Services Vehicle Rental Policy
UCSC Physical Plant - Fleet Services provides the University community
with a cost-effective group of University-owned vehicles: sedans,
12-passenger vans, and a cargo van for rental use while conducting official
the California State Legislature passed Assembly Bill 626, which establishes
prohibitions against the purchase and use of 15 passenger vans by State agencies.
This action was taken because of numerous reports of rollover accidents involving
these vehicles. Subsequently all 15 passenger vans were removed from the
daily rental pool at Fleet Services and any person on campus operating a 15
passenger van is now required to obtain a commercial (Class B) driver's
license. This legislation also restricts who may ride in these vehicles and,
as a result, 15 passenger vans are not to be used to transport school-aged
(K-12) children under any circumstances.
aware that these restrictions also extend to persons obtaining vehicles from
off-campus rental agencies and unless a driver holds a Class B driver's
license they are not to drive a 15-passenger van for university business
under any circumstances.
Fleet Services office hours are Monday - Friday, 8:00 am to 5:00 PM
(holidays excluded); Phone: (831)-459-2228, FAX: (831) 459-3825.
A summary of the "rental policies and procedures" is provided
below. Please call the number provided above for clarification or e-mail us
at email@example.com for more information.
I. Authorized Vehicle Use
The operation and use of
University vehicles is limited to members of the campus community (i.e.,
faculty, staff, students), and associated non-University members on official
University business, as authorized by appropriate University
II. Unauthorized Vehicle Use
Use of a University vehicle
without proper authorization by appropriate University officials, or use by or
transporting unauthorized personnel or materials, unauthorized possession of a
vehicle beyond the established rental period, receipt of citable moving or parking
violations by law enforcement officials, off-paved road use, towing vehicles
or trailers, smoking within the vehicle, violations of the Campus Alcohol and
Substance Abuse policies, and use of a vehicle for personal business, are all
considered unauthorized use or vehicle misuse. Under Business and Finance
Bulletin 46 of the University of California charter, Fleet Services reserves
the right to hold individual student or employee drivers named on the
subsequently described "trip tickets" and/or authorizing campus departments
accountable for costs incurred due to unauthorized use or vehicle misuse. All
violations of applicable student or employee codes of conduct will be
reported to the appropriate campus authorities for review.
III. Student Users and Organizations
Students and student
organizations can rent Fleet vehicles for official University business and
activities. The organization or student will need to make arrangements
through their college, department, or Campus Activities Officer.
A. Student Authorization Forms
Student drivers are required to present a completed and signed "Vehicle
Authorization for Student Use" form when picking up vehicles or
keys. Student authorization forms are required for all undergraduate student
drivers, except for students who are conducting business as a paid employee
of the University. You can find a copy of this form at http://www.fleets.ucsc.edu.
IV. Third Party Agents
Third Party agents are defined as
persons who pick up either the reserved vehicle and/or keys for the primary
driver, and who will not accompany the driver during the vehicle's use. Third
Party agents will share responsibility for the vehicle since they complete
the required form(s) and provide key pick-up service for the primary driver.
A. Third Party Responsibilities
The third party agent must present their driver's license, a photocopy of
the intended (or primary) driver's license, and complete the required rental
form. The agent's name and driver's license information will be listed under
the secondary driver section of the Rental Trip Ticket form described below.
Due to image quality issues, absolutely no faxes of driver's licenses will be
accepted. Both the third party agent and the ultimate vehicle drivers must
read the Fleet Services Vehicle Rental Policy contained herein, before
taking possession of a rental vehicle. Third Party Agents must also pass on
to the ultimate driver(s) any information disseminated by Fleet Services
staff at time of key pick-up.
V. Vehicle Etiquette
Rental vehicles are provided for
use by the University community to enhance its ability to conduct business
and activities. As its representatives, use the vehicle(s) judiciously, and
observe the Rules of the Road.
A. Vehicle and Driver Safety
Always lock the vehicle when left unattended, and park in well-lit
areas at night or populated areas during the day. You will enhance your own
safety and discourage acts of vandalism. Always report acts of vandalism to
local law enforcement, and follow the steps laid out in the "Accident
Reporting Kit" located in the glove box of each University vehicle.
Lost or Stolen Property
prevent lost or stolen property by always removing valuables from view inside
the vehicle. If you cannot take these items with you, lock them in the trunk
or place them in the cargo area of vans. If you notice materials left behind
by the previous user, please take them to Fleet Services, the University Police,
or leave them in the vehicle. The owner will appreciate your efforts. Upon
completion of the rental, always check the vehicle for materials left behind.
Fleet Services will keep unclaimed property for 1 business day after contacting
the most recent rental customer(s). Unclaimed items may be found at the
Campus Police Department thereafter.
C. Vehicle Cleanliness
Please remove any remaining trash
or debris from the vehicle after use; the next user will appreciate it. Fleet
Services also reserves the right to recover any costs born from cleaning excessive
dirt and mud from rental vehicles and, more broadly, any costs required to return
a rental vehicle to the condition under which it was originally rented.
D. Smoking in University Vehicles
Smoking is strictly prohibited
in University vehicles and customers will be charged to remove associated
odors from rental vehicles. Many people find cigarette and other
smoke-generating products offensive, so please do not smoke in the vehicle.
E. Early Vehicle Access and Late Returns
Do not pick up a vehicle earlier
or return later than the designated rental period. The vehicle may be in use,
or you may disrupt someone else's scheduled use of the vehicle. If you wish
to rent the vehicle earlier or later than the designated period (Special
Service Calls), call Fleet Services during the above business hours or the Campus
Dispatch number listed on the key pouch and we will make reasonable
accommodations based on our reservation schedule.
VI. Rental Procedures and Information
Vehicle reservations are made by
submitting a reservation form on our website at http://www.fleets.ucsc.edu.
You may also wish to call Fleet Services (9x2228) prior to submitting the reservation
form to determine the availability of vehicles. You must show a valid
driver's license before the vehicle's release.
A. Required Rental Information
Please fill-in our rental
reservation web form in its entirety. The authorizing party requested at the
bottom of our web form needs to have an official UCSC e-mail address. Feel
free to contact Fleet Services, if you have any trouble navigating our
B. Vehicle Availability
Vehicle reservations are provided
on a first come, first served basis, and vehicle requests can
be made up to one academic quarter in advance. Vehicles are only considered
confirmed when a confirmation e-mail is sent by our Fleet Coordinator. Fleets
Services will not "hold" a vehicle without a confirmed reservation.
C. Active Reservations
The vehicle reservation becomes
active once the rental reservation has been officially confirmed. Active reservations
are subject to vehicle cancellation and rental extension policies. Fleet
Services reserves the right to cancel a reservation for any reason. Every
effort will be made to avoid any service disruptions, give sufficient notice
regarding cancellations, and provide an alternate vehicle at the rental rate
of the originally reserved vehicle. No cancellations in reference to a rental
vehicle’s sale will transpire with less than one week’s notice to the rental
D. Weekend or Early Morning Rentals
If your vehicle rental occurs during
the weekend or early in the morning (before 8:00 am), vehicle keys may be
picked up between 8:00 A.M. & 4:00 P.M. on the prior business day or
contact Fleet Services to arrange for advance key pick-up.
E. Vehicle Fuel and Fueling
Fleet Services will make every
effort to provide properly fueled vehicles at the time of each rental. The
user is required to refuel the
vehicle upon completion of the reservation. Fuel credit cards located in the
key pouch are provided for this purpose and fueling during extended trips.
Instructions for card use will be provided at key pick-up. Please use regular
unleaded fuel when refueling the vehicle. In addition to off-site fuel
credit cards, all rental vehicles are equipped with an AIMII automatic
fueling kit. In lieu of fueling off-campus, rental customers are strongly encouraged to use the campus
fuel site located just behind Fleet Services. Instructions for this process
will also be given during key sign-out.
G. Off-Road Use
Off-road use (i.e., non-paved
roadway) of University vehicles is prohibited;
the user and/or department will be liable for all repair work or cleaning
resulting from this type of use. This provision absolutely includes brake
damage caused by prolonged braking when descending steep grades.
VII. Vehicle Cancellation
Failure to provide 1 business day's
notice of rental cancellation will result in the first reserved day being
charged at the daily rate appropriate to the reserved vehicle. Reservations lasting
more than one day will be billed at the daily rate appropriate to the reserved
vehicle for the first day and a one-time, flat non-compliance fee for the
remaining days of the reservation. Official cancellations must be in the form
of an e-mail to firstname.lastname@example.org.
VIII. Vehicle Sign-out Procedures
The rental vehicle(s) and/or keys
can be picked up at the Fleet Services office after completing the vehicle
Rental Trip Ticket. The required information takes a couple of minutes to
complete, so allow sufficient time for this and to be briefed on other
responsibilities and requirements. Those customers who indicate that they
have not read this document at time of pick-up will be required to read and
signify that they agree to the terms of the "Fleet Services Vehicle Rental
Policy" before taking possession of any University-owned rental vehicle.
A. Rental Trip Ticket
Users of University rental
vehicles are required to complete a vehicle "Rental Trip Ticket" form
before the release of the vehicle and/or keys. Persons picking up the vehicle
and/or keys for another person must follow the procedures listed under Third
Party Agents section above. Rental vehicles can only be operated by driver(s)
described on the "Rental Trip Ticket", without exception, and these driver(s)
will be responsible for any unauthorized use or vehicle misuse during the
entire term of the rental event, as described above in the "Unauthorized
Vehicle Use" section of this document.
B. Dispatch of Vehicle Keys
Vehicle keys are dispatched to
the renter after the Rental Trip Ticket has been completed and signed,
driver's license verified; vehicle keys must be picked up by 4:00 PM.
C. Missing Rental Vehicles
If you arrive to pick up your
reserved vehicle and you cannot locate it in the Fleet Services parking lot,
contact Fleet Services during business hours, the University Police Dispatch
(number listed on the back of the key pouch), and explain your situation to
the officer or operator.
D. Long-Term Reservations
Vehicles being rented for a period of 30 days or
longer will receive additional instructions pertaining to proper operation
and maintenance of University vehicles, such as procedures and intervals for
checking oil levels and tire pressures. Users reserving vehicles for several
months should also be prepared to be contacted by Fleet Services personnel to
schedule routine mileage-based inspections, unless other arrangements have
been made in writing. A pre-trip inspection describing the mechanical and
cosmetic condition of each planned long-term rental vehicle will also be
conducted and signed by Fleet Services and authorized user personnel. Fleet
Services reserves the right to recharge the user department for even minor
cosmetic damage not noted on the pre-trip inspection and damage resulting
from the failure to perform the checks described in the above mentioned instructions.
Absolutely no students will be allowed to sign for keys on reservations
lasting over 1 week in duration.
IX. Vehicle Return Procedures
At the completion of the rental
period, the driver is required to
record the ending mileage (current odometer reading), the return date and
time, and all other requested information on the vehicle mileage card
contained within the key pouch. The vehicle needs to be returned to the Fleet
pool lot. Please return the keys to the Fleet Services' key drop slot, even
during business hours.
A. Rental Completion
A vehicle rental is considered
complete and closed, when the vehicle, vehicle keys, fuel credit card
(located in the key pouch), and completed mileage card are returned to Fleet
Services. If the vehicle return date and time is not recorded, additional
charges will be accrued.
B. Rental Extension
If you require a rental extension
while on the road, call Fleet Services (at 9x2228) during office hours and explain
your situation. If after hours, call the emergency contact (9x2231), identify
yourself, the vehicle number, and your situation to the operator. Please note
that rental extensions are not automatically granted and you could be
liable for special service call charges.
X. Rental Charges
Vehicle rental charges commence
at 12:00AM of the day that the vehicle is removed from the Fleet Services' maintenance
lot and end at 11:59PM on the day in which the vehicle is returned. Thus, rental
charges are determined according to daily use, not by the number of hours a
vehicle is used. Reservations that require special handling (i.e., providing snow
chains) will be subject to charges sufficient to recover the costs of related
supplies and services.
A. Daily Rentals
A daily rental can be considered
use of a vehicle from midnight to 11:59PM (same day). There are no half-day charges.
B. Monthly Vehicle Assignments
A vehicle can be assigned at a
reduced monthly rate, if the vehicle is used for a continuous period of 21
days or more. Our rental rates can be found on the above mentioned website by
selecting the "Recharge Rates" link.
C. Fuel and Insurance
Insurance charges are included
in the rental rate. The driver is provided with a University fuel credit card
that is acceptable at major service stations (e.g., Chevron, Shell, BP,
etc.). The user is also strongly encouraged to use our campus fuel station
located behind Fleet Services. All fuel charges are passed-through to the
rental user and are billed on a monthly basis via the University's recharge
system. The automobile insurance is provided through the University's
self-insured automobile physical damage and liability program in accordance
with the laws of the State of California.
D. Vehicle User Service Calls
User Service Calls for after-hours
assistance, access to a vehicle earlier than designated, (non-emergency) rental
extensions, or late returns can result in additional charges. The rental unit
requesting the service or causing the disruption could be liable for
reimbursing Police, Fleet Services, or other personnel that assisted with the
E. Snow/Tire Chains
Reservations that require tire or
snow chains will be subject to charges intended to recover the cost of
related supplies and service.
XI. Vehicle Insurance
of California is self-insured for
automobile physical damage and liability in accordance with the laws of the
State of California.
A. Property Damage
The University liability
insurance covers physical damage or personal injuries to persons (other than
UCSC employees and volunteers covered by the University's Workers'
Compensation Program) by University vehicles, when operated for its business
B. Personnel Injuries
University personnel (and volunteers) injured
while engaged in University related business and activities are covered by
the University's Self-Insured Workers' Compensation Program.
C. Liability Limitations
University insurance does not cover theft of or
damage to the personal property of University personnel (or volunteers/students.)
If the loss is due to negligence by the University or its employees, please
contact Risk Services.
XII. Financial Responsibility
Campus units are responsible for
providing persons reserving University vehicles with the proper recharge
information. Campus units are strongly encouraged to establish a reservation
coordinator to handle and track the unit's vehicle reservations.
A. Department Responsibilities
The reserving unit is responsible
for the proper use of University vehicles by persons under its charge, and is
responsible for all vehicle rental charges, and vehicle repair costs
resulting from vehicle accidents and unauthorized vehicle usage described
B. Driver Responsibilities
The driver of a University
vehicle must have a valid driver's license issued in the United States while
driving the vehicle, and is responsible for payment of all traffic and
parking fines incurred during the rental period. Unauthorized vehicle use or
failure to follow University policies and guidelines can result in
substantial financial charges or other penalties.
XIII. University Fuel
Whenever possible, always fuel
University vehicles at the campus Central Garage, also known as Fleet
Services. The campus fuel site is open 24 hours a day/year round, though it
is unattended by personnel after business hours, weekends, and holidays. If
the Central Garage fuel site is not operational due to emergency, use the
Voyager fuel credit card located in the vehicle key pouch for refueling at
major service stations. Fuel credit card use is closely monitored for
irregular or unauthorized use; if unauthorized card use occurs, the user
department will be billed for all charges which appear on the monthly Voyager
card statement for the rental period in question. It is the user department's
responsibility to seek remedy from vehicle users who use fuel cards for
A. Fuel Credit Card Use
Please use the fuel credit cards
at "major service or fuel stations only" (Chevron, BP,
Shell, etc.). The cards are not valid at some smaller chains and sole
proprietorships. When fueling the vehicle always use regular unleaded.
Please use the fuel credit cards only on the vehicle to which it is assigned.
B. Fuel Credit Card Limitations
The fuel credit card is
restricted to fuel and oil purchases only. The fuel credit cards
cannot be used to purchase food, candy, beverages or similar goods. Such use
is considered unauthorized and the user department will be recharged for such
C. Fuel Credit Card Liabilities
If the service station refuses to
honor the Voyager fuel credit card, you are directed to seek another station
that will honor the card. Fleet Services is subject to contractual
agreements between the State of California and US Bank/Voyager and can thus not
be responsible for reimbursement of "cash" or personal "credit
card" fuel purchases due to Voyager fuel cards being rejected.
D. Unauthorized Fuel Charges
The user department will be recharged
for unauthorized fuel credit card use; for fuel use which exceeds the vehicle's
fuel tank capacity; credit card use to purchase food, candy, beverages or
other similar merchandise; and for fuel purchased for a vehicle not assigned
to that particular fuel credit card.
E Emergency Repairs
The fuel credit card can be
used for emergency repairs as authorized by Fleet Services or appropriate
University personnel. The user is required
to call Fleet Services for authorization of repairs during business hours.
During after-hours emergencies, users must
call Campus Dispatch (9x2231) to authorize repairs or seek assistance. If the
user is authorized to make recommended repairs or acquire towing services,
Fleet Services or Campus Dispatch may direct the user to the "Emergency Road
Side Assistance" number located on the back of all key pouches. The credit
card provided may then be used to pay for said services.
XIV. Vehicle Accidents or Damage
Whenever a vehicle sustains
damage or you are involved in an accident (contact local law enforcement immediately),
follow the instructions on the "Accident Reporting Kit" enclosed in the
orange colored envelope, located in the vehicle glove compartment. You are required to complete the actions
detailed in the "Accident Reporting Kit" at the time of the accident or
discovery of damage and contact Fleet Services or Campus Dispatch
(after-hours, 9x2231) as soon as safely possible. Please also use this kit to
report vehicle vandalism which occurred during your rental period.
A. Department Responsibilities
The reserving unit is
financially responsible for all vehicle repair costs but may be reimbursed by
insurance, less a $500 deductible for each vehicle incident. The department
will be liable for the total repair charge: if an accident report or loss
notice is not completed, the vehicle damage is a result of off-paved road
use, or rejection of the accident claim by the insurance company. Fleet
Services also reserves the right to seek reasonable remedy from the user department
for loss of rental income sufficient to recover ongoing vehicle costs (lease payments,
annual insurance, maintenance, etc.) accruing while vehicles are being
B. Driver Responsibilities
The driver of the vehicle is
required to complete the steps in the "Accident Reporting Kit". Failure to
report vehicle damage promptly can result in additional charges for the
recovery of costs associated with discovering the source of damage and
XV. Fleet Services Liabilities
Fleet Services assumes no
liability, expense for losses incurred by users resulting from (a)
unauthorized or prohibited use of the vehicle, (b) improper fuel credit card
use, (c) towing, storage, (d) parking and moving violations, (e) impound
charges resulting from motor vehicle violations, (f) vehicle damage,
mechanical failure, or property losses resulting from driver negligence or
error, or (g) losses resulting from missed connections or reservations due to
events beyond its control. Fleet Services is only liable for expenses
incurred during the reasonable mechanical operation of the vehicle provided;
excluding fuel level at pick up or cleanliness of vehicle.
A. Emergency Repairs
The user is required to call Fleet Services for authorization of repairs
during business hours. During after-hours emergencies, users must call Campus Dispatch (9x2231) to
authorize repairs or seek assistance. If the user is authorized to make
recommended repairs or acquire towing services, Fleet Services or Campus Dispatch
may direct the user to the "Emergency Road Side Assistance" number located on
the back of all key pouches.
B. Services Disruptions
For service disruptions resulting
from mechanical failure or other conditions under its control, Fleet Services
will make every attempt to provide an alternate Fleet pool vehicle.
C. Substitute Rental Vehicle(s)
Fleet Services reserves the right
to make vehicle substitutions to confirmed reservations as necessary. The
substitute vehicle provided will be designed to meet or exceed the original seating
specification. Fleet Services will provide the substitute vehicle at the same
rental rate as the original vehicle reservation.
XVI. Emergency Information
If you experience any
complications while using one of our vehicles, please contact the numbers
below for emergency assistance:
UCSC Fleet Services Monday - Friday, 8:00 AM to 5:00 PM 831-459-2228
UCSC Police Dispatch Evenings, weekends, or holidays 831-459-2231
XVII. Comments and Suggestions
Fleet Services encourages your
comments and suggestions on our rental service so we may better support the
University's mission of education and outreach. Please send your feedback to email@example.com.
Current Vehicle Rental Rates
Vehicle - Seating Capacity - Daily
Compact Sedans (4-5 people) $45.00 daily,
Cargo Van (2 people) $60.00 daily, unlimited
12-Passenger Vans $80.00 daily, unlimited miles
Please note: Rental rates are
subject to change on a yearly basis, please contact Fleet Services at
831-459-2228 for the current rates and policies.