Pool Vehicles

• The Institute maintains and operates 6 pool cars (3 cars and 3 mini-vans) and 16 pool trucks (three are permanently assigned). The Division of Fleet Management, VDOT booklet entitled "Rules and Regulations Governing the Use, Operation and Maintenance of State Owned Fleet Vehicles", and the Commonwealth of Virginia booklet entitled "State Travel Regulations" contain complete guidelines for state vehicle operation and travel and should be read thoroughly. You may obtain copies from the Vehicle Pool office in the Customer Service Center, Room 203. All new faculty, staff and students are required to complete the new employee safety training orientation with the Safety Office and check-in at the Vehicle Pool office before reserving a pool car or truck. The Vehicle Pool office hours are 5:30 am - 2:00 pm.
• Vehicles are assigned on a first come first served basis, based on availability. When reserving a pool truck you will need to specify where you are traveling to, number of passengers, what type/size of equipment you will be taking and whether or not you will be towing a vessel so that the proper truck can be assigned. You may reserve pool cars and trucks by (1) by e-mail to poolcars@vims.edu or (2) you may call the Vehicle Pool office at X7091 or Barbara West at X7096.
• Maintenance and inspection of the Pool Vehicles is the responsibility of the Vehicle Pool Office. Please report any mechanical problems as soon as possible to poolcars@vims.edu. In addition, you may call the Vehicle Pool Office at X7091 or X7096.
• Mileage rates are billed weekly and charged to the using department at the following rates:
  
  • Pool cars     $0.35 per mile
  • Pool trucks  $0.58 per mile
• Keys may be picked up in the Vehicle Pool office in the Customer Service Center. Keys may be returned to the Clayton House drop box located beside the front door at anytime or to the Vehicle Pool office during normal business hours. Credit cards are available for use when making long trips. When possible, while traveling within the state, please use the VDOT fuel stations to minimize costs. The state gas credit card (white card) will always be in the packet attached to the keys and is accepted at many gas stations. The Vehicle Pool office will assist you in locating the VDOT fuel stations. Cars will be cleaned and have a full tank of gas before you pick up the keys. Occasionally, during periods of high usage, the Vehicle Pool office may not be able to clean and gas up the vehicle prior to usage but every effort will be made to provide you a credit card for your trip.
• For emergencies during business hours please call the Vehicle Pool office at X7091, or Barbara West at X7096. For after hours emergencies please page Security at 9-642-7844.
• The Vehicle Pool office will also provide assistance with new vehicle purchases and accident investigations. All accidents should be reported to the Vehicle Pool office as soon as possible regardless of who is at fault. If you are injured while driving or riding in a state vehicle, please follow the guidelines prescribed in the section of this site entitled "Workers' Compensation Claims Program".
• In addition to the VIMS Pool Car program, the Institute maintains a state contract with Enterprise Rent-A-Car. Your department budget manager will have details of this program and will assist you in renting a vehicle. If your department does not have a budget manager, please call Barbara West at X7096 for assistance. All sizes of vehicles, including pickup trucks, are available. The determination of which program (VIMS vs. Enterprise) will cost less depends on the distance and length of your trip but generally the one day trips of less than 100 miles will be less expensive if using a VIMS vehicle.
• Additional pool vehicle information is included in the VIMS' Operating Policy Instructions; section VIMS I-0602, Pool Vehicle Regulations.