The Fleet Services department is housed primarily in the transportation garage, located north of the North Parking Lot on Alumni Avenue. The campus fleet is maintained and serviced on site.
Vehicle Reservations
Rental Charges
Fleet Vehicle Rental Rates
2024-2025 Rental Rates
FY25 rental rates will be effective 7/1/24.
| Category | Capacity | Minimum1 | Daily | Weekly | Monthly | Mileage2 |
|---|---|---|---|---|---|---|
| Mid/Full Size Car | 5 | $43 | $64 | $352 | $1,109 | $0.20 |
| 7 person van | 7 | $43 | $64 | $352 | $1,109 | $0.26 |
| Subaru Ascent3 | 7 | $43 | $64 | $352 | $1,109 | $0.26 |
| 10 person van (only 2 avail.) | 10 | $50 | $75 | $413 | $1,299 | $0.26 |
| Pickup Trucks | 3–5 | $48 | $72 | $396 | $1,247 | $0.40 |
| Golf Cart—2 seater with box | 2 | n/a | $15 | n/a | n/a | n/a |
| Golf Cart—4 seater | 4 | n/a | $20 | n/a | n/a | n/a |
| Golf Cart—6 seater | 6 | n/a | $25 | n/a | n/a | n/a |
1 A minimum is any period of four (4) hours or less. It is not charged in conjunction with another period charge: it is charged only if the vehicle has been out less than a day.
2 University rental vehicles are not charged for gas. Each vehicle is issued a blue gas fob and credit card. The blue fob is used at the gas pumps located by the rental dispatch office; the credit card is to be used only when not in the area. The gas credit card can be used at any station listed via the link in the information packet located in the rental vehicle glovebox.
3 We offer Thule rooftop cargo carriers with our rental vehicles. These carry 13 cubic feet or up to 110 pounds of cargo. Please use the comments section of the reservations request form to request a cargo carrier.
- no paperwork turned in and/or filled out;
- dome light left on;
- keys not returned to key box.
Other Possible Charges
Insurance Deductibles
Insurance coverage is supplied with all rentals. University vehicles have a $500 deductible on collision and comprehensive unless it is determined that the driver at the time of the accident did not have a valid license. If a driver does not have a valid license, the deductible will be $2,500. Glass breakage is fully covered for road chips and stones.
Cancellations
A $50 fee will be charged to any party that does not cancel at least 6 hours in advance.
Late Pickup/No-Show Fee
If a rental vehicle is not picked up within four hours of the scheduled pickup time, the reservation will be canceled and the renting department will be charged a $50 no-show fee.
Late Return Fee
The department renting a vehicle will be charged a late fee of $50 if that vehicle if it is not returned within two hours of the scheduled return time AND the regular usage fee until the vehicle is returned. If you find that you will not be able to return the vehicle by the scheduled return time, please contact Fleet and Transit Services. We will extend your reservation for you if at all possible.
Checking out Fleet Vehicles
Valid Uses
Fleet Service vehicles may be used for any University function as per Regents policy .
The only passengers allowed in any vehicle are those on official University business. No exceptions!
- Pets are not allowed in University vehicles, the exception being Service animals.
Reservations
Vehicles can be reserved by filling out the reservation request. You must provide a budget number, a contact person, driver list, and dates of trip when reserving a vehicle. Student Organizations must reserve vehicles and obtain driver authorization forms through the Office of Student Activities.
- No person may drive a University vehicle that is not listed on the vehicle rental form as a driver.
Eligible Drivers
All drivers must be at least 18 years of age and possess a valid U.S. or Canadian driver's license.
Pick-up
Keys will only be given to the person(s) driving the vehicle unless arrangements have been made in advance. Keys can only be picked up during normal office hours (8 a.m. to 4:30 p.m., Monday thru Friday). Vehicles leaving campus after 4 p.m. are considered as a one-day use for the following day.
Return
A charge will be assessed to all users NOT returning and/or filling out the white copy of the vehicle rental agreement with the keys. If the vehicle is brought back later than originally scheduled (without the prior approval of Fleet Services) resulting in an inconvenience to the next user, the current user will be charged for the additional time. If the keys are not in the key box by 7:00 a.m. they will be considered to NOT have been returned. Vehicles not cancelled will be charged the daily rate for the time.
Fuel
We currently use Voyager Credit Cards for fuel purchases. Please note the multicolored sheet on clipboard for stations accepting this card. It will be necessary for you to enter a vehicle number (from the credit card such as 005378) and correct mileage to complete transaction. If you have any problems with stations accepting this card please call the number on the back of the card (1-800-987-6591). If you continue to have problems please let us know ASAP. It is to our advantage to use this card, as purchases are not taxed. We have no way of recouping tax when we reimburse you for fuel purchases. Also, DO NOT fuel vehicles if they do not need fuel, as fuel is considerably less expensive at our pumps.
Road Side Assistance
All fleet rental vehicles have roadside assistance available. If you have a problem please use the number on the back of your Voyager gas card (1-800-987-6591). See details at Voyager's website.
In the Event of an Accident
In the event of an accident the insurance information for the vehicle is in the glove box. BA form 156 must be filled out within two working days of the accident. Failure to fill out this form indicates that there was not an accident and the department renting the vehicle assumes all financial responsibility for repairs.
Any insurance deductible or repair amounts in the event of a loss is the responsibility of the user’s department budget. Failure to have authorized drivers will result in the insurance deductible increasing from $500 to $10,000 for the department renting the vehicle. In the event of an accident, contact Fleet Services as soon as possible.