Form 1


The Form 1 MUST be submitted through our email at prior to the day of the trip to ensure that all of your details are correct.  Transportation Services must receive a Form 1 signed by the Business Office and/or Department Head and the driver must present a valid U.S. driver's license prior to departure.

Cancellations or changes must be made by phone or in person after the reservation has been made.  We currently do not have a cancellation fee, but we do ask that we are given as much notice as possible in order to utilize our fleet in the most efficient way.

*Note: When you are using a rental vehicle, please note that you/your department are taking on the liability of the care of the vehicle.  Any damages beyond the normal wear and tear of the vehicle found after the reservation will be at the responsibility of the department renting the vehicle.  This can come in either a direct bill from Transportation Services or a $500 deductible payment from Risk Management, depending on what the cost of repair is.  It is the driver's responsibility to report this to their business office if Transportation Services contacts them regarding any damages found in the post-inspection process.


  • Primary Driver — This is the individual who will come to Transportation to pick up the vehicle.
  • Phone Numbers:
    • Office Phone: A phone number to reach someone who can confirm travel details or help us with billing questions
    • Cell Phone: Cell phone of driver in case we need to reach them if they have not picked up or if there is a question about the reservation
  • Department — This is the name of the driver's department or the department authorizing the trip.
  • Building — This is the building where the department listed in #3 is located.
  • Account Number — Only one account number can be used because charges cannot be split. Either the account will require a Genreal Ledger (GL), Fund, Cost Center and/or Internal Order (SIO/RIO) - or a Business Partner (only when a business affliliate).
  • Type of Vehicle — Place an "x" indicating the type of vehicle requested or whether the trip is for the one-way airport shuttle.
  • Destination(s) — List all applicable destinations for the trip.
  • Official Start and Return — List the date and time of official business start and end when driver officially leaves and returns. These dates and times are used in conjunction with Transportation office hours to determine accurate use charges. For example, the keys to a vehicle may have to be picked up the night before for a 6 a.m. departure. The start date and time should reflect 6 a.m. departure, not the date and time the vehicle keys are picked up.
  • Purpose of the Trip — Authorized trips must be for approved University business or activities. No personal use of University vehicles is allowed. (Note: while employees may be in pay status for sick leave, funeral leave, etc., University vehicles may not be used for these purposes.)
  • Mileage Information — Obtain round-trip map mileage from the travel website or if the destination is not listed, use Maps On Us or Mapquest. Remember to estimate any necessary additional mileage at destination, etc. Actual use mileage in excess of 10 percent over the estimated mileage may be questioned.
  • Department Signature(s) — Obtain appropriate original signatures as required by your department and/or school. Transportation requires that either the business office or department head line be signed. Departmental signatures certify that the trip has been authorized under President's Form 17 (Rev) or 17B and that driver is a current employee or exception has been approved by Risk Management.
  • Driver Signature — When the vehicle is picked up at Transportation Service, the driver will be required to sign for the vehicle and indicate state of driver license and expiration date. This original signature also certifies that no one other than approved drivers may operate the vehicle; that the vehicle will be used only for approved University business; and will be driven in accordance with state and local laws. Drivers must have a valid license issued by one of the 50 states or Canada.

Please contact us at (765) 494-2114 or with any questions.

Purdue University, 610 Purdue Mall, West Lafayette, IN 47907, (765) 494-4600

© 2015 Purdue University | An equal access/equal opportunity university | Copyright Complaints | Maintained by Transportation Service

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