Vehicle Rental Information

Rental Rates

The Transportation Services Office is a self-sustaining organization and rental rates are set at a level that assures recovery of the cost of doing business.

FY13 Rental Rates

Fee Calculation and Billing

Rental fees are charged to the account number designated by the requesting department. Rental fees are based on the type of vehicle requested and consist of a fixed daily rate plus $0.25 to $0.60 per mile after the first 100 miles.

Daily rental charges are calculated from 6:00am to 6:00am regardless of the time the vehicle was checked out. Long-term/permanently assigned rentals are charged monthly or quarterly.

Reservation requests must be submitted in one of the following ways:

If the requested pickup date and time is less than 24 hours from the time of the request, phone the Transportation Services Office directly, (907) 474-5875. Every effort will be made to fill a last minute request, however vehicle availability cannot always be guaranteed.

Rentals for less than six (6) months are classified as "short-term" and requestors are required to give a definite return date. Vehicles are reserved on a "first requested, first confirmed" basis. Thoughtful planning is advised to ensure vehicle availability.

Please include all the information requested on the Online Request Form regardless of which way you are making your request.

Cancellations

When canceling a vehicle reservation, contact the Transportation Services Office (907) 474-5875 as soon as possible. There is a $10.00 fee for canceling a reservation up to one day prior to scheduled pick up, after that the contract will be charged the daily rate until notification of cancellation is received.

Authorized Users

Transportation Services vehicles are to be used for official University business only.

Authorized Renters:

  • All UAF Departments
  • Student groups approved by office of the Director of Student Activities

Authorized Drivers Must be UA employees and have:

Any questions concerning this authorized users list may be addressed by contacting the Transportation Services Office. Allowing an unauthorized driver to operate a University vehicle, may invalidate the University's insurance coverage and will make the renter and/or department responsible for damages.  Volunteers may receive approval, but must do so through EHS&RM (474-5413) prior to check-out.  The approval process takes time and is not always granted.

Billing Inquiries

The Transportation Services Office (907) 474-5875 should be contacted regarding any billing discrepancies. It is helpful to have the following information when contacting the office:

  • Requestors name/department
  • Date rented or date billed
  • Destination

The Transportation Services Office will make every effort to correct a billing discrepancy and/or answer a question regarding charges incurred.

Picking Up Vehicles

The following is necessary to pick up a vehicle:

Vehicles are presumed to be in good condition when released by the Transportation Services Office. However, operators should examine the vehicle prior to use and report any visible body damage to the Transportation Services Office.

In addition to inspecting the vehicle for body damage, the operator should also ensure that lights, turn signals, windshield wipers, etc. are in working order and emergency equipment such as flares are provided.

Insurance Issues

Insurance Coverage

  • Collision
The University is self-insured for vehicle collisions. There is a $2,500 deductible on the insurance that will be charged to the department who rented the vehicle.
  • Liability
The University maintains liability coverage for all University vehicles. This coverage protects authorized operators from claims of third parties for bodily injury or property damage, provided the vehicle was operated for and on behalf of the University.
  • Personal Injury
Students and passengers who are not University employees are not insured by the Worker's Compensation Program and are responsible for providing their own medical insurance.

Collisions
All collisions on the University campus or in the Fairbanks area must be reported to Campus Security (907) 474-7721, UAF Environmental Health and Safety (907) 474-5413, and Transportation Services (907) 474-2494 immediately!

If the collision happens outside the Fairbanks area, contact the closest police agency and get a report number and the name of the responding officer and report these to Campus Security and UAF Environmental Health and Safety and Transportation Services. If an injury is involved immediately call Campus Security, collect calls will be accepted.

In case of a collision:

  • Stop immediately
  • Take required precautions to prevent further collisions at the scene
  • If an injury is involved, call 911 or Campus Security (907) 474-7721. Collect calls will be accepted.
  • Accident forms (Accident Checklist-blue booklet) and insurance information are located either in the visor pack or the glove compartment of each University vehicle.
  • Accident forms must be filled out completely!
  • Notify Sarah Mousseau at the Transportation Services Office (907) 474-2494 of the collision
  • Bring the vehicle to the Vehicle and Equipment Repair Shop for inspection, estimate of damage, and repair.

Theft
Notify Campus Security or the nearest police agency (if outside the Fairbanks area) to file a police report. Ensure you obtain the name of the police department and the report number for the police report.

Notify Sarah Mousseau at the Transportation Services Office (907) 474-2494. Every effort will be made to provide the department with a replacement vehicle.

Vandalism
Graffiti, physical damage, and any other form of vandalism must be reported to Campus Security immediately or the nearest police agency (if outside the Fairbanks area). Ensure you obtain the name of the police department and the report number for the police report.

Notify Sarah Mousseau as soon as possible to restore the vehicle.

Reimbursement
If an operator needs to purchase service for repairs from a source other than the Vehicle and Equipment Repair Shop the reimbursement will be in the form of credit toward the total rental price. The operator should:

Obtain permission from the Vehicle and Equipment Repair Shop for any repairs.

If personal funds are used, verify that the services rendered are covered by the rental fee agreement and record the vehicle license number and vehicle number on all receipts.

Bring the original receipts to the Transportation Services Office for verification of charges and rental dates. Original receipts must be legible, have the vendors name, date and description of the products and services purchased, and the monetary amount paid. Credit card receipts that are not complete may be returned. Please include the vehicle number on all receipts.

Maintenance Issues

Fuel & Emergency Maintenance for Daily Rental Vehicles

  • Each daily rental vehicle comes with a full tank of gas/diesel. Refueling costs are the renting department's responsibility.
  • If maintenance is needed while in the Fairbanks area, the Vehicle and Equipment Repair Shop must be contacted to accomplish the repairs.
  • If maintenance is needed outside of Fairbanks, renters must obtain permission from the Vehicle and Equipment Repair Shop or Transportation Coordinator before any repairs are initiated and keep all receipts from the repair shop.

Maintenance Contacts
Contact the Transportation Services Vehicle and Equipment Repair Shop for all maintenance requests. The Vehicle and Equipment Repair Shop is open Monday through Friday, from 7:00am to 4:00pm, and can be reached by dialing (907) 474-2746, (907) 474-7000, or by faxing (907) 474-6414.


Emergency Services
After 4:00pm, weekends, and holidays, contact Campus Security, (907) 474-7721. They will provide assistance in reaching the proper staff. Please, only request maintenance services after operating hours in the event of an emergency.

Major repairs may not be performed without pre-authorization from Facilities Services. Contact one of the following, in sequence, for authorization

  1. Todd Smith (907) 474-2746
  2. Sarah Mousseau (907) 474-2494
  3. Martin Klein (907) 474-1599
  4. FS Work Mgmt (907)474-7000

If you are in need of towing, contact Todd Smith at 474-2746 for referral to a towing service. After hours, weekends, or holidays contact Campus Security (907) 474-7721.

Leased Vehicle Maintenance Policy
Departments leasing vehicles are required to obtain all repairs and maintenance services from the Vehicle and Equipment Repair Shop.

The Vehicle and Equipment Repair Shop is open Monday through Friday for the following services:

  • Oil change and Preventative Maintenance Inspections
  • Repair and general maintenance
  • Emergencies

Operating Costs

Operating Costs Covered by Transportation Services
The following costs are covered by the Transportation Services rental fee:

  • Emergency purchases such as tires and batteries
  • Towing and repair charges resulting from a vehicle breakdown
  • All regular maintenance services will be performed at the Vehicle and Equipment Repair Shop on all University-owned vehicles, regardless of whether they are short or long-term rentals.

Operating Costs Not Covered by the Rental Fee

  • Fuel
  • Special parking fees
  • Traffic or parking fines, including penalties for late payments
  • Vehicle damage resulting from negligence and/or off-road use of a non-4x4 vehicle
  • Cleaning services (for short-term rentals) for exceptionally dirty
  • Cleaning services for exceptionally dirty vehicles (for long-term rentals)

Parking Issues

Parking University Vehicles on Campus
All university vehicles have UAF parking decals yet even with the decal there are some restrictions where parking may result in a citation. Should you choose to park in the restricted areas, the vehicle may be towed and the renter will be responsible for the resulting costs. The restricted parking areas include:

  • Offical use only
  • Areas with official signs prohibiting parking
  • Within 15 feet of a fire hydrant
  • In fire lanes
  • ADA designated lots and spaces
  • Spaces specifically designated for other departments
  • "Reserved" spaces (ie Gold Decal spaces/lots)
  • Loading zones for over the posted time period
  • In front of any gate, ramp, or other area that parking would block access.
  • Facilities Services only

If you are unsure where to park a University vehicle contact the Transportation Services Office.

Parking University Vehicles Off Campus
When parking a vehicle off campus, the renting department is responsible for all parking fees.

  • University vehicles are not exempt from parking fees at parking lots
  • Operators are personally responsible for parking violations and towing and/or storage resulting from parking violations

Parking a Personal Vehicle at Transportation Services
A privately owned vehicle may be parked at Transportation Services while renting a University vehicle. A UAF parking decal or temporary parking permit will be issued upon request by the Parking Services on the day the vehicle is checked out. Personal vehicles may not park in spaces reserved for Facilities Services Vehicles.

Vehicle Return

Returning Vehicles During Operating Hours
Vehicles may be returned between 7:00am and 5:00pm Monday through Friday.

Prior to returning the keys to the Transportation Services Office the vehicle must be parked in the Transportation Services parking lot on the east side of the building facing University Avenue.

Returning After Operating Hours
The vehicle may be parked on the north end of Facilities Services building facing Alumni Dr. Operators are required to insert the vehicle keys and rental paperwork into the drop box.

Late Return Penalties
Operators are requested to return vehicles promptly. When circumstances necessitate a change in the time of return, the Transportation Services Office should be notified before the originally scheduled return date.

Failure to return a vehicle as agreed will result in a penalty of the daily rate until the vehicle is returned.

Returning a Long-term/Permanently Assigned Vehicle
Departments leasing a vehicle for an indefinite time period should notify the Transportation Service Office as soon as the intended return date is known.

Vehicle Use Restrictions

UA Transportation Safety Guide

Vehicles may be used for official University purposes only, regardless of the source of travel funds

University vehicles, whether on short or long-term rental, may not be used for transportation between personal residencies and the University campus or another University station unless previously authorized.

Operators must observe commonly accepted rules of courtesy toward pedestrians and other drivers.

Operators must use and park the vehicle in a manner that will not reflect unfavorably on the University.

Off-road/Haul Road Use

The University's rental fleet contains pickup trucks and 4-wheel drive vehicles that are available for off-road/Haul Road use. Other fleet vehicles such as passenger vans and sedans are not designed to be driven off-road and should only be driven on approved paved streets and highways.

Operating a vehicle off-road without prior Transportation Services Office approval may result in the suspension or loss of rental privileges.

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