be towed, have it towed to the maintenance building if you are within 50 miles of the University. Be sure to get the name and phone number of the towing service and advise the Maintenance Department as soon as possible. All other issues should be deferred until the vehicle is back on campus. Maintenance Department will then address any additional matters.

INSURANCE

The insurance card provided in the key envelope will provide all the information necessary in the event of an accident. The witness card, also provided in the envelope, helps secure information regarding the accident that will help the insurance company.

ACCIDENT

Insurance information, accident form, and witness card are all included in the key bag. In the event of an accident, you are required to complete an accident report form. If the accident or breakdown renders the vehicle inoperable, call the maintenance emergency number, 260-224-0933. In the event that the vehicle needs to be towed, have it towed to the maintenance building if you are within 50 miles of the University. Be sure to get the name and phone number of the towing service and advise the Maintenance Department as soon as possible. You are required to complete the witness card as it helps secure information regarding the accident which will assist the insurance company.

RETURNING VEHICLE 

The vehicle (HU or rented) is to be returned to the parking lot across from the Maintenance Building immediately upon return. Keys, credit card(s), and gasoline receipts should be put in the key bag. When returning a vehicle before or after regular office hours, deposit the key envelope in the mail slot on the door that indicates “Deliveries Only”.

Regardless of when or how late at night you return with a vehicle, it must be returned to the maintenance building and NOT taken home with you. THIS IS VERY IMPORTANT! The vehicle may be assigned to another individual or group for departure early the next morning. If it is not returned on time, and it is a third-party rental vehicle, you will be charged another day of rental!

Return all vehicles (HU or rented) with a full tank of gas. Remember, if a rented vehicle is not returned with a full tank of gas, there will be an additional charge on the invoice. This additional charge will be charged to your account. Please help in being good stewards of University resources.

All vehicles are to be returned free of litter and in a clean condition.

Any exceptions to the policy requirements must be approved in writing with the Maintenance Department prior to departure.

 

Posted By: Megan Prezbindowski