Pool Vehicles
The Institute maintains and operates cars, mini-vans and trucks. The Division of Fleet Management, VDOT booklet "Rules and Regulations Governing the Use, Operation and Maintenance of State Owned Fleet Vehicles," and the Commonwealth of Virginia booklet "State Travel Regulations" contain complete guidelines for state vehicle operation and travel and should be read thoroughly. You may obtain copies from the Facilities Management office. All new faculty, staff, and students are required to register as an Authorization Driver within the FleetCommander vehicle registration system. Logging into the system requires your W&M credentials. Once in the system, answer the questions under the "Sign Up Now" section. Existing users of the previous EMS system are already registered as Authorized Drivers.
Reserving a Vehicle
Vehicles are assigned on a first-come, first-served basis, based on availability. When reserving a pool truck you will need to specify your destination, the number of passengers, what type/size of equipment you will be taking, and whether you will be towing a vessel so that the proper truck can be assigned. You may reserve pool cars and trucks at FleetCommander.
Mileage Rates
Mileage rates are billed weekly and charged to the using department at the following rates:
- Pool Trucks $0.85 per mile
Keys and Fueling
Keys will be available 24/7 at the new kiosks located at the sites where the vehicles are kept. Most of VIMS drivers will be performing transactions at the FM Building site (next to the Amazon locker). There are also sites located in the Catlett-Burress Building and Davis Hall supporting vehicles associated with programs at those locations. The touch screen kiosks will prompt you to log in (W&M username/password/DUO) to retrieve the keys for your reservation. Reservations may also be made at the kiosks as well.
**Please Note** Upon logging into the kiosk for the first time, the system will allow you to register your W&M ID Card with the RFID reader located on the face of the cabinet. This process is only required one time and all future visits to the kiosk will be simply managed by tapping the ID card to the reader to log in. Logging in with your W&M credentials will still allow access regardless.
The VIMS pool vehicle fuel station is located behind the Facilities Management Building. Each pool vehicle includes a fob on the key ring that activates the station. Please follow the directions located at the station or call X7300 for assistance.
Credit cards are available for use when making long trips. Please contact poolcars@vims.edu for further instructions on obtaining fuels cards.
Maintenance, Inspection and Accidents
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, by reporting the issue through FleetCommander or by calling the Facilities Management at X7300. All accidents should be reported to the Virginia State Police immediately and 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 "Workers' Compensation Claims Program."
Emergencies
For emergencies during business hours call the Facilities Management at X7300. For after-hours emergencies call Security at at X7300 or 804-694-7300.
Vehicle Purchase
Facilities Management provides assistance with new vehicle purchases.
Rental Cars
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 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 1- 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.