Transportation Reservations

Fleet Vehicle 2025-2026 Rental Rates

1.  A minimum is any period of four (4) hours or less. It is not charged in conjunction with another period charge. A minimum is charged only if the vehicle has been out for less than four hours during the 6:00 a.m. - 3:30 p.m. business day.
2. University rental vehicles are not charged for gas. Each vehicle is issued a gas card. The gas 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.

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.

Additional Charges ($50 per occurrance)

• no paperwork turned in and/or filled out;
• dome light left on;
• keys not returned to key box;
• vechicles not returned full of gas;
• vehicles not left in a clean condition or garbage not removed.

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 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 Services. We will extend your reservation for you if at all possible.

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 on 25Live. 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 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 (6 a.m. to 12:00 p.m. or 1:00 p.m. - 3:30 p.m., Monday thru Friday). Vehicles leaving campus after 3:30 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 Motor Vehicle Report Card. If the vehicle is brought back later than originally scheduled (without the prior approval of Fleet Services) the current user will be charged for the additional time. For approved drop offs after hours, if the keys are not in the key box by 6:00 a.m. they will be considered to NOT have been returned. Vehicles not returned timely or not cancelled will be charged the daily rate for the time.

Fuel

We currently use Voyager Credit Cards for fuel purchases. 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. If possible, please refuel the vehicle at the UMC gas pump located just north of the Kiser building. The cost of our fuel is considerably less expensive than gas station fuel. 

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.

Smoking in University Vehicles

There will be one warning issued for smoking in a University vehicle. If there is a second occurrence, the person(s) will be unable to rent a University owned fleet vehicle for a period of one year.

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.

Accident Reporting Information     Accident Reporting Form