Transport
If you need to use a vehicle for group-related activities, you have a few options.
Self-drive hire: Hiring a vehicle without a driver, thereby allowing one of your members to drive the vehicle. This is particularly useful when a small group of people need to travel a significant distance and public transport isn’t appropriate.
Hiring a coach and a driver: This is usually more appropriate where a large group of people need to travel to the same location.
Walking or cycling: This is the most sustainable form of transport, but is only appropriate for short distances.
Public transport: This is the next most sustainable method of transport. It is particularly useful if your destination is near a local station.
Using your own vehicle: This option allows you or your members to drive to a location using their own vehicle and take other members as passengers. You will need to register the vehicle with YUSU prior to your journey.
Ordering a taxi: When there are only a few people travelling a short distance, sometimes a taxi may be the most appropriate method of transport.
Using Your Own Vehicle
Contact transport@yusu.org to obtain a vehicle registration form. You’ll need to provide your driving licence, current MOT certificate, and insurance certificate before driving members around. If there are any changes to your driving licence, MOT, or insurance, you must inform YUSU reception.
You are required to register your own vehicle with us prior to your journey and you will not be able to claim fuel expenses back unless your vehicle is registered.
For fuel reimbursements, we use the rates currently recommended by HMRC. Please make note of your mileage before and at the end of your journey, then contact finance@yusu.org in order to claim the money back from your group's account.
Coach and Driver Hire
We have an agreement with York Pullman coaches which enables ratified student groups to get a discount on coach hire when booked through YUSU.
Complete our transport booking enquiry form at least 1 week in advance of your journey. This needs to be signed by a signatory to confirm they are happy with the allocation of funds.
YUSU reception will then obtain a quote.
YUSU reception will confirm you are happy with the price.
If you agree to the price, YUSU reception will create a purchase order that will be sent to Pullman, your club, and YUSU finance.
More information can be found in our Coach Booking Guidance.
Hiring a Self-Drive Vehicle
Any member of a YUSU club/society/group can drive a hire vehicle for that club/group/society, provided they are over 18 years of age and have held a full UK driving licence for at least 12 months.
For anyone wishing to drive a hire vehicle, they must register with YUSU first. This is to ensure the individual is covered by our insurance policy and in order to reclaim fuel costs (more about this later on).
In order to register, members must complete the Driver Registration Form, Driver Checklist and (if the driver is a non-standard driver) the NS Driver Form and return them, along with a copy of their driving licence, to transport@yusu.org. Ideally, this should be done before booking the car to ensure there is plenty of time to process the paperwork.
YUSU asks that anyone intending to drive registers at the start of term, wherever possible. YUSU also requires updated copies of all driver registration documents each academic year.
We have an agreement with BVR Vehicle Rentals which allows us to hire self-drive vehicles (5, 7 or 9 seater cars, trucks, and vans) for group-related activities. To use one of these vehicles, the following process needs to take place:
Complete our transport booking enquiry form at least 1 week in advance of your journey. This needs to be signed by a signatory to confirm they are happy with the allocation of funds.
YUSU reception will then obtain a quote that covers both the car hire and the insurance.
YUSU reception will confirm you are happy with the price.
If you agree to the price, YUSU reception will create a purchase order that will be sent to BRV, your club, and YUSU finance.
More information can be found in our Self Drive Hire Guidance.