Daily Vehicle Rentals

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Rental Processes

Reserving a Vehicle

For availability, email [email protected].

In the email, include:

Date (pick-up and return)
Name of driver
Destination
Quantity and type of vehicles needed

Each request will receive an email back with a reservation # that can be written on top of the "Vehicle Daily Rental Form" . This form needs to be completed, signed by the driver and department head, and returned to Transportation before date of travel. It can be scanned and emailed to [email protected] or sent via campus mail to Motor Pool, Dept. 3553.

All drivers must also have an "Acknowledgment of Policies Governing the Operation of University Vehicles" signed and on file in Transportation.

Picking Up and Returning a Vehicle

Reserved vehicles can be picked up and returned, 24/7, by accessing our self-service key system (KEYper), located near the UTC Police Dispatch window, first floor of the Administrative Building, Palmetto Street entrance.

Vehicles are located to the back and side of the Administrative Building near the fuel pump. The number on the key corresponds to the vehicle number (located on the rear window).

A parking permit is provided for one personal vehicle per vehicle reserved. Permits can be found in the glove box of the rental vehicles. Using the provided marker, write in Issue Date and Expiration Date and place the permit on the dashboard of the personal car to be left in the Motor Pool area. Note: Permit is only valid in the Motor Pool area.

Additional Information

A WEX fuel card is included with all rentals. The faculty/staff/student must be entered into the fuel management system in order to access these services. Please email [email protected] with the name and personnel number of the person that needs to fuel a UTC vehicle.

A list of fuel stations accepting the WEX card can be found in the glove box of the rental vehicle. When on the road and fuel is needed, it is recommended to stop where there are multiple stations as not all stations are guaranteed to accept our card.

All vehicles belonging to the University of Tennessee at Chattanooga are self-insured. An insurance card can be found in the key wallet located in the glove box of the vehicle. Information on our accident policies and procedures can be found under the Accident or Roadside Assistance tab.

Renting from Enterprise or National

If notified that Transportation Services does not have a vehicle to fit your needs, renting from Enterprise or National is allowable (UT FI0725 Use of University Vehicles Policy still applies).

You must use the corporate code and have an "Unable to Provide" form from Transportation Services before seeking reimbursement.

From UT Office of the Treasurer: The State has a five-year agreement with National/Enterprise Car Rentals. The University is able to access these new rates by entering a reservation in CONCUR. Please note that 12 passenger vans can not be reserved in CONCUR at this time. Please use the ENTERPRISE website and be sure to use the corporate code to receive correct pricing. IMPORTANT: Drivers for the 12 passenger vans must be 25 years of age or older. CONCUR training can be found on the UTC Accounting Services page.

Vehicle Types and Rates

Fiscal Year 2022-2023

Rental charges include:

Rental Vehicles	Daily Rate	Mileage Rate
7 Passenger SUV Ford Flex	$53.00	$0.53
12 Passenger Ford Transit Van	$60.00	$0.60
5 Passenger Ford Fusion Sedan	$39.00	$0.37
5 Passenger Chrysler 300 Sedan	$40.00	$0.38
12 + 2 Passenger Minibus	$125.00	$1.50

Liability insurance
Fuel
24/7 roadside assistance (additional charges for services not related to maintenance and repair may be charged back to the department)

Vehicle charges are billed as daily rate or mileage rate, whichever is greater.

Cancellation fees may apply if less than 24 hours notice given (prior to required pick-up time) or for "no shows".

When returning the vehicle, please dispose of all trash (trash can is located by the fuel pump) and remove all personal items. If vehicles are damaged beyond normal wear and tear due to abuse by drivers or passengers, departments may be charged for repairs.

Announcements

Watch That Clearance!

Keep in mind the clearance needed for using parking garages on and off Campus. The 12 passenger vans need at least 101" (8'5") and the minibus requires 115" (9'7"). Departments may be charged for damages caused by low clearance.

Minibus - Sure Lock Wheelchair Lift and Locking System

Anyone who drives the minibus is required to watch this video on how to use the wheelchair lift. Please send an email confirming that the video has been watched to [email protected] with your name and the date the video was viewed.

Safety Video