Fleet Frequently Asked Questions

Who can rent vehicles from Transportation Services’ Daily Rental?
Only TAMUS departments, units or organizations are able to rent vehicles. A valid departmental account number must be given at the time the reservation is made.

Are students allowed to rent vehicles?
Students representing departments, units or organizations are allowed to rent vehicles from the Daily Rental Fleet when one of the following criteria is met:

• Students involved in departmental or unit business:
  • The use should be consistent with the University policies and procedures and in line with the goals of the University.
  • The rental must be approved by the department or unit head.
  • Must be in compliance with the Student Travel Rule and Student Travel Procedures.
• Student Organizations:
  • Student organizations must be officially recognized by the Department of Student Activities.
  • Reservations for student organizations are handled through the Student Activities Office.
  • Must be in compliance with the Student Travel Rule and Student Travel Procedures.

For more information about Student Activities Guidelines contact the Student Activities Risk Management Office.

Who can drive the vehicle?
Departments are responsible for ensuring the drivers of their assigned vehicles are faculty, staff members, students or affiliates of their department.

How old does a person have to be to drive a Daily Rental vehicle?
Drivers must be at least 18 years old, possess a valid driver’s license and be approved by the department to drive University vehicles. Transportation Services’ personnel are required to obtain the driver license number of any individual to whom a vehicle is being released.

Can a departmental guest (visiting professor) drive the vehicle?
Affiliates may drive the vehicle but they must be approved by the renting department.

Are spouses and/or children allowed to ride in the vehicle with me?
Yes, spouses or children may ride along with an employee in a state vehicle. However, as with other incidental use rules, this activity should not incur the state any added expense beyond what is necessary to carry out the state business for which the vehicle is being driven.

Is my spouse allowed to drive the vehicle?
There is no rule against this, however, we discourage this unless the state employee is incapacitated to the point of endangering himself or herself and other occupants by driving.

How far in advance should I make my request?
Vehicles are rented on a first-come, first served basis; therefore, it is recommended that requests for vehicles be made as early as possible.

Will I be charged if I cancel my reservation?
Reservations may be cancelled up until the pick-up or delivery time noted on the reservation at no cost to the customer. If the reservation is cancelled once a vehicle has been picked-up or delivered, the department will be assessed a one day charge. Cancellations may be made by calling 979.845.5846, by e-mailing us at . In the event of a cancellation, a cancellation number will be issued and an e-mail sent to the renting department as confirmation of the cancellation.

Where do I pick up the vehicle?
Vehicles may be picked up at the Transportation Center on Agronomy Road, Building 958.

Can I park my personal vehicle at the Transportation Center during my reservation?
For customer convenience, personal vehicles may be parked in Lot 76 or 78 for the duration of the reservation. Since there is limited space available, individuals should advise Transportation Center staff and request to use a parking placard. Placards should be displayed on the dashboard of the personal vehicle and must be used in conjunction with a valid TAMU parking permit.

Both lots are located on Agronomy Road and are within close proximity of the Transportation Center. When parking in lot 78, Transportation Center staff will follow the customer to the lot in the rental vehicle.

Can the vehicle be delivered?
Delivery service is offered at no cost to departments. Delivery services are limited and are offered on a first-come, first-served basis. Delivery service begins at 6:30 am and ends at 5:00 pm, Monday through Friday. When the reservation is made, detailed instructions must be given on delivery location, parking location and room number where the keys should be taken. A licensed driver must be present to receive the vehicle at the delivery location. Billing will begin at the time of pickup and end at the time of return as noted on the reservation.

Can the vehicle be delivered to my home?
Unfortunately, delivery is only offered to locations that are on campus or a TAMU building off-campus.

Where do I return the vehicle?
Vehicles may be returned to Transportation Center at the end of the rental. Customers should complete the green sheet in the packet. Drop the packet, keys and fuel cards into the maroon Drop Box located by the front doors of the building or lock the packet, keys and fuel cards in the vehicle. Vehicles should be parked in the lot located in the front of the building, lot 81. Billing will begin at the time of pickup and end at the time of return as noted on the reservation.

Do I need to fill out any paperwork upon returning?
When the trip is concluded, customers should complete the green sheet included in their rental packet. The date and time the vehicle was returned to Transportation Center or the pick-up location must be recorded on the green sheet. The recorded time is used for billing purposes. Lock keys and packet in the vehicle. In cases where the green sheet is not completed, the estimated return time indicated at the time the reservation was made is used for billing purposes.

If there is anything wrong with the rental vehicle, please complete the blue recommendation card provided in your packet, or email us at .

Vehicles returned in a condition requiring significant cleaning or repair, such as removal of stains or mud from the interior due to abuse of the vehicle, will be returned to a rentable condition. The Transportation Center will charge the cost of cleaning or repair to the renting department. A department will not be charged for normal cleaning of a vehicle.

If I need to return a vehicle, what time do you close?
We close at 5:30 pm Monday thru Friday but customers may return vehicles to the Transportation Center after hours, weekends and holidays. Customers should complete the green sheet in the packet. Drop the packet, keys and fuel cards into the maroon Drop Box located by the front doors of the building. Vehicles should be returned and parked in the lot located in the front of the building, lot 81. Billing will begin at the time of pickup and end at the time of return as noted on the reservation.

Do I have to return the vehicle to the Transportation Center?
If you do not want to return your vehicle to the Transportation Center, pick up service is available. Arrangements for pick-up service should be made at the time the reservation is made.

What should we do if we get back early?
If the vehicle will be returned at a time other than as stated on the reservation, notify Transportation Center as soon as possible. This will greatly assist in ensuring that vehicles will be available for the next customer who may have reserved the vehicle.

Will I be charged for a whole day’s rental if I have the vehicle for only 2 hours?
Unfortunately, we do not have hourly rates. Vehicles are rented on a 24-hour basis. Billing will begin at the time of pickup and end at the time of return as noted on the reservation.

Can I have an estimate on the cost of the rental?
Once a reservation is made, a confirmation is sent via email with the rental information and an estimate of the rental cost. Fuel cost is not included in the estimate.

Can I use a travel card or procurement card to pay for the vehicle rental?
Unfortunately, we are unable to accept credit cards at this time. Rental reservation must use a valid departmental account.

When will my department be billed?
Departmental accounts will be IDT or invoiced at the beginning for each month.

Do we need to take the Van Safety Training?
Texas A&M University has specific guidelines for the use and operation of full size passenger vans. Please review these regulations before requesting van rental. One requirement of driving full-size passenger vans is Van Safety Training. This web-based course covers topics that will help reduce the risk of rollover. The cost of the training is $10.00 per person and will be billed to the department. To sign up for this 20-30 minute course, please fill out the Request for Van Safety Training or MVR Form and submit. Other Safety material is available in all the large capacity vans and at the Transportation Center.

For more information on van safety visit the National Highway Traffic Safety Administration web page

Can the vans be used to tow?
The Transportation Center does allow vans to be used to tow trailers if the vehicle is equipped with a towing package. It is strongly recommended that no one be allowed to tow unless they have previous towing experience.

What are the regulations regarding vehicle use?
See System Policy 33.04 Use of System Property for regulations.

Can I take the vehicle home with me?
In cases where significant time or cost savings can be achieved, a vehicle may be driven to an employee’s home and retained overnight with prior approval from their department.

How many miles can I drive?
All Transportation Services Daily Rental vehicles include unlimited mileages.

Where can I park a university vehicle?
Rental vehicles may be parked in any university business parking area. See map for locations. For more information on University Business Spaces see the Transportation Services Parking Regulations.

What do I do if I am involved in an accident?
If you are involved in an accident:

• Stop immediately and notify the proper law enforcement agency so that an official report can document the accident.
• Take necessary steps to prevent another accident.
• Call emergency medical services (911) if necessary. Render aid to the injured until help arrives.
• DO NOT make any statement, oral or written, as to WHO was at fault. Any admission of fault may impair the insurer’s ability to defend a case of questionable legal liability. Appropriate legal authority will decide fault or liability.
• Record the names and addresses of all witnesses. Accident Witness Form
• Provide all required information to the law enforcement officer.
• While at the scene of the accident, secure information needed to complete the Motor Vehicle Accident Report located in the map compartment and/or rental packet in the vehicle. The police officer will assist in providing the necessary information. Do not leave blank spaces.
• Complete the report and submit directly to the Office of Risk Management and Safety within 24 hours. A copy must also be sent to the Transportation Center.
• Report the accident to your department head and to the Transportation Center (979) 845-5846. Be prepared to provide the following information:
  
  • 1. Extent of the damages.
  • 2. Personal injuries.
  • 3. Location of injured, hospital, etc.
  • 4. Location of vehicle.
  • 5. Your intentions to continue or return on your trip.

If a vehicle is inoperable and within the Bryan/College Station area, call the Transportation Center and a wrecker with a replacement vehicle will be dispatched to the accident location. If outside of the Bryan/College Station area, have the vehicle towed to the nearest dealer, arrange for another rental vehicle from a local vendor and proceed with your business. In the event that two or more vehicles are to be towed, all vehicles should be towed to the same location, regardless of make and model.
Comprehensive Coverage Plan and Liability Insurance to cover University and non-University vehicles or property as the result of an at-fault accident are included in the rental rate. Losses will be handled through TAMU Risk Management. In the event of an accident, a $1000 deductible for liability per incident will apply. The renting department will be charged for property damages up to $1000. For more information on insurance, please contact the Office of Risk Management.

What should I do if the vehicle breaks down?
If a rental vehicle has a mechanical breakdown, your first consideration should be the safety of you and your passengers. Be sure everyone stays away from the lane of traffic at all times. Engage the emergency flashers on your vehicle. Next, ensure the vehicle is clear of traffic and parking brake is engaged.
During office hours, call the Transportation Center for assistance 979.845.5846. Be prepared to give the vehicle location, vehicle number and telephone number where you can be reached and fleet personnel will assist you over the phone. If no alternative transportation is available and you are within 100 miles of the Bryan/College Station area, another vehicle will be dispatched to the scene if the resources are available. If a vehicle must be left unattended until assistance arrives, ensure that the vehicle is clear of traffic, turn off the emergency flashers, roll up the windows, and lock all doors. Keys, credit cards and valuables must be taken with you.

After hours, on weekends and holidays, please use the following as a guideline:

• Locate a maintenance facility. If possible, try to obtain the repairs from an authorized automotive dealer. The driver of the University vehicle is responsible for using good judgment to ensure reasonable costs, the repairs performed are necessary and the University's interests are protected.
• Obtain an estimate prior to repair. The driver is authorized to proceed with any repair that is estimated to cost less than $500.
• Payment can be made using the state fuel credit card provided in the reservation packet (Comdata MasterCard). Payment may also be made using a personal credit card or cash. If payment was made using your personal credit card or cash, the Transportation Center will authorize reimbursement upon receipt of paid invoice(s) and this could take approximately two weeks.
• Retain a copy of the invoice(s) which must show the vehicle license number, mileage and signature of the authorized driver. Return receipts to the Transportation Center.
• If the rental vehicle is not a university vehicle, contact the vendor for assistance with your vehicle information (see key ring).

If unable to wait for another vehicle or for the vehicle to be repaired, you may also continue your trip by using a commercial rental agency. If the decision is made to continue on your trip, please call the Transportation Center 979.845.5846 with the location of the fleet rental vehicle. Leave the keys and packet in the rental vehicle out of site preferably in the glove compartment or under the driver's seat. Transportation Services will then retrieve the rental vehicle. Transportation Services will not be liable for cost incurred other than actual cost to repair the vehicle.

What should I do if I have a flat tire, need a battery jump-start or get locked out?
For assistance you can contact Ford Roadside Assistance at 1-800-241-3673 24 hours a day, seven days a week, including holidays. You can also call Texas DPS at 1-800-525-5555 for assistance anywhere in Texas. Be prepared to give your vehicle description and location.

Will I get reimbursed if I have to purchase oil or a tire with cash or a personal credit card?
Yes, reimbursement must be sought through the Transportation Center. A copy of the receipt must be turned into the Transportation Center along with the vehicle number and a meter reading. The process may take approximately two weeks to receive reimbursement.

What is done with lost and found items?
Equipment or personal items left in rental vehicles will be removed, tagged with the vehicle number and stored at the Transportation Center. Every effort is taken to link the item to the driver. The driver is then contacted, and the item remains at the Transportation Center until it is recovered. Unclaimed items are held for 72 hours. After 72 hours, items are taken to the University Lost and Found located at the Memorial Student Center.