Printer-friendly version


The use of Fleet Vehicles is for official state business. If an employee wishes to travel with his/her family or combine business with personal travel, the employee must use his/her own vehicle.

SUNY Potsdam faculty/staff members must submit a Vehicle Request/Authorization Form (PDF) to the Physical Plant Office to reserve a vehicle. Also, a copy of their driver’s license must be supplied to the Physical Plant so that a copy of the driver abstract can be obtained through the License Event Notification System (LENS) in the NYS Department of Motor Vehicles (NYS DMV). Those with out-of-state licenses must submit a notarized affidavit (PDF).

If your department wishes to have students drive Fleet Vehicles, they are required to submit their driver’s license to be kept on file in the Physical Plant office and they must be approved to drive through the Student Affairs office. Their driving records will be verified with NYS DMV LENS. Students with out-of-state licenses must also submit a notarized affidavit. Both forms must be submitted annually.


Fleet vehicles can be reserved by completing a Vehicle Request/Authorization Form (PDF) and submitting it electronically to the Physical Plant Office. Please notify the Physical Plant Office if your trip has been canceled at least 24 hours prior to pick-up time.


Keys can be picked up and returned to the Physical Plant Office from 8:00 a.m. - 4:30 p.m., Monday through Friday, 1-2 days prior to the trip. When the trip is scheduled to begin on a weekend or holiday, keys should be picked up on the last business day before departure. Vehicles are located in Parking Lot #6, Lake Placid Drive. Fleet drivers are permitted to park their personal vehicle in Parking Lot #6 for overnight stays.

Deposit keys in the KEY DROP BOX located in the foyer of the Service Center, or during regular business hours, in the Physical Plant Office, Raymond Hall. Keys are to be placed inside the envelope along with any gasoline receipts. Key envelope information must be completely filled out. Be sure to put the beginning and ending mileage, as well as destination, date in and out, name of driver, signature of driver.


A credit card is located in the glove compartment of the vehicle to be used for all gasoline purchases. Gas may be purchased at any gas stations. Each vehicle has a specific PIN # located on the credit card instruction card on the inside flap of the vehicle key case. Be sure to put all gas receipts in the key envelope.

Please remove all litter and belongings from the vehicle. Vehicles are inspected upon return by the Garage personnel and all contents are removed.

Fleet Vehicles

SUNY Potsdam has the following Fleet Vehicles available for use by faculty/organizations

  • Five (5) 4 door, 5 passenger Ford C-Max Hybrid Vehicles
  • Two (2) 4 door, 7 passenger Toyota Sienna
  • Four (4) 12 passenger Chevy Vans
  • One (1) Tow Behind Trailer

 Current Fuel Rates

  • Cars - $.41 per mile
  • Mini Vans - $.55 per mile
  • Vans - $.55 per mile