* Driver, Alternate Driver, and Authorizing Individual have read and agree to abide by all terms, conditions, rules and
regulations contained in the Bowdoin College Motor Vehicle Use Policy, dated June 2019, and on this form and certify that all
information provided on this form is accurate.
Bowdoin College
Authorization to Drive Form
(for trips of 500 miles or more one-way; or to Canada)
Fleet Vehicle
12-Passenger Rental Van
Office U Ose nly:
__________
________ Vehicle #
__________________ Driver ID
I, ______________________________ , certify that my license issued in _______________ which expires on
(Name of Driver) (State of Issue)
___________________ is valid, is not under suspension, and is not revoked.
(Expiration Date)
I, ______________________________ , certify that my license issued in _______________ which expires on
(Name of Driver) (State of Issue)
___________________ is valid, is not under suspension, and is not revoked.
(Expiration Date)
Passenger Names:
Note: All passengers must be listed on this form or on a separate attachment.
Trip Date(s): _____________ Departure Time: ________ Return Time: _________ Approximate Mileage: __________
Destination and Purpose: ______________________________________________________________________________
Sponsoring Department/Organization: _____________________
_____________________________________________________
*Senior Officer Date
_____________________________________________________
*Driver’s Signature Date
_____________________________________________________
*Alternate Driver’s Signature Date
_____________________________________________________
Project #: ______________________
______________________________
Printed Name
______________________________
Printed Name
______________________________
Printed
Name
______________________________
Printed Name
*Sr. V.P. for Finance and Admin. & Treasurer Date
Driver(s) Agree To The Following:
• Cell phone use (including texting) is not permitted while operating a Bowdoin College owned, leased or rented vehicle.
• College vehicles are for official business and college purposes only. Examples of authorized travel include official athletic team
travel, faculty sponsored field trips, and official outing club trips. Uses must be approved by the relevant supervisor or sponsor
in advance. Personal use for errands, medical appointments, shopping or any other personal use is strictly prohibited. Business
and personal use of vehicles should not be combined. If vehicles are used for personal use, driver shall be subject to loss of
driving privileges and/or disciplinary action. If you have any questions on permitted use, please check with the Fleet Scheduler.
• Drivers must abide by and enforce all rules, regulations, terms and conditions as outlined in the Bowdoin College Motor
Vehicle Use Policy and must know and obey all applicable campus, local, state and federal traffic laws, regulations, and
ordinances.
• Drivers are responsible for immediately notifying local police in the city or town where an accident occurs and then notifying the
Office of Safety and Security Communications Center at 207-725-3314.
• If the vehicle breaks down or becomes disabled at any time follow the attached vehicle breakdown procedures.
• Drivers may not operate a College vehicle under the influence of alcohol or illegal drugs or while using a prescription medication
that has any warning of any impairment, including without limitation, a warning for drowsiness or not to use when operating
heavy machinery.
• Before leaving the parking area or garage, drivers must do a “walk around” inspection of the vehicle and report any existing
damage to the Communications Center or rental agency. Drivers must confirm that the following parts and components are in
good working order: service brakes, parking brakes, steering mechanism, horn, windshield wipers/washers, rear-vision mirrors,
lights/reflector devices, and tires/wheels.
• Following a trip with a fleet vehicle, drivers must return a completed authorization to drive form along with the fuel card, gas
receipts and the keys to the vehicle.
Y
N
Y
N
Trip Report
Was this vehicle used for towing?
Was vehicle checked for damage before leaving Bowdoin College Parking Lot? (Circle one):
Was a damage report filed as a result of this trip? (Circle one):
Please indicate any damage(s) before or after the trip on the pictures and describe in the
space
provided. ____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Mileage at End of Trip _________________
Fuel Level Start of Trip
(circle amount) E- - ¼ - -1/2 - - ¾ - - F
Mileage at Start of Trip _________________
Fuel Level End of Trip
(circle amount)
E- - ¼ - -1/2 - - ¾ - - F
Total Miles Driven _________________
Y
N
Y
N
• Were gas and/or automobile supplies purchased? (Circle one)
• Was the vehicle washed before returning to campus? (Circle one)
• Was the vehicle vacuumed before return
ing to campus? (Circle one)
Y
N
If yes, please attach receipts to this form. Only gas or related supplies or a car wash may be charged on the fuel card, other charges will
be assessed
to your department.
Y
N
