Vehicle Rental

Pricing, Policies & Guidelines

Motor Pool keeps a fleet of vehicles available for use by faculty and staff traveling on university business.  Vehicle rentals are $32.00/day or $0.55/mile, whichever is greater.  Vehicles may not be rented by students.

If you are a first-time renter, please review this policy before requesting a vehicle: Motor Fleet Management Policy Regarding Use and Misuse of State Vehicles.

You will also require access to enter a vehicle rental request in our AiM system. Click below to go to our forms page and select the AiM Motor Pool Rental Request Access Form:           

**Please note:  If you do not see the fund you need listed when entering a rental request, you will need to fill out the following form to request access to it.  The Motor Pool cannot change fund numbers on rental requests.  These have to be entered when you submit the rental request.

Rental Cancellation Policy

Please note that if you cancel a rental less than 24 hours before the scheduled time, you will be charged the daily rate for the vehicle rental.  If you requested a driver, you will also be charged the hourly rate for the number of hours a driver was requested.

Vehicle Rental Rules

  • Report ALL accidents to local authorities, no matter how minor.
  • No smoking or alcohol.
  • No pets.
  • No personal driving. (Do not park at home.)
  • Keep vehicle interior clean.
  • Only University employees may operate state-owned vehicles.
  • Tickets, tolls, and fines are your responsibility.
  • Note: non-university employees are not covered by insurance.

*If a returned vehicle requires excessive cleaning or special cleaning products, a cleaning fee will be applied to your rental total.*

Van Driver Training

Find the information, forms, and course materials you will need to start the Multi-Passenger Vehicle Driver Approval Process.

Motor Pool FAQ

Every person operating the vehicle will have to provide a copy of their driver license. Also, any person driving a multi-passenger van will have to complete the safety training before they can operate the vehicle.

There are no pickups after hours unless coordinated with the Motor Pool. There is a drop box to place keys in at the Motor Pool Office on Dale Street for those who come in after hours.

Motor Pool hours are 7 a.m. to 4 p.m.

No charges will apply if you cancel your reservation in writing at least 24 hours in advance of your pick up date. Simply email

Please contact Sandy Moretz at or 828.262.8777 with any questions regarding billing.

Please review the Driving Instruction Booklet in the pouch provided for you when you rented the vehicle and please contact the Motor Pool during regular hours (828.262.3195) and campus police after hours (828.262.2150).

Contact emergency 911 and file a police report. Refer to the Driving Instruction Booklet in the pouch for the full instructions.

Vehicles should be fueled locally at the Dale Street fueling station. Out of town fuel stops can be made at most service and convenience stations that accept credit cards. Cards for charging gas are provided with the Motor Fleet vehicles.

Please call Sandy Moretz at 828.262.8777.

If you need a PIN for use with your vehicle's fuel key please fill out the Fuel Access Request Form located in our Forms page.

Vehicles may be left at an airport for a period of no more than 72 consecutive hours.

Records of Travel Authorizations should be maintained locally within the department making the request.  Motor Pool does not require a copy of your authorization.

Dial 828-262-7198

Yes tolls/parking must be paid regardless of the type of vehicle. When a university or Motor Fleet vehicle is used for official travel, parking, storage and toll fees are legitimate charges to the university provided necessary receipts are obtained.

Consult with the Motor Pool when renting the vehicle.

No. The maintenance shop department in the Motor Pool only repairs Motor Pool vehicles.

Please put in a customer service work request or contact Maintenance Shop Manager at 828.262.8812

It depends on the extent of the damage, or work to be done on the vehicle. Your department will be contacted once the repairs have been made and it is ready for pick up.

No pets allowed in university or Motor Fleet vehicles with the exception of Disability Aid Dogs.