Vehicle Rentals and Leasing
UA Transportation Guidelines
This is for departments using UA vehicles or private vehicles. It has useful forms and information regarding use, safety, insurance, and responsibilities all in one 13 page, outline formatted document.
More information or questions can be answered via Environmental, Health, Safety and Risk Management (EHSRM) at 907-474-5413.
Types of Rentals and Leases
UAF Transportation Services offers various vehicle rental options. Reservations must be submitted online using our Online Request Form.
Availability can be spur of the moment or planned out. Please email uaf-fs-vehiclerental@alaska.edu for availability.
Can be a cost savings for longer term use. Generally requests will need to be made at least 6-Months prior to intended start date.
Full year leases, and/or permanently assigned vehicles.
Rentals for more than six (6) months are classified as "long-term" or "permanently assigned." Acquisition of annual and 6-month lease vehicles takes time. Vehicles are generally purchased off the state contract, and are purchased as a type rather than specific brand/models. Think of what capacities your desired vehicle will need and what features are required and contact us.
A bus and driver may be reserved for seminars, conferences, field trips, and special events for a minimum of 2 hours. Please fill out the charter request form below.
Transportation FAQs
Transportation Services vehicles are to be used for official University business only. Personal use is not allowed.
Authorized Renters:
- All UAF Departments
- Student groups approved by the Student Leadership and Involvement Office
Authorized Drivers must have:
- Annually updated Category 1 (PDF) or Category 2 (PDF) form on file with their department which requires:
- A valid, unrestricted Driver’s License
- A Motor Vehicle Record pulled and checked by supervisor
- If traveling more than 50 Miles one way, driving with other people, driving for 14 consecutive days, or is driving is part of their job description
- 3 years driving experience
- Current UA Employment
- Obtained a Drivers Safety Card, or Confirmation of completion for the UA drivers safety training.
- No more than 2 moving violation or more than 5 points against their license in the last 3 years
- Department Head/Dean/Director approval (via signed rental agreement (PDF))
Any questions concerning this authorized users list may be addressed by contacting the Transportation Services Office. Volunteers/ non-employees may receive approval, but must do so through EHS&RM (474-5413) prior to check-out. The approval process follows the requirements of the Category 1 drivers form, and takes 2-3 business days to complete.
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:
- The Fund/ Org used
- 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.
Drive Safely Awareness
Drive Safely Work Week is the Network of Employers for Traffic Safety’s (NETS) annual workplace safety campaign.»This year the focus is on the dangers of distracted driving, particularly as related to the use of cell phones and texting while driving.
NETS is a non-profit partnership of socially responsible public and private organizations dedicated exclusively to traffic safety in the workplace.
Daily Activities
MONDAY: Know your state law regarding the use of cell phones and driving.
TUESDAY: Take a look in the rearview mirror.
WEDNESDAY: Distractions affect reactions and braking.
THURSDAY: Get social with commuting.
- Need to catch up on e-mails and texts during your commute? Let someone else do the driving! Try carpooling or mass transit.
FRIDAY: Take a pledge to drive seriously.
- Ask yourself whom or what is counting on you to drive focused so that you always get there safely…every time. ( click here for the pledge card template (PDF) )
- My pledge to stay focused ( click here for pledge instructions (PDF) )
Rental fees are charged to the account number, (Fund and Organization) designated by the requesting department. Rental fees are based on the type of vehicle requested and consist of a fixed Hourly, Daily, Weekly or Off Road Mileage rate.
Daily rentals are available from 6 a.m.-6 a.m. regardless of actual pick-up. An 1PM to 1PM rental would be a two day rental.
Hourly Rentals are billed to the nearest quarter hour of use.
Weekly rates are for up to 7 consecutive days.
Long-term/permanently assigned rentals are charged annually after the end of the first quarter.
Reservation requests must be submitted electronically:
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.
In the event of a vehicular or personal accident you generally should notify your Supervisor and EHSRM at 907-474-5413. For more details please consult:
Useful Forms for any incident regardless of the amount of damage or injury use EHSRM's ORIGAMI
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 immediately. The online Origami report once completed notifies all parties. Supervisors, should also be notified directly.
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 the Transportation Services Office (907) 474-5875. 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 Transportation Services 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.
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 Darrin "Bear" Edson and can be reached by dialing 907-474-2496 or 907-474-5875.
Emergency Services
After 5:00pm, 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
- Darrin "Bear" Edson, 907-474-2496
- FS Work Mgmt, 907-474-7000
If you are in need of towing, contact Darrin "Bear" Edson at 907-474-2496 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 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 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:
- Official 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.
The following is necessary to pick up a vehicle:
- Valid drivers license(s). Expired licenses will not be accepted.
- Signed rental agreement (PDF)
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.
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. Rates are set each fiscal year by vehicle category: Sedan, Mini Van, Large Van, Small SUV, Large SUV, 2WD Truck and 4WD Truck
Returning Vehicles During Operating Hours
Vehicles may be returned 8am-12noon and 1pm-5pm 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.
UA Transportation Safety Guide (PDF)
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.