• What will the total charge be if I reserve a vehicle? The total charges for reserving a vehicle can vary depending on the amount of mileage you use and whether or not you reserve a driver. We use a third party staffing agency to reserve drivers. They perform their own invoicing and will invoice your department directly. We will chargeback for mileage. See the brief overview below of our mileage charges.
  
  • Van. We charge 63 cents a mile OR a minimum of $40. These rates are subject to change without notice.
  • Car. We charge 65.5 cents per mile. These rates are subject to change without notice.

• How do I reserve a vehicle? Please see our online Vehicle Reservation Form to request the vehicle you are needing and the details of your trip.

• Can I drive the vehicle? If you are reserving a car or van, yes, you or someone in your department may drive the vehicle. If you have never driven a University vehicle, you must go through a short registration process that we will walk you through when picking up the keys to the vehicle. If you are needing a bus, you will need to request a driver with a CDL license (see more details below in Can a driver be provided for my reservation?).

• Can a driver be provided for my reservation? We go through Dynamic Staffing, a third-party staffing agency, to request all of our drivers. If you are requesting a bus, you must request a driver through Dynamic for CDL license purposes. To request a driver, please fill out the Dynamic Staffing Personnel Request Form and send the completed form to ksharpston@dynamicstaffing.org. They can also be reached via phone if you would like to inquire with further questions at (256)383-5798.

• Where and When do I pick up keys? Facilities hours of operation are 8:00 am to 4:30 pm, Monday through Friday. You may pick up your keys at East Campus, Facilities Building (1660 Tune Ave) in the front office. We will give you your keys, a form to notate the starting and ending mileage, and a gate card.

• Where and when do I pick up the vehicle? Like keys, vehicle pick up and return is at East Campus, Facilities Building (1660 Tune Ave). Vehicles can be picked within or outside office hours depending on the time of your reservation. All vehicles are located in the back parking lot of Facilities through the access gate.

• Do I have access to the Facilities gate? You will receive a gate card when picking up your keys.

• How do I pick up or return the vehicle during office hours? If you are picking up the vehicle during our office hours, the gate to the back parking lot should be open for you to pick up your vehicle. When picking up, simply drive through the open gate, park your personal vehicle, and exit with the vehicle you reserved. When returning, drive through the open gate, park your reserved vehicle, and exit with your personal vehicle. If the gate happens to be closed, please use the gate card keys to open the gate.

• What if I need to pick up or return the vehicle after hours? You will receive a gate card when you pick up your keys that will give you access to the gate at the back parking lot of Facilities where our vehicles are located. If our gate is closed when picking up the vehicle, use the card to open the gate, park your personal vehicle, and exit with the Facilities vehicle. If our gate is closed upon return of the vehicle, use the card to open the gate, park the Facilities vehicle, and exit the lot with your personal vehicle. For details regarding key return please see How do I return my keys? in the next bullet point below.

Please note: You must park your personal vehicle in the back parking lot during pick up so that you can exit the lot after return of the vehicle you reserved. If you do not have a vehicle to exit with, the gate will not open for you.

• How do I return my keys? There is a drop box on the bus barn (the building to your left when you first come through the gate) next to bus bay 36. That is where you will return your keys and mileage form.

• Do I need to worry about fueling up the vehicle? All vehicles should come with a full tank of gas when you pick up. If your trip requires a higher mileage, we will supply you with a credit card for gas in case you are needing more fuel during your reservation.

Please note: If you do use a gas card, you must provide the receipt when returning the vehicle. You can place the receipt in the pouch that comes with the key set before putting them in the drop box

• Business Hours Emergency Contact: (256)765-4274

• Set-up and Breakdown Time. If you are needing assistance in set-up for the event, please provide a time that you would like our team to come and set-up and a time that we need to breakdown so that we can plan accordingly.
• Layout. If you are needing assistance in set-up for the event, please provide a layout that you would like for us to follow. If you have a digital file of the layout, please attach it to your request. Otherwise, you can include the details of the layout in your request. *If you have a stage needing to be set-up, please provide its size.
• Rain Plan or Rain Date. If weather will affect the event, please provide an alternate date or location in the chance of rain or other types of inclement weather.
• Building Access. If you are needing the building or certain doors to be secured, please specify what needs to be locked/unlocked.
• Outside Vendors. Please specify if you are involving an outside vendor and the service they are providing (Party Pros is providing a tent outside for our luncheon).
• Needs from Facilities. If you need any of the following services, please specify them in your request.
  • Extra garbage cans
  • Temperature regulation
  • Access to power
  • Signage
  • Tables, chairs, and tents and the amount you need
  • Additional cleaning
  • Running water
  • Photo backdrop
• Police Presence. If you need an office present, you will need to put in a request to the University Police Department. You can do so through their homepage or by clicking here.

• The office occupant is responsible for packing their office contents in boxes and generally preparing their office for the move. If the occupant is unable to pack their office due to health or absence, such as a sabbatical, the department is responsible for developing a plan to pack the office. Facilities staff is not responsible for packing tasks.
• Department lounge spaces or other spaces with department-specific furnishings and equipment will need to be packed and prepared for moving by the department.

• Each box must be labeled properly. Labels must include the faculty or staff member's name and the new room number.
• Furniture that is moving with the occupant must be labeled with the faculty or staff member's name and new room number.
• Facilities does not supply packing supplies. Please order boxes, tape and bubble wrap from your current office supplier.
• All desk drawers, lateral filing cabinets, shelves, etc., must be unloaded and items packed in boxes. If you can't lift a box then it will be too heavy for others. Please reduce the weight so Facilities staff can handle it safely.
• Vertical filing cabinets up to four drawers, whose drawers can be removed, typically do not need to be unloaded. Where there are exceptions, the contents will need to be packed in boxes by the occupant.
• Please do not recycle hanging file folders. The metal will need to be removed prior to placing in the recycle bin.

• Facilities will move boxes only to on-campus locations. We do not move office furniture.
• Facilities personnel will not deliver items off-campus or to homes. UNA trucks and vans cannot be used for this purpose either.
• Facilities personnel are not responsible for packing offices or other department spaces.
• Facilities will move boxes, furniture and all standing desks. Anything electronic, computerized or phones will need to be moved by IT.