Employee and Student Vehicle Use

Institute Vehicles

MBI Chicago maintains a fleet consisting of four mini-vans and one sedan available for official Institute use. When an MBI vehicle is needed for business use, employees and students may check availability by contacting the Facilities Office. Transportation requests must be submitted through FMX (Facilities Maintenance Express) at moody.gofmx.com 48 hours prior to the date of departure. Once a request is submitted, the Facilities Office will follow up via FMX with further instructions and/or questions. These requests are scheduled on a first-come, first-served basis, with priority given to Athletics and employee use. Please note that Institute vehicles are not to be used for personal travel.

The use of an Institute vehicle incurs a charge of $25 per 24-hour period, which is billed to the vehicle user’s cost center. Departments are also responsible for fuel costs during the trip. All Chicago fleet vehicles must be cleaned out (trash thrown away, spills cleaned up, personal belongings removed) and returned with a full tank of gas. Failure to do so will result in a service fee.

If a vehicle reservation is no longer needed for any reason, the Facilities Office must be notified at least 48 hours before the date of departure. Failure to provide timely notice will result in the full amount of the vehicle request being charged to the user’s cost center. Vehicle keys must be returned on the designated return date; late returns will result in a $5 fine per day.

Vehicle Rentals (Enterprise) and Personal Vehicle Use

As an alternative to using an Institute vehicle, individuals may use their personal vehicles for Institute-related travel. In such cases, Moody will reimburse mileage based on the IRS rate. For employees, it is preferred that an Institute vehicle be used for business-related travel when available, rather than a personal vehicle. Depending on the trip, renting a vehicle through

Enterprise may be a more cost-effective option. All Enterprise rentals must be arranged by the driver or department and are available at discounted rates through the Procurement Department.

 

Employees

It is preferred that employees use an Institute vehicle rather than a personal vehicle if traveling for Institute business, when one is available. The vehicle use charge is $25/day and is normally charged to the department; departments are responsible for any gas used during vehicle use. Institute vehicles cannot be used for personal use.

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Students

Student groups with an employee supervisor can request Institute vehicles to use for Institute-related events. Vehicles for students are scheduled on a first come, first served basis with priority given to Athletics and employee use. The cost is $25 for a 24-hour period and the vehicle should be returned with a full tank of gas.