Procedures

Scheduling

In order to reserve a vehicle or services, departments should call Transit Services at 310.506.4802 to find out the availability of date/s and drivers. This call must be confirmed by e-mail from the requester to sean.kavanagh@pepperdine.edu at least seven to ten business days in advance.
In the email, please provide:

• Name of the event:
• The date(s) of your event:
• The approximate number of shuttles/passengers count:
• Pickup time and address:
• Return time and address:
• Any special instructions, or directions for shuttle drivers to follow:
• Internal requisition number:

NOTE: REQUESTING SERVICE BY INTERNAL REQUISITION WITHOUT PRIOR CONTACT WITH
Transit Services, WILL NOT SECURE A RENTAL OR SHUTTLE SERVICES - EMAIL IS IMPERATIVE.

The cost will be discussed at the time of phone or e-mail request.

If you are supplying your own driver they must be pre-approved by Risk Management,
This includes:

• Submission of a "Drivers Status Notification" form to Risk Management
• Copy of driver's license, car insurance and/or DMV K-4 printout to Risk Management
• Completion of the Pepperdine University's Defensive Drivers training program

You can contact Risk Management at 310.506.4996 for more information.

Please supply the name of driver(s), appropriate license and medical examination certificate to our department upon request.

Payment

Once the reservation has been confirmed, the requesting department must submit an on-line internal requisition with all pertinent information discussed in the requesting e-mail and an authorized signature to Transit Services.

Van Check-out

After your reservation has been confirmed, and before the time of your rental, you can pick up your keys at our office located on the FM&P Pad. You will also receive a clipboard with a vehicle log sheet attached, the log sheet must be completed by the driver. An access card may be provided if your activity involves getting through security gates on campus.

Maintenance

Under California state law, the driver of the vehicle is responsible for a vehicle pre-check before operating the vehicle, even if the vehicle has already been checked by another party. A standard vehicle checklist is available upon request from the Transit Services office.

Gas Reimbursement Procedure

Each Transit Services vehicle will be gassed prior to it being rented out. Any additional gasoline charges incurred while using the vehicle(s) may be submitted to the Transit Services office. After verification of the receipts, the incurred expenses may be reimbursed.

Safety / Accidents

All Transit Services passenger vehicles are equipped with emergency reflectors, a fire extinguisher, and a first-aid kit. Drivers should make a point of locating these items.

In the event of an accident, a report should be filled as soon as possible with the Department of Public Safety (if the accident takes place on campus or with local police or highway patrol (if off-campus). This report is necessary no matter how minor the accident. The Transit Services office must be notified next in the event of an accident.

Return of Vehicles

Vehicles should be returned to the van/shuttle parking area in the Terrace lot. Keys, clipboards and completed log sheets should be returned to the Business Services office in a timely manner. If there is a problem or a delay in returning the keys and log sheets, the renting department is expected to call and notify Business Services. Failure to do so may result in the assessment of a late charge. Also, if a van/shuttle key is lost, there will be a lost key charge.