If you require a Minibus, People Carrier, Car, Van or even a lorry, through the Students Union this is the procedure:
Report to the transport coordinator to make a preliminary booking for your vehicle or use the Ebooking system. This will include size of vehicle required, destination, dates and times. NOTE: Union Vehicles may be booked up to 1 month in advance. Only 1 Union vehicle may be booked in advance. A club/society may hire additional vehicles for use, or may wait until the day of the booking and take any free buses.
- Hire Buses
At certain times your club/society may require a vehicle when all CUSU vehicles have been booked out. At this point the President, Treasurer or Secretary of your club/society may be required to sign forms authorising the debit of funds from your Union account. This depends on the circumstances surrounding the trip, speak to the Transport Coordinator who will be able to advise you on who will be funding your trip.
- The Trip Request Form will remain with the Union. This is kept for emergency information in case of an accident.
- Collect the vehicle keys from the Union Security Office. Take the Vehicle Authorisation form and your current driver's card.
- The Vehicle Authorisation form will be signed by security, and given back to the driver.
- In return for your driver's card, the security office will issue you the vehicle keys.
At the end of your trip (via a petrol station so that the vehicle is left full of fuel) the driver must finish completing the Vehicle Allocation form and return it to security with the vehicle keys. You will be given your driver's card back only when keys are returned. If any problems have occurred while you have been using the vehicle then you must note these on the authorisation form. THIS INCLUDES ANY DAMAGE THAT MAY HAVE OCCURED.
Cancellations
If an external bus has been hired for you and you no longer require it then you must cancel it at least 1 week before the date it was booked for. If this is followed then the club/society will not be required to pay for the bus. If a cancellation is made within the final week of the booking then the club/society will be charged for the hire, even if they no longer use the bus.
Transport Costs
In the situation that our fleet is not large enough to support the level of activities that is taking place, extra vehicles will be hired in with the cost being paid by the club / society wishing to use that vehicle.Paying for vehicle use
Externally hired vehicles are to be paid for by the club / society using the vehicle. If an external vehicle is needed then the President, Secretary or Treasurer will need to speak to the Transport coordinator. The Transport Coordinator will speak to the hire company on your behalf, and confirm if there is a vehicle available. You may need to sign an order form to confirm that the funds can be transferred from the club / society account (held in the Union). You will need to ensure that there are sufficient funds available for the hire. The form will then be processed through finance, and the booking can proceed in the normal way.
In summary your clubs / societies will be penalised if:
- Do not report damage
- Do not fill in paper work correctly
- Leave the vehicle dirty
- Leave the vehicle not full of fuel
This may take the form of either fines, loss of bookings or disciplinaries.
Please see the hire vehicle tariff rates below. Prices are subject to change and subject to VAT.
Arrow Hire
New Tariff Rate from 01/09/06
Prices are subject to VAT (17.5%)
Vehicle Type | 1 - 2 Days | 3 - 6 Days | 7 - 27 Days | 28 + Days | Example Vehicle |
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4 x 4 | £49.00 | £43.00 | £39.00 | £36.00 | Land Rover Discovery |
4 x 4 Executive | £67.00 | £61.00 | £57.00 | £54.00 | Range Rover |
4 x 4 Pick Up | £55.00 | £53.00 | £49.00 | £46.00 | L200 4 Life |
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M1 | £19.00 | £17.00 | £15.00 | £15.00 | Fiat Punto |
M2 | £22.00 | £20.00 | £19.00 | £17.00 | Smart 4+4 |
M3 | £27.00 | £25.00 | £22.00 | £19.00 | Astra / Golf |
M4 (1.8) | £29.00 | £27.00 | £25.00 | £23.00 | Mondeo / Vectra |
M5 (2.0) | £33.00 | £31.00 | £29.00 | £26.00 | Passat |
M6 (2.2) | £55.00 | £53.00 | £49.00 | £46.00 | Jaguar X type |
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Estate Car | £39.00 | £37.00 | £33.00 | £30.00 | Passat Estate |
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Small Van | £27.00 | £25.00 | £22.00 | £19.00 | Berlingo |
SWB | £26.00 | £24.00 | £22.00 | £20.00 | Vivaro / Transit |
MWB | £35.00 | £33.00 | £31.00 | £25.00 | Vivaro / Transit |
LWB | £39.00 | £37.00 | £33.00 | £30.00 | Master / LT35 |
Luton | £43.00 | £41.00 | £39.00 | £36.00 | VW Luton |
7.5 Tonne | £100.00 | £100.00 | £100.00 | £90.00 | Eurocargo |
Tipper | £59.00 | £57.00 | £49.00 | £46.00 | Renault Master Tipper |
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7 Seater | £45.00 | £43.00 | £42.00 | £39.00 | Galaxy / Sharan |
8 Seater | £47.50 | £45.00 | £44.00 | £43.00 | VW Shuttle / Tourneo |
12 Seater | £47.50 | £45.00 | £40.00 | £40.00 | Ford Transit |
15 Seater | £47.50 | £45.00 | £40.00 | £40.00 | Ford Transit |
17 Seater | £47.50 | £45.00 | £40.00 | £40.00 | Renault / Transit |
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One Way Hire 1.6 | £60.00 | £60.00 | £60.00 | £60.00 | Focus |
One Way Hire 1.8 | £69.00 | £69.00 | £69.00 | £69.00 | Mondeo |
Fuel Costs
Fuel is to be paid for by the users of the vehicle. The vehicle should have a full tank of fuel when collected and returned. If this is not upheld then the users of the vehicle will be charged for refilling the vehicle, with other penalties possible, such as the loss of bookings.
If you find a vehicle is not returned full, then you must fill it up immediately -do not wait until the end of your trip- and obtain the VAT receipt. This can be claimed back by visiting the Transport Coordinator.
Externally hired vehicles need to be returned with fuel at the same level as they are collected. If this is not followed then the hire company will charge fuel at an inflated rate, and this will be recovered from the responsible club / societies account.
If a vehicle (Union or Hired) is left in a dirty or unsatisfactory state, the club or society will be fined £40.
Driving Abroad
Can I take it Abroad?
No- The Union will no longer allow its vehicles to travel abroad.
