Reserve a State Vehicle - Agile Fleet

Resources

FSU User Guide for State Vehicles (PDF)
Request to Drive Form - Maryland Licenses
Request to Drive Form - All Other State Licenses
Van Training Course

Motor Pool

Frostburg State University's Motor Pool maintains a fleet of sedans and vans that can be reserved by current faculty and staff members for official University travel.

Authorization

Only current employees and students are eligible to request authorization to use FSU Fleet vehicles.

Authorization to drive can take up to two weeks to process as the system is integrated with Maryland DMV to approve license status.

All users of the Agile Fleet reservation system must become a registered driver by completing the Request to Drive a State Vehicle form if you are a Maryland licensed driver or by completing the Out of State Request to Drive Form. Out of state license holders must resubmit this form every year as their accounts will expire annually on June 30th.

All Maryland registered driver’s driving records are monitored for points by the MD Department of Motor Vehicles. If a Maryland licensed driver incurs points, their Agile Fleet account may be disabled.

It is the responsibility of the driver to review all policies and procedures prior to using any of the fleet vehicles.

To Reserve a Vehicle

Vehicles are to be reserved via the Agile Fleet reservation system by a faculty or staff member. To reserve a vehicle, click on Agile Fleet Reservation System. All users of the Agile Fleet reservation system must become a registered driver, even if you are only making the reservation.

For multiple reservations reserved for the same day and time, a different driver must be listed for each reservation.

Whenever possible, trips should be planned to coincide with other employee travel so that the vehicles are used efficiently and economically. If multiple people are traveling to the same destination, they are to travel together.

Recognized student groups may reserve vehicles for FSU approved travel. However, the reservation must be made by the faculty or staff advisor. Graduate assistants may reserve a state vehicle with the approval of their supervisor.

Van Certification

In order to reserve a van, the driver must have completed the Agile Fleet Van Training Course located on Canvas. The Canvas course is comprised of training slides and a video that will prepare the driver for the 20 question exam.

Vans are not to carry more than 10 individuals (9 passengers plus the driver). Vans are only assigned to groups of five or more, or for the transportation of equipment.

Travel limits on State Vehicles

Travel beyond 900 total miles will be subject to the current rate per mile charge. This travel is inclusive of all incidental travel (mileage involved in obtaining meals, to and from lodging, side trips, etc.) as well as roundtrip travel to and from the main destination.

Travel Policies and Rates

See the Travel Policies & Common Rates Page for the current University System of Maryland travel reimbursement rates.

Student Drivers

Students may become authorized to drive state vehicles by completing the Request to Drive a State Vehicle form. The department requesting such approval should be aware of the need for advance notice amounting to as much as two weeks before the student can be cleared.

Students generally have shorter driving histories than faculty and staff. Therefore, no student who has a current assessment of any number of “points” for moving violations against his/her license will be cleared to drive state vehicles. Exceptions to this requirement may be made by the Chief of Police after a review of an individual’s driving history.

Instructions on Reserving a Vehicle in the Agile Fleet System

Access Agile Fleet
Enter your FSU Network Login name & Password.
Review Rules & Regulations. Click Agree.
Click on Make a Reservation Tab.
Enter who the Request is for. Click Next.
Enter the reservation information. Complete all required fields. Click Next.
Confirm Request information. Click Submit Request.
Your reservation will get auto-assigned a vehicle if a vehicle is available for your trip.
You will receive an email notifying you of your approved reservation.

If the system advises no vehicle is available - print or save the screen as you will need to attach it to your Spend Authorization and Expense Report in Workday to be reimbursed for using your personal vehicle. This verification that a state vehicle was not available is required by the Accounts Payable Office for reimbursement.

Change Reservations

Access Agile Fleet
Enter your FSU Network Login name & Password
Review Rules & Regulations. Click Agree.
Click on “My Schedule” Tab.
Click on the magnifier glass on the left side of your reservation.
Click Request Change in the bottom right corner.
Enter changes needed in the Changes text box.
Click Submit Change Request.
Fleet Administrators will review change.

Change requests should not be submitted the day of a reservation as they will change your "approved" reservation to "pending." Last minute changes should be emailed to FleetAdministrators@Frostburg.edu. There is no guarantee that a change requested on the day of travel will be seen in time.