Parking Services

State Vehicle

*12-passenger capacity (including driver)

**Minivan capacity - 6 passengers (including driver)

Note: Capacity for available vans is 12 passengers only. Vans of larger capacity will be requested from Enterprise Rentals.

Enterprise rates honored only for business travels.

Agency Owned Transportation

Eight 12-passenger vans (no 15-passenger vans available)

One Minivan (maximum occupancy - 6)

Sedans

Sedans (provided by Enterprise Rentals)

• Trip must be approved.
• Determine what type of vehicle will be needed and what date(s) and time(s) the vehicle will be needed. It is crucial when requesting a vehicle to include specific pick-up and drop-off hours, not just the time of the day (e.g., morning, afternoon, evening).
• Complete and submit the Vehicle Requisition by visiting the Parking Services website. Click the "Reserve a Vehicle" tab.
• For immediate request assistance, you may also contact the transportation officer at 594-8421 or the Office of Parking and Transportation at 594-7129.
• Vehicle requests may be submitted months prior and up to five working days prior to the trip date.
• The Parking Services Office can not guarantee vehicle(s) on last-minute requests.
• An email confirmation will be sent once the requested vehicle(s) have been reserved.

• Unless specified otherwise, all rental vehicles are to be checked out at the Office of Parking and Transportation (located in the Ferguson Center Parking Deck).
• If you need to pick up your pre-booked vehicle before the previously agreed upon time, notify the Office of Parking and Transportation before showing up.
• You may park your personal vehicle (assuming you have a current CNU parking decal) in the flat lot adjacent to the Ferguson Center Parking Deck. You may also park inside the Ferguson Center Parking Deck, if you are not going on an extended trip. However, without proper authorization, no one else within your traveling party may park their vehicles at these locations during the period of time the rental vehicle is away. The Ferguson Center uses the deck for events, and parking spaces are at a premium. If it is found that members of your traveling party are parking in these locations without proper authorization, a parking ticket will be issued.
• At vehicle check out, all drivers will be asked to present their driver's license. This standard is required for liability purposes and will be repeated each time before vehicle use, regardless.
• At this time, a Parking and Transportation staff member will briefly explain vehicle usage (fuel, mileage, fuel card instructions and vehicle drop-off procedures). Should this information not be communicated verbally, it can be found in the documentation provided.
• Although previously performed by the transportation officer, all state operators should perform a walk around visual inspection of the vehicle prior to leaving.
• You will receive a Voyager gas card from the transportation officer. Voyager cards can be used at many locations. Please see the documentation provided at check out for more information on fuel card usage.
• You will also receive documentation that is specific to your vehicle, including what to do if you have an accident or your vehicle breaks down.
• Upon return, vehicle(s) must be returned with a full tank of gas or at the same fuel level as when checked out.
• Upon return, record the vehicle's ending mileage on the vehicle check-out form. This procedure is only applicable for CNU vans.

• All state operators should perform a walk around visual inspection of the vehicle prior to leaving.
• Use your best judgment when changing climate control settings, using the radio, accessing other settings on the dashboard or using other electronic devices.
• Operator and all travelers must use seatbelts in accordance with state law.

• You must do a post vehicle inspection; remove all trash and personal property from inside vehicle(s).
• If you return the vehicle after business hours, there is a key drop box located right outside of the front door to the Office of Parking and Transportation (located on the first floor of the Ferguson Center Parking Deck).
• Put vehicle key, all gas receipts and gas card inside the assigned information bag, and drop it in the key drop box. Please make sure that the bag goes entirely down the slot.
• The following morning (or first business day back), the vehicle will be inspected for damages, cleanliness, gas level, etc.
• Upon return, vehicles are not to be parked inside the parking deck. Unless specified, they should be parked outside the deck in the flat lot area.
• Do not drive box trucks or vans through the Parking Deck to get to the flat lot, as they may get caught in the deck overhang.

• Operators shall use state fleet vehicles and/or Enterprise rentals for official state business only.
• Vehicles may only be used to drive to and from a specified activity, with only necessary stops for meals, fuel and rest. Shopping excursions, sightseeing and other activities are not permitted unless they are pre-approved portions of the itinerary.
• Operators guilty of misuse are subject to disciplinary action and may lose their privilege to operate a state fleet vehicle and/or Enterprise rental.
• Vehicles are to be operated and maintained in a manner which avoids even the appearance of impropriety.

• Students may not drive vehicles unless they are employed by or are students of the university.
• Students must possess a valid driver’s license.
• Age requirement for CNU-owned vehicles and Enterprise rentals: 21+ yrs of age for small-capacity vehicles and 25+ yrs of age for 12 -15 passenger vans and trucks.
• Student travels must be authorized by a faculty member.
• Each student driving must complete a Driver’s Screening Form. The driver’s screening results will be taken into consideration to determine eligibility.
• A Vehicle Requisition Form must be completed and submitted.
• Vehicle requests will not be processed without the submission of the required forms. Forms must be completed in their entirety and submitted prior to travel date; incomplete forms will not be accepted.
• Student organizations and/or all student travels wishing to use vehicles are required to be accompanied by a faculty or staff member. Faculty or staff member, department, group and/or organization assume responsibility for students' misuse of vehicle(s) and conditions of vehicle(s) during and post travel.
• Overnight travels is not permitted without a faculty or staff member.

• Anyone driving a state fleet vehicle or Enterprise rental must have a valid driver’s license.
• Vehicle operators must show their license before vehicle use.

• For more information on Enterprise rentals, contact the university transportation officer at (757) 594-8421.
• Most vehicle types are rented through Enterprise rentals at a CNU-negotiated rate.
• Enterprise rentals are booked by the Parking Services Office.
• Enterprise negotiated rates will be granted to Christopher Newport employees traveling on official business only, when booked by the Parking Services Office.
• For CNU employee personal travel discounted rate, contact Enterprise at (757) 873-3003.
• Enterprise rentals are picked-up and dropped off at the Parking Services Office, unless specified otherwise.
• Enterprise 12- and 15-passenger vans must be requested at least one week prior to trip date and are subject to availability.
• Enterprise rentals are charged on a 24-hour basis; charges apply from the moment the vehicle is dropped-off at our location.
• Employees traveling on official business while using Enterprise rentals are covered by the commonwealth of Virginia insurance carrier. Additional insurance is not necessary at vehicle checkout.
• A vehicle that is returned after hours will not be checked in until the next business day. If returning after hours when a location is closed, the customer is responsible for the vehicle until the satisfactory check in of the rental vehicle the next business day.
• Rental vehicles are required be returned during normal business hours.
• If you want to return a vehicle when the renting location is closed, you must check if an "after hours" service drop box is available. Doing so will help you avoid additional charges.
• For travel returns on Saturdays, Sundays or holidays, we strongly recommend rentals to be picked up and dropped off at the Enterprise location on J. Clyde Morris Boulevard in order to avoid daily charges for days the vehicle(s) is not being used.
• Personal vehicles will be allowed to remain parked at the Enterprise facility lot.
• Rentals must be returned with a tank full of gas or at the same gas level as when checked out. Enterprise higher fueling rates and fees will be charged to the offending department or organization.
• When picking up and dropping off a vehicle at the Enterprise location, you must return the Enterprise Rental Agreement (pink form), gas card and gas receipts to the Parking Services Office.
• Enterprise will charge $25 for late cancellations on delivered vehicles.

• A gas card will be provided for each state or rental vehicle.
• Each vehicle is assigned a specific gas card. It is imperative that the gas cards are not mixed or used with the improper vehicle.
• Use only unleaded regular fuel in gasoline-powered vehicles. Mid-grade or premium are only to be used when regular is not available.
• Operators are expected to use self-service pumps at commercial stations.
• Operators must enter correct odometer readings (excluding Enterprise rentals) at commercial fueling sites, no tenths. Please make sure to enter accurately the odometer reading.
• Loss of gas cards will result in cancellation and replacement charges placed against the account of the department or organization which used the vehicle. Gas card use should comply with Christopher Newport regulations. Misuse of credit cards will be considered as theft of state property.
• A list of fueling locations and instructions on how to use the gas card will be provided upon vehicle check out.

• Vehicle cancellations must be reported to the Parking Services Office within 24 hours of date of travel or earlier. Failure to do so may result in first day rental charge per vehicle.
• Enterprise will charge $25 for last minute cancellations after vehicle has been delivered to our location.

• Operators are responsible for safe parking and security of CNU vehicles. Vehicles shall not be left on residential streets or highways, unless necessary due to mechanical failure or emergency or if approval has been received from the university transportation officer, Enterprise or VMCC.
• Operators are responsible to ensure payment of all parking fees and any parking fines assessed against the vehicle.
• Operator, group, department and/or organization shall be responsible for towing fees resulting from improper parking.
• Vehicles may be parked in a commercial or municipal parking facility provided operator, group, department and/or organization pays parking fees.
• Long-term parking at airports is generally not permitted, as this significantly reduces utilization.

• Any driver involved in an accident must contact the VMCC (excluding Enterprise rentals). The VMCC will then make arrangements to contact a local state trooper.
• All accidents involving an OFMS vehicle, regardless of the amount of damage, must be investigated by a state police officer unless specified otherwise by VMCC. Arrangements for handling of investigations have been made with the Department of State Police, and all troopers are familiar with the information required.
• Operators need to contact the commonwealth’s insurance carrier, Crawford and Company.
• Driver must fill out the Automobile Loss Notice Form and submit it to the university transportation officer.
• In the event of an inoperable OFMS vehicle, the operator shall call VMCC to arrange for towing, on-site repairs and/or the transportation of the driver and any passengers to a safe location.

For completion of the form, contact the university transportation officer in the Parking Services Office. All accidents in state vehicles or Enterprise rentals must be reported to the university transportation officer.

• The driver involved in the accident must contact a state police officer.
• Regardless of the amount of damage, all accidents must be investigated by a state police officer.
• Operators need to contact the commonwealth’s insurance carrier, Crawford and Company, and must also contact Enterprise rentals.
• In the case of the vehicle sustaining extensive damage and/or being inoperable, Enterprise will make further rental arrangements.
• Driver must fill out the Automobile Loss Notice Form and submit it to the transportation officer.

You may also obtain the forms from the university transportation officer. The original completed Automobile Loss Notice Form must be delivered to the university transportation officer.

• The driver is required to complete an Automobile Loss Notice Form in the event any crash, regardless of the amount of property damage or personal injury, within 10 days of the accident.
• The forms are in an envelope labeled Accident Forms Packet located in the glove box of each state vehicle.
• In the case of the state 12-passenger vans, the envelope is located in the compartment of the driver-side door.

• All violations, fines and fees, including parking citations, are the responsibility of the assigned group, department or organization at the time of such violation.
• Toll charges incurred during travel and unpaid toll charges and fees are the responsibility of the operator, group, department and/or organization.
• Each employee is required to report any moving violation that occurs to their supervisor and the transportation officer.
• Abuse of motor vehicle laws by an operator may result in the loss of privileges to operate a fleet vehicle.

• Family members of state employees are permitted to ride in state vehicles or Enterprise rentals only when travel is directly related to official state business.
• Even then, state employees are encouraged to use personal vehicles. The transportation officer should be consulted regarding this matter.

Hitchhikers and pets are not allowed to ride in any state vehicle.

• Trash and personal belongings are to be removed from vehicle(s) upon vehicle drop off.
• Items found in the vehicle will be kept in the Parking Services Office until claimed by owner.
• Unclaimed items will be sent to University Police at the end of the semester. The Parking Services Office is not responsible for lost or stolen property.
• Smoking and the use of other tobacco products are prohibited in vehicles.
• Eating or drinking is prohibited while driving.

• Under no circumstances may a state employee or student operate a vehicle while under the influence of intoxicating beverages, drugs or other substances. Conviction of such offenses will result in disciplinary action and the loss of the privilege of a state vehicle.
• No state vehicle may be used to transport alcoholic beverages, unless it is operated by law enforcement personnel in the performance of their official duties.
• Possession of, or the use of, alcohol in vehicles is prohibited. Refer to the Department of Human Resources Policies and Procedures Manual on Alcohol and Drug use in the work place.

• Cellphones, smartphones or other electrical devices must be operated via a hands-free device.
• Any other use, such as text messaging or emailing, is prohibited while the vehicle is in drive and/or in motion.