Center for Limnology

Vehicle Use

Accident Reporting Information (Within 24 Hours) and Flat Tire & Towing

Instructions to apply for UW-Madison Fleet Driver Authorization

Policies & Fleet Rates:

Fleet Information and Policies and Fleet Rates shown below are effective until June 30, 2025. Note: In addition to rate increases, the daily rate for short term summer vehicles increases significantly and there are no longer free miles for Hasler Lab Fleet 2230.

UW Vehicle Use Guidelines:

  • Only state employees, authorized University of Wisconsin System students, and other authorized agents of the state may drive a state vehicle.
  • Non-state employees may ride in a vehicle only if authorized and on official state business. Any questions regarding this long-standing UW policy should contact John Burmaster (Hasler Lab) or Carrie Kissman (TLS)
  • Use of a state vehicle must be for official state business only. Incidental use associated with state business is strictly limited.
  • State vehicles shall not be used for personal purposes.
  • Drivers and passengers must comply with all state laws. Drivers are personally responsible for paying all citations–you will not be reimbursed for violations of traffic laws.
  • Drivers are responsible for immediately reporting all accidents and any vehicle damage to state vehicles. Not reporting will jeopardize your right to drive.
  • All accidents and damage must be reported within 24 hours. Contact Monet Hutchins (Hasler Lab) (Hasler Lab Building Manager Vacant) or Carrie Kissman (TLS) for how to proceed. Failure to report accidents and damage will jeopardize the driver’s driving privileges.

Reserving CFL Fleet Vehicle

  • Sign out all vehicles before using.
  • Hasler Lab Online Reservation System – Remember to provide funding information so mileage is charged correctly.
  • Trout Lake Station: Check with Carrie Kissman (TLS) for sign out procedures.
  • Each Hasler Lab vehicle has a mileage log for: date, name of driver, beginning and ending odometer AND funding information to charge mileage.
  • If after making reservation, you end up NOT needing a vehicle, remember to change the reservation so someone else can use it.
  • If no vehicles are available for use, speak with Monet Hutchins (Hasler Lab) or Carrie Kissman (TLS) regarding possible UW Fleet or Dept. of Administration vehicle use.
  • Drivers should walk around the vehicle before use and note/report any damage to (Hasler Lab Building Manager Vacant) or Carrie Kissman (TLS).
  • Fill up the vehicles when the fuel gauge reads a ¼ tank (instructions below)
  • Fill up the vehicles when the fuel gauge reads a ¼ tank (instructions below)
  • Do not park in front of bars and other places where attention may be drawn to the state vehicle.
  • Return vehicle at or before the return time noted on the sign out sheet or update the online reservation system (Hasler) or contact Carrie Kissman (TLS)

Trailering

  • Drivers must be authorized for trailer use before using any trailers. Contact Kelly O’Ferrell (Hasler Lab) or Carrie Kissman (TLS) regarding trailer use authorization.
  • Make sure all trailers are securely attached along with safety chains. Hook up all trailer wiring pigtails.
  • Check that all tail lights work. Make sure all loads are securely strapped to the trailer.

Filling Vehicle Fuel Tanks

  • Madison area users should use the fuel pumps at UW-Madison Car Fleet and Service Garage (27 North Charter Street) whenever possible.  Otherwise, any fuel pump that allows for “pay at pump with card” will work for state fuel cards.
  • Use the fuel charge card in the wallet attached to the key ring for the vehicle.
  • The PIN is the last 4 digits of the “UA” number in the lower left corner of the card PLUS two zeroes.  For example, a UA number “001234” would be a PIN of “123400”.  Another example UA000113 would be PIN “011300”  See the attachment at the bottom of the page for a image of the card showing the numbers.  The fuel code is in the pocket with the vehicle key.
  • Gas Card Example:

For comments or suggestions regarding this page, contact Kelly O’Ferrell.

updated 09/08/2025