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
- Driver’s name(s)and license number
- Type of vehicle needed, and specify if the vehicle needs to be wheelchair accessible.
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.