Vehicle Use Policy

Booking & Eligibility

• Driver Screening: All drivers must be Amarillo College employees and pre-screened for insurance. Submit driver names to the Physical Plant General Services Office well in advance. Driver License information will be needed.
• Student Prohibition: Students and student employees are strictly prohibited from driving college vehicles.
• Reservations: Email the Physical Plant General Services Office to request a vehicle. Include departure/return dates and times, driver name(s), your GL Account, destination, and vehicle preference.

Pick-Up & Return

• Standard Pick-Up: Collect the vehicle from the Facilities Management Center (Physical Plant - Washington Street Campus) on your departure date.
• Early/Weekend Departures: If leaving before 8:00 a.m. or on a weekend, pick up keys and the vehicle binder during business hours on the preceding business day.
• After-Hours Returns: For returns after 5:00 p.m. or on weekends, park in the Physical Plant laydown yard. Place keys, the binder, and the gate operator in the return slot at the main entrance.
• Restrictions: Vehicles must not be driven home overnight or parked elsewhere on campus.

Driver Responsibilities

• Documentation: Complete the mileage form (beginning and ending) and return it inside the vehicle binder.
• Fuel: Use the provided fuel card to refill the tank before returning. Submit all fuel receipts to the Physical Plant.
• Cleanliness: Remove all trash and food. Vehicles requiring professional cleaning will be charged to the user’s department.
• Surface Restrictions: Do not drive on unpaved surfaces. Departments are liable for repairs caused by poor judgment or off-road use.

Safety & Conduct

• Environment: All vehicles are strictly non-smoking. No use of tobacco products.
• Prohibited Items: Alcoholic beverages are never allowed in college vehicles.
• Assistance: In case of mechanical failure or roadside needs, contact the Physical Plant. Emergency contacts and instructions are located inside the vehicle binder.