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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!

Reservations

Vehicles can be reserved by filling out the online reservation request or emailing requests to Facilities Management. 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.

Eligible Drivers

All drivers must be at least 19 years of age and possess a valid U.S. or Canadian driver's license. All drivers who are not employees of the University must have a vehicle authorization form (also available in Student Activities) signed by the responsible University faculty/staff person.

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.

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.

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.