What type of training is required to drive a UA fleet vehicle?
All fleet users must have an approved MVR (Motor Vehicle Record) Authorization on file. These can be submitted through Risk Management and the link can be found on Fleet Services and Risk Management’s website. Additionally, all drivers must view a defensive driving video before rental. This is found on both sites as well.
Is there additional training for 12 passenger vans?
Yes, all drivers wishing to rent a 12-passenger van must go through additional training. Please contact Risk Management at (205)348-4535 or email Margaret Smith at msmith11@ua.edu
How far in advance should I place my reservation?
Generally, 2-3 weeks in advance of the trip is adequate, however, we advise all fleet users to submit their reservations as early as possible. We understand that trips arise last minute and will make every effort to fulfill all requests. Our goal is to provide and facilitate safe and economical means of transportation for University travel. If Fleet Services is unable to fulfill your request, we will be happy to help with the rental process from an outside vendor.
Why can’t I make a reservation over the phone and why am I required to email the request?
The use of a state-owned vehicle is for approved UA business only, therefore we require a reservation form containing the department head’s approval signature to be emailed at the time of reservation. This ensures that all departmental travel has been approved prior to the rental. Forms should be emailed to fleet@ua.edu. We are working towards an online reservation and approval process that will remove the need for paper forms.
How do I pick up my keys/car?
All fleet users now have 24/7 access to our key box in our key room. All key pick-ups will be from the box. Users have a unique ID/PIN that allows access. This ID will be emailed to the user on their first rental request and will be assigned to them thereafter. We can also set up your action card if you come by our office. Users will scan into our back door via action card, pick up their reservation form from the folder on the wall (labeled “Pick up forms here”), and use their credentials to access their key from the box. Instructions are listed on the box and an instructional video can be found on our website www.fleet.ua.edu. The key will have the tag number and space number on the fob. Please park the vehicle in its assigned space upon return
I am having trouble retrieving my key from the key box. What should I do?
A key box is a tool that offers flexibility and convenience for our customers. If for any reason an issue arises at any time of day, we are here to assist. If you have key box issues after hours, please call UAPD at (205)348-5454 and they will contact a fleet staff member. UAPD will contact us 24/7. Once contacted, a fleet staff member will assist you in retrieving your key. For normal operations, our office is staffed Monday-Friday 7:30 am-5:00 pm. Please call us at (205)348-4800 or come to our front counter for assistance
Where can I park my personal vehicle during a reservation?
Personal vehicles can be parked in the back of the fleet lot (any un-numbered space) for the duration of the reservation. Under no circumstances should you park your personal vehicle in a numbered space
Why was my car dirty when I picked it up? Why was the gas tank not full?
We strive to provide each customer with a clean vehicle and a full tank of gas. However, during peak periods, some vehicles are used on consecutive days. Returning late at night and leaving out early the following morning, our staff sometimes does not have time to clean/fuel the vehicle. We ask all customers to remove trash from the vehicle and return the vehicle with no less than half-tank of fuel. Please notify us if your vehicle is excessively dirty or low on fuel.
Am I required to record my odometer readings?
Yes, all fleet users are required to record their beginning and ending mileages on their reservation forms to ensure an accurate fuel charge. Failure to record odometer reading will result in additional charges to your department-NO EXCEPTIONS
How do I purchase fuel while on my trip?
All fleet vehicles have a Wright Express (WEX) Fuel card assigned to them. These cards can be found by flipping down the driver’s side visor and are held in a clear pouch equipped with instructions. These cards are accepted at most major fuel stations. Follow the instructions on the card to fuel your vehicle. You do not have to turn in receipts.
What if we experience vehicle issues or are involved in an accident?
If you experience issues while you are on the road or are involved in an accident, please call us at (205)348-4800 if it is during business hours. If it is after-hours, please call UAPD at (205)348-5454. Additionally, there is an emergency sheet located in the glovebox of all vehicles. This sheet will provide the roadside assistance phone number and accident procedures
If our vehicle needs repair while we are on the road, how do we pay?
If your vehicle needs repair for any reason, either use the WEX card, or Fleet Services will pay with a P-Card over the phone. You should NEVER have to pay out of pocket. Please consult Fleet Services before any repairs are performed.
Am I required to return the vehicle with a full tank of gas?
We ask that all vehicles are returned with no less than a half-tank of gas. A full tank is not necessary, but please be considerate of the next user regarding fuel level.
How do I return my vehicle?
Upon return, please park your vehicle in its assigned and numbered space. This number is on the key fob and rear bumper of the vehicle. Once parked, please record your ending mileage, return your form to the folder labeled “Return Forms Here”, and return the key to the key box.
Am I required to remove all trash from the rental vehicle?
Yes, in consideration of the next renter, all fleet users are required to remove all trash from the vehicles. Additional charges will result from excessive dirtiness and trash left behind in the vehicles-NO EXCEPTIONS
We understand that the nature of some trips results in the vehicles returning dirty but ask that every effort is made to keep the vehicles as clean as possible. Additional charges will result from excessive dirtiness due to negligence-NO EXCEPTIONS
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For any off-campus emergencies, please call 911 to contact local law enforcement
For any on-campus emergencies, please call 911 or UAPD at (205)348-5454
Fleet Services
Vehicle Rental & Fuel Administration
The University of Alabama
Box 870386
TUSCALOOSA, AL 35401
Phone 205-348-4800 | Fax 205-348-4810
fleet@ua.edu | http://fleet.ua.edu/