Sport Club Van Rental Procedures

There are multiple steps to renting a Sport Club or Motor Pool Van. The steps in order are
listed below:

1. Complete Driver Training and UNC Employment Requirements

2. Request a Van Reservation
3. Complete and Submit Required Van Rental paperwork
4. Receive Van Rental Confirmation number from Sport Clubs
5. Pick up the Rental Van from Sport Clubs or Motor Pool
6. Return Rental Vans

Driver Training and UNC Employment Requirements

Prior to reserving rental vehicles, clubs must submit a list of certified drivers to the Sport
Club Office. In order to become a certified Driver, an individual must:

1. Attend a van driver’s training session (these sessions will be weekly or bi-
weekly at the beginning of the fall semester and then decrease in frequency over
the course of the year).
2. Have possessed a valid driver’s license for at least three (3) years.
3. Have not received more than one (1) moving violation in the last year.
4. Bring a passport or driver’s license AND another government issued ID
(such as a birth certificate or Social security card; a UNC OneCard does not
qualify) to the van driver’s training. The documents must be originals. No
photocopies will be accepted. :
5. Complete a Campus Recreation Employee Enrollment form if they are not
already a CURRENT UNC EMPLOYEE. Only UNC employees are allowed to
drive university owned rental vans.
6. Fill out a Sport Club Driver’s Agreement Form

Any Sport Club that wants to rent a van must have the minimum required number of drivers for the
length of the trip trained, employed, and confirmed as available before the Sport Club Office
will process a reservation request. The number of drivers required for each trip varies
depending on the number of vehicles and the distance traveling:
a. 0-200 miles one way= 2 drivers per vehicle
b. 201-500 miles one way= 3 drivers = 1 vehicle or 5 drivers = 2 vehicle
c. 500 or more miles one way= 4 drivers = 1 vehicle or 6 drivers = 2 vehicles
d. If you’re club is renting more than two vehicles, please contact the Sport Club
office to determine how many drivers are needed
e. Any club wishing to travel more than 500 miles in one day must receive
individual approval from the Sport Club office for that trip.
 Reservation Process

All van requests must be made at least 2 weeks, and no more than 2 months, in advance of
departure date by filling out the online request form. NO EXCEPTIONS. Indicate if you would like us
to try and request vans through motor pool in the event that campus recreation vans are already
reserved.
a. The reservation request form needs the following:
i. Van checkout and departure dates and times,
ii. Van return dates and times,
iii. destination,
iv. estimated miles one way,
v. club name,
vi. primary contact name and email,
vii. secondary contact name and email, and
viii. all drivers’ names and emails
b. The Sport Club Office will ensure that the club has enough eligible drivers and
money in your club’s account to make the trip.
c. The Sport Club Office will set up a pre-trip meeting with the club’s primary contact
where the contact will be given Student Org Forms which all drivers are required to
fill out for every trip.
d. The contact will then be required to return all of these forms and a photocopy of all
the drivers’ driver’s license.
e. When all required forms are returned to the Sport Club Office, the reservation will
be confirmed, at which point the club’s primary contact will receive a confirmation
number.

Required Van Rental Paperwork

The following paperwork must be submitted prior to checking out a rental van:
1. Travel Itinerary Form
2. This form details when the club is traveling as well as who is traveling. If vehicles are
leaving at different times this needs to be indicated on the form.
3. Passenger List for each van rented consisting of Name, PID, and Emergency Contact
Numbers.
4. No club will be reimbursed for travel expenses if they fail to submit this paperwork
prior to leaving.

Pre-Departure

1. After all paperwork is taken care of and drivers are confirmed. The Sports Club Office will
prepare a Travel Binder, one binder per van, which will include: keys, any emergency
contact info, steps to follow in case of accident or break down, accident report sheet,
mileage log, steps in using the gas card, copy of policy and procedures.
2. At least 1 driver must come by the Sport Club Office to pick up the Travel Binders at
the pre-appointed time. At which time the driver(s) will be told:
a. Where to pick up the vans (normally at the OEC).
b. During travel drivers must complete mileage logs. (They must record to mileage
when they start driving and the mileage when they are finished driving. Trying to
make sure drivers only drive for 3 hours at a time).
 c. When returning the vans, the club must make sure that the van is cleaned out, in
the same condition that they picked it up.
d. The vans must be returned with at least a ¼ tank of gas.
e. They must return the van back to the OEC, and return the binders to the Sport
Club office no later than 2:00 PM on Monday (or the day after the vans are
returned if later in the week). If the binder is not returned by 2:00 pm on Monday,
the club will be charged a $50 late check-in fee. For each additional day the binder
is not turned in, the club will be charged $25 per day.
3. If your club has reserved Motor Pool Vans, ALL your drivers must arrive together at the
appointed pick-up time at the Motor Pool Offices to check out the van(s).
a. If your club has both Sport Club and Motor Pool vans make sure to arrange separate
pick-up times to ensure that all your drivers can be present at Motor Pool to check out
the vans.
4. The Sport Club Office will have checked the condition of the van to make sure they were not
damaged on the previous trip. Check tire pressure and fluid levels in the van and sign the
inspection form in the travel binder noting any damage not already reported. Failure to do
so will result in any new damage being charged to your club’s account.

During the Trip

1. All drivers must have a valid driver’s license and have it in his or her possession while
traveling.
2. Drivers may drive for a maximum of 3 hours continuously, and should have at least a
two hour break prior to driving again.
3. Campus Recreation vehicles are not to be driven between the hours of 12:00 am and
5:00 am.
4. During travel drivers must complete mileage logs.
5. Drivers and passengers must always wear seat belt while the vehicle is moving.
6. Never exceed posted speed limits and always operate the vehicle in accordance with all
state and local laws.
7. Never talk on a cell phone while operating a Campus Recreation vehicle.
8. Never operate a Campus Recreation vehicle while under the influence of intoxicating
beverages, drugs, or other substances.
a. In addition, none of these items can be legally transported in a state-owned vehicle.
9. Never transport weapons or any other illegal items.
10. It’s recommended to have another individual stand outside and assist you while backing up
the vehicle. It is difficult to see behind the van, especially shorter objects. If you are by
yourself, get out and check behind the van before backing up.
11. Never tailgate while driving the vehicle, due to the size and weight of the vans, always
allow more stopping distance than you think you need.
12. Passengers should remain calm and quiet while the vehicle is moving to allow the driver to
concentrate.
13. Never drive the vehicle if you do not feel confident in your or the vehicle’s abilities.
14. Campus Recreation vehicles are not for personal use.
15. Campus Recreation vehicles must be cleaned out before they are returned. Failure to do
so will result in an additional cleaning charge and loss of future rental privileges for the
club.
16. Campus Recreation vehicles must be returned with ¼ tank of gas.
 Post-Trip

1. The Sport Club Office will check the van in: check the van for damage and fill out an
inspection form, check tire pressure and fluid levels, and drive van to fill up tank and make
sure there is no non-visible damage.
2. The Sport Club Office will then determine the total charge for the van (mileage charge, and
any charges for damage, cleaning costs, lost credit card or key, or late check in fee), inform
the club’s primary officer for the trip, and transfer the money out of the club’s account.

Characteristics of a Large Passenger Van:

1. The length of the van must be taken into consideration when turning corners, changing
lanes and/or backing. Make sure you take wider than normal turns to avoid side
swiping things or running the back wheel off of the road. It is often difficult to tell if you
are clear to switch lanes, especially on the right side of the van. Use passengers to help you
see and do not change lanes unless you are absolutely sure the lane is clear.
2. The width of the van is greater than most cars and the length of the van exaggerates this
problem. Drive slowly and always be aware that the shoulder is often soft on narrow and
rural roads, and it can give way underneath you causing the van to roll.
3. The weight of the van requires additional stopping distance. Do not pump the brakes on
long descents. Instead, apply constant, even, brake pressure to control your speed.
4. Large passenger vans are prone to rolling when cornering sharply or when running off the
road into a ditch or soft shoulder. The chances of rolling over are increased when the van is
full because the center of gravity of the vans is shifted more towards the rear and higher up,
so use extra caution when traveling at near-full or full capacity.

Adverse Driving Conditions:

1. Drive cautiously on wet and slippery roads.

2. Do not jerk the steering wheel or hit brakes hard on wet and slippery roads.
3. Pump brakes gently if you begin to skid, then release brakes, and gently apply pressure
again.
4. Increase distance between you and the car in front of you.
5. If the weather feels too unsafe to drive in the Sport Club Office will reimburse clubs that
have to stay an extra night in a hotel. At no point should you drive if you feel unsafe or
unsure of your ability to operate the vans at an optimum level.
 Sport Club Vehicle Rental Rates:

The current rates are charged on a per-mile or daily rate whichever is greater.

12-Passenger Vans: $.25/mile OR $20/day

Cancellation Fee (within 72 hours of departure day and time): $50 per vehicle

Cleaning Fee: Varies depending on the job (minimum charge = $75)

Lost Credit Card or Lost Key Fee: $25

Late Check-In Fee: $50, plus an additional $25 for each extra day late

Sport Club Fueling Procedures

1. Each van is equipped with a travel binder that includes a Voyager Gas Card. This credit card
can be used for fuel purchases only at service stations across the country. It is imperative
that this credit card is returned with the binder the day after you return to Chapel Hill.
2. Each Campus Recreation vehicle has its own specific credit card and may be used to fill up
only that vehicle. Purchasing fuel for the other Campus Recreation vehicles, other
rented vehicles, and personal vehicles is prohibited. Violations will result in a future
loss of Campus Recreation vehicle rental privileges.
3. Vehicle Fueling Procedures:

1. All Campus Recreation vehicles will be full of gas upon departure. Sport Clubs are
required to leave at least ¼ of a tank of gas in the vehicle when they drop it off.
2. Only regular unleaded fuel should be used to fill up the vehicle.
3. The Voyager gas card works at most service stations; however, if you are unsure, please
check with a station employee prior to filling up the vehicle.
4. When using the Voyager Card, you will need to supply the PIN # (000424) and the
odometer reading from the vehicle.
5. Please keep all receipts and return them to the Sport Club Office with the Travel
Binder.
6. The Voyager Card can only be used for fuel purchases for the specific vehicle to which
each card is assigned:
1. Vehicle Number 187 = Card Number 86061 7968 00111 3
2. Vehicle Number 424 = Card Number 86061 7968 00112 1
6. For fuel purchasing related questions, please contact Voyager at 1-866-712-5802.
7. Each Campus Recreation Vehicle is also equipped with a Blue gasoline pump key. This
key can be used to obtain fuel at the University Service Station located at 109 Airport
Drive (where Motor Pool is located). There are also other state facilities located at the
following addresses:

Alamance County – Graham Orange County - Hillsborough

SR 2103 (Prison Camp Rd.) SR 1009 (Old Hillsborough Rd.)

1 mile off NC 87 at I-85 0.5 miles S of I-85

 Chatham County – Siler City Wake County - Raleigh

SR 2103 (East Raleigh St.) 1301 or 1915 Blue Ridge Road

0.7 miles NE of Siler City 210 East Peace Street

Durham County – Durham

Prison Camp Rd. off SR 1003

(Guess Rd.)

2 miles N of I-85 in Durham

Sport Club Vehicle Accident Policies

1. In case of an accident, drivers should check on the status of all passengers. If there are
injuries, appropriate staff should treat them according to standard protocols of First Aid
training. Once injuries have been treated, a response plan should be created including:
a. Ensure passengers are situated in areas with reduced risk
b. Exchange of insurance information with other drivers
c. Document names, addresses, phone numbers, state and license numbers of
persons/vehicles involved including witnesses (*of absolute importance*)
d. Do not admit fault or discuss accident with anyone other than police or Carolina
Sport Clubs Staff.
e. Wait until police arrive to assess accident
f. Notify Director of Sport Clubs of accident and establish transportation back to
UNC-CH campus if van is unsafe for travel
g. Complete “Vehicle Accident Report” located in the van binder.
2. In cases requiring transportation by medical professionals, one club member should
accompany injured participant if possible.
3. If the vehicle is not drivable after the accident, please use one of the following two options:
4. Motor Fleet Management employees answer the 1-800-277-8181 telephone line from 7:00
a.m. until 5:00 p.m. Monday through Friday. After 5:00 p.m. until 7:00 a.m. the next morning
and during weekends and holidays, the State Capitol Police answer calls to the 800 number.
Only call after hours and on holidays in cases of emergency. Please let them know that you
are driving a North Carolina state-owned vehicle from the Department of Exercise and Sport
Science at UNC. They should be able to help arrange a tow truck if necessary.
a. Another option is to call 1-800-TOW-TRUCK. This service will help you locate the
nearest tow truck in your immediate area.
5. For any immediate repairs, the Sports Club Program will authorize a reimbursement of
up to $250.00 without prior consent. Please keep all receipts as you will have to submit
them with a Vehicle Accident Report form after the trip in order to get reimbursed.
a. For any repairs in excess of $250.00, please contact the Sport Club Office for
consent prior to authorization of the repair service. The Sport Club Office cannot
guarantee repayment if this is not done.
6. For all accidents, no matter how much damage there is or even if there is no noticeable
damage, please contact Jason Halsey, Sport Club Director, at 919-610-8074 or 919-962-
1013.