Vehicle Requests

Requesting a Vehicle

Fleet Commander, the vehicle reservation system, uses the college’s single sign-on system to log in. Those who have an account will login using their network username and password, similar to other programs on campus. Please note, if your username in Fleet Commander does not match your network username, you will need to edit your profile so that they match. If you need an account, you will continue to click the “Sign Up Now!” link at smith.agilefleet.com to create an account. If you have any questions, please contact Facilities Services at 413-585-2400.

Submit a Vehicle Request

If you have any questions regarding reserving our fleet vehicles or if you need to update/cancel a current reservation, please email us at facmgmnt@smith.edu and we will be happy to assist you.

Two lanes of cars as seen from behind

Vehicle Use and Safety Handbook

Smith College Vehicle Use & Safety Handbook (PDF) (673.1 KB)

Rules & Regulations

  • College vehicles must be reserved two weeks in advance.
  • Vehicles cannot be reserved for more than three days at a time.
  • 15 Passenger vehicles are not permitted (fleet or rental)
  • Cancellations must be emailed as soon as possible to facmgmnt@smith.edu.
  • Van mileage, fast passes or tolls, fees and parking are the responsibility of the requesting department.
  • Keys will not be issued to anyone other than the listed responsible driver. Vehicle keys should be picked up at facilities management.
  • Students may drive Facilities vehicles as requested by faculty/staff for class-related trips.
  • Smith College vehicles may not be driven on NY State Parkways. Our vans are considered commercial vehicles in NY State and are prohibited by NYSDOT. Drivers may be subject to fines and/or towing fees.
  • All drivers of college owned, leased or rented vehicles must be credentialed.  
    Start the Credentialing Process

Vehicles

Hybrid Car

Three passengers plus the driver

A Smith staff employee or student 18 or older may drive with proper insurance credentialing.

Mileage: $.67 per mile

Seven-Passenger Van

Six passengers plus the driver

A Smith staff employee or student 18 or older may drive with proper insurance credentialing.

Mileage: $.67 per mile

Twelve-Passenger Van

Eleven passengers plus the driver

Facilities driver charge $58.29 per hour (three-hour minimum charge)

A Smith staff employee may drive with proper insurance credentialing.

Mileage: $.67 per mile

Pickup Truck (4x4)

Four passengers plus the driver

A Smith employee or student 18 or older may drive with proper insurance credentialing.

Mileage: $.67 per mile

Responsibilities & Charges

Keys can be picked up at the front desk at 126 West Street Monday - Friday between 7 a.m. and 4:30 p.m. Your vehicle assignment may change on the day of your reservation, please check the key packet for the correct vehicle.

Charges will include driver charge (if applicable), van mileage, fast passes, tolls and parking. If a rental is used the charges include the rental charge plus the cost of gas to fill the tank upon return. These charges are the responsibility of the requesting department.

Full gas tank Each department is responsible for seeing that vehicles are returned with the gas tank at least 3/4 full. A fine of $25 will be charged for any van returned with less than 3/4 of a tank of gas.

Cleanliness of the van is the responsibility of the department using the van. A fine of $25 will be charged for any van returned not clean.

In Case of Accident

Should an accident occur while you are using a college vehicle, please follow the instructions in the insurance packet found in the glove compartment and notify Campus Safety at 413-585-2490.

Departments will be responsible for the payment of the current insurance deductible in the case of an at-fault accident.

Hybrids & Plug-in Hybrids

Campus vehicles make up a small but important piece of Smith’s carbon footprint. Facilities Management is moving towards hybrids and plug-in hybrids as part of our effort to reach carbon neutrality by 2030. Driving a hybrid or electric hybrid vehicle for your Smith travel bolsters our commitment to reduce carbon emissions, as well as reducing air and noise pollution. You can request our Toyota Prius hybrid cars or Chrysler Pacifica electric plug-in hybrid minivans by noting the request in the comments, we will do our best to accommodate. Our renewable fleet currently uses the Smith grid to power up.  Fun fact: Rose Sears ‘22 conducted research that helped guide the selection of these hybrid minivans.