Reserving, Returning and Cancelling University Vehicles

Reserving a university vehicle

Reserve a vehicle using the vehicle leasing reservation form.

You may only use university vehicles for official university business.

A department head or other administrative supervisor reviews and approves your request. This is to ensure you’re protected under the provisions of the university liability insurance.

Who can reserve a university vehicle?

You can reserve a vehicle if you are an employee representing a university account with adequate funds for authorized university expenditure.

Due to state liability insurance requirements, students may not drive vehicles leased or owned by the university. The only exception: If the student is a university employee and their official duties require them to drive.

When should I make my reservation?

You can make reservations 90 days in advance for out-of-town travel or 30 days in advance for local travel.

What information do I need to make a reservation?

You must certify you have a valid driver’s license or commercial license (CDL), and provide the license number. Before making a reservation, please determine:

  • Date and time of return and pick-up
  • Destination
  • Driver’s name(s)and license number
  • Type of vehicle needed, and specify if the vehicle needs to be wheelchair accessible.

If requesting overnight parking permits there is a charge of $3.05 per day for each vehicle, unless the owner of the parked vehicle has a current MSU parking permit. These may be paid for through a budget transfer or by cash, check or credit card. 

Returning a university vehicle

Return vehicles used on a trip to the vehicle leasing lot by the time indicated on the reservation form. Return the key packet at the same time of the vehicle. The charge for late returns is $100 per day.

When you return, submit a completed trip packet. Please include beginning and ending odometer readings, keys, credit cards, receipts and a note of any mechanical problems. 

Make sure you return the vehicle with a full tank of gas.

Cancelling vehicle reservations

Please contact the vehicle leasing office immediately if a reservation is cancelled.

To avoid a charge equal to one day’s rental, make your cancellation within 24-hours of the pick-up time.