VEHICLE & FUEL CARD RENTAL PROCEDURES
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1 VEHICLE & FUEL CARD RENTAL PROCEDURES Laredo ISD Transportation Department has Vehicles and Fuel Cards available for district use for small group field trips, conferences, trainings, activities, and for business use. The vehicles are assigned on a first come, first serve basis. The driver must be a Laredo ISD employee and must possess a valid Texas Driver s License. Please note a driver s license record check, and possible Drug and Alcohol testing is required. The following is the standard operating procedures that are in place for Laredo ISD s Vehicle Rental & Fuel Card Loaner Program: 1. Inquiries for vehicle & fuel card availability and reservations must be done through an sent to vehiclerequest@laredoisd.org. 2. Contract must be turned in (signed & approved) in-person at least 3 days prior to trip to the transportation office. s are for reservations only. No fax or s for submission will be accepted. 3. inquiries and reservations are allowed, however if we do not receive your signed contract with-in 3 days of the trip, the reservation will be cancelled. 4. For vehicle rentals, a photo copy of the driver s license of the person(s) who is going to drive must accompany the request. 5. All employees are prohibited from using or allowing others to use the district vehicle or fuel card for personal reasons. Only LISD employees may drive the district vehicle and only LISD employees may ride inside the vehicle. All district ID s required for verification. 6. Fuel Cards are to be used for District Rental Vehicles or Contracted Rental Company Vehicles only, not for personal vehicles. P.O. for Contracted Rental Company Vehicle is needed, if applies. 7. Capacity is for up to 8 passengers including the driver. If the number of passengers is higher, you need to request a school bus. 8. All passengers must wear seatbelts at all times and must follow and obey the State of Texas traffic laws, rules and regulations. 9. Driver must always perform a Pre/Post trip inspection of the vehicle being used and report any findings (damages or mechanical failures) in writing to the transportation office personnel. 10. Upon return, the vehicles must be refueled in order to ascertain actual fuel usage. 11. Fuel Cards are not accepted at the following locations: Walmart, SAMS, or HEB. 12. The following will be issued with District Vehicle or Fuel Card Rental: Vehicle Keys, Fuel Card, Remote Control, Pre/Post Trip Packet, and Receipt Envelope. Once arrived at the transportation motor pool, please turn in items to any staff member in the dispatch office. For after hours or weekends, please drop off items in our Back Fire Riser Door- Drop-Off Slot located in our Transportation Center. 13. ***NEW*** All Out-of-Town fuel receipts for vehicle rentals or fuel cards, must be sent in a picture snap shot (at the time receipt is printed at pump or cashier) to fuel@laredoisd.org with name and contact information. I have read and understand the Vehicle & Fuel Card Rental Procedures for any district vehicle and/or fuel card and agree to abide by the said rules. Appropriate disciplinary action will be taken if any violations should occur. VEHICLE & FUEL CARD RENTAL PROCEDURES
2 FUEL STATION PROCEDURES Fueling Stations: LOCAL USE (Using assigned campus/department unit fueling card & PIN) Primary Location: Springfield Ave (LISD Fueling Station) In case of broken or non-functional pumps: San Lorenzo (Fleet Fueling Station) (Diesel & Gasoline) Hwy 359 (Fleet Fueling Station) (Diesel only) Laredo ISD s Fueling Station has 3 different Pumps; 2 Diesel & 1 Gasoline: Pump 1 = Diesel Pump 2 = Gasoline Pump 3 = Diesel OUT-OF-TOWN USE: (All must be contracted rental cards) 1. All fuel cards are issued and contracted through the Transportation Department Springfield Transportation Motor Pool 2. All Out-of-Town fuel receipts for vehicle rentals or fuel cards, must be sent in a picture snap shot (at the time receipt is printed at the pump or cashier) to fuel@laredoisd.org with name and contact information. Laredo ISD Fuel Station Rules: No Smoking. Turn off cell phones and other electronic devices. Turn off engine. Discharge static electricity before fueling. Fill approved portable containers on the ground. Do not leave fuel pump unattended. In the event of a spill or any other emergency, dial 911. Call AOC at in any emergency situation. In case of fuel spill on clothing, immediately use emergency shower. Report all spills or emergency situations to AOC. FUEL STATION PROCEDURES If problems with fuel card or pin #, please dial: for support. I have read and understand the Laredo ISD Fuel Station Procedures and agree to abide by the said rules. Appropriate disciplinary action will be taken if any violations should occur.
3 VEHICLE & FUEL CARD RENTAL FEES The following fees should be noted when a contractual agreement for vehicle and/or fuel card rental loaner program is observed: Vehicle Rental Program: Local (Webb County) Rental Fee: $25 Flat Rate Out-of-Town Rental Fees: $0.31 per mile + $25 (Wash Fee) + $10.00 (Toll Fee) + Actual Fuel Card Expenditures $15 Late Vehicle Return Fee (Per Day) Fuel Card Rental Program: Fuel Card Expenses $15 Late Fuel Card Return Fee (Per Day) ***PLEASE NOTE*** 1. All fuel receipts for vehicle rentals or fuel cards, must be sent in a picture snap shot to fuel@laredoisd.org with name and contact information at the time of printed receipt at fuel pump or cashier. 2. A $25 dollar wash fee will be charged for all vehicle rentals. All trash inside the vehicle must be collected and/or disposed upon completion of the trip. 3. A $10 dollar toll fee will be charged for all Campus Out-of-Town Vehicle Rentals. Any unused toll fees will be reimbursed at the end of the school fiscal year. Fee applies to campuses only; if any department rental incurs a toll fee, the bill will be forwarded to responsible party for payment. 4. Due to scheduling, vehicles and fuel cards must be returned to the LISD motor pool immediately upon returning. A $15 dollar fee (per day) will be assessed for additional days a vehicle or fuel card is not returned back to the motor pool after a scheduled returned date (Excludes weekends & holidays). 5. Fuel Cards are not accepted at the following locations: Walmart, SAMS, or HEB. I have read and understand the Vehicle & Fuel Card Rental Fees for district vehicles and/or fuel cards agree to abide by the said rules. Appropriate disciplinary action will be taken if any violations should occur. VEHICLE & FUEL CARD RENTAL FEES
4 3302 SPRINGFIELD AVE * LAREDO, TEXAS * (956) * FAX (956) VEHICLE RENTAL FUEL CARD RENTAL REQUESTED BY: POSITION: SCHOOL / DEPARTMENT: SCHOOL CLUB: DATE REQUESTED: DATE NEEDED: DATE RETURNING: DESTINATION: IF TAKING STUDENTS, IS THE FIELD TRIP RELATED TO A LESSON PLAN WHERE A GRADE WILL BE GIVEN? YES (USE FUNCTION 11) NO (USE FUNCTION 36) N/A (NO STUDENTS) PURPOSE OF TRIP: EDUCATIONAL OBJECTIVE: BUDGET ACCOUNT#: (Funds need to be available at time of request) NOTE: TOLL FEE POLICY DOES NOT APPLY TO DEPARTMENTS. IF FEES ARE INCURED FOR A DEPARTMENT, THE BILL WILL BE FORWARDED TO THE REQUESTER, WHICH WILL BE RESPONSIBILTY TO PAY FEE. ANY UNUSED TOLL FEES WILL BE REIMBURED AT THE END OF THE SCHOOL FISCAL YEAR. NOTE: VEHICLES & FUEL CARDS NOT RETURNED THE NEXT SCHOOL BUSINESS DAY, WILL BE CHARGED A $15 FEE FOR EACH DAY LATE. Requester Signature Dept. / Campus Phone Date PRINCIPAL S / DIRECTOR S SIGNATURE: APPROVED BY: Local Daily Rate: $25.00 per Day Mr. Esteban Rangel, Transportation Director Out of Town Rate: 0.31cent per mile + $25 (Wash Fee) Gasoline Expenditure: (Charges for Fuel Card Only) Out-Of-Town Usage Toll Fee: $10.00 Vehicle / Fuel Card Late Fees: $15 per Day OFFICE USE ONLY GRAND TOTAL to Receiving Account: REV: VEHICLE # FUEL CARD # REMOTE# DATE: $25.00 x days = Total $ miles x $0.31= + $25 = Total $ $ fuel@laredoisd.org (Pre-Paid Account: ) (Campuses Only) Days x $15 = Total $ $ VEHICLE & FUEL CARD RENTAL FORM
5 RIDERSHIP FORM LIST OF PASSENGERS INCLUDING DRIVER(S) Capacity: 8 passengers (including driver) DRIVER(S): STUDENTS: RIDERSHIP FORM OTHERS:
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