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.  View the Vehicle Use Policy (PDF).

SUNY Potsdam faculty/staff members must submit a Vehicle Request/Authorization Form electronically to the Physical Plant Office to make reservations.  All drivers must provide a copy of their driver’s license so their driving record can be verified via the License Event Notification System (LENS) within the NYS Department of Motor Vehicles (NYS DMV) database.  Those with out-of-state licenses must submit a notarized affidavit. These forms are available online.

If your department wishes to have students drive Fleet Vehicles, they are required to have their driver’s license on file with 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.

View Vehicle Request Procedures (PDF) for the current procedure on reserving and obtaining a Fleet Vehicle.


Fleet vehicles can be reserved by e-mailing  A completed Vehicle Request/Authorization Form must be e-mailed to this address.  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, 518 Raymond Hall, 8 a.m. - 4 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 always picked up and returned to Parking Lot #6, Lake Placid Drive.  Fleet drivers are permitted to park their personal vehicle in Parking Lot #6 for overnight stays. 

Keys are given in a key envelope and should be deposited in the Key Drop Box located on the door of the Service Center.  Keys are to be returned along with any gasoline receipts.  Key envelope information must be completely filled out.


A credit card is located in the glove compartment of the vehicle – to be used for all gasoline purchases.  Gas must be purchased at a MOBIL gas station.   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, and all personal contents that are left, are removed.

Fleet Vehicles

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

  • Five (5) 2011 - 4 door, 5 passenger Ford Fusions
  • Five (5) 2012 - 12 passenger Chevy Vans
  • One (1) Tow Behind Trailer

Current Vehicle Rates

  • Fusions - $.41 per mile
  • Vans - $.55 per mil