Back to Vehicle Pool Services
Rental Rates
FY08 Rental Rates
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.
Fee Calculation and Billing
Rental fees are charged to the account number designated by the requesting department. Rental fees are based on the type of vehicle requested and consist of a fixed daily rate plus $0.25 to $0.60 per mile after the first 100 miles.
Daily rental charges are calculated from 6:00am to 6:00am regardless of the time the vehicle was checked out. Long-term/permanently assigned rentals are charged monthly or quarterly.
Reservation requests must be submitted in one of the following ways:
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.
The following information is required to make a reservation:
- Department name and phone number
- Account number (5-digit "ORG" and 6-digit "FUND")
- Destination and purpose of trip
- Name(s) of the person(s) operating the vehicle
- Drivers license number(s) of the person(s) operating the vehicle
- The date and time the vehicle is to be picked up and returned
- Type and number of vehicle(s) requested
- Any special equipment needs
Cancellations
When canceling a vehicle reservation, contact the Transportation Services Office (907) 474-5875 as soon as possible. There is a $10.00 fee for canceling a reservation up to one day prior to scheduled pick up, after that the contract will be charged the daily rate until notification of cancellation is received.
Short Term Rentals
Rentals for less than six (6) months are classified as "short-term".
Long-term/Permanently Assigned Rentals
Rentals for more than six (6) months are classified as "long-term" or "permanently assigned."
Long-term vehicle assignments may be requested by submitting a REQUEST FOR LONG-TERM ASSIGNMENT OF TRANSPORTATION SERVICES VEHICLE. When completing the form, the rental period should be clearly indicated, or if over one year, listed as "indefinite." The form must be signed by the department head and forwarded to the Transportation Services Office.
Permanently assigned vehicles should be requested when the planning process begins, as vehicles are assigned according to availability. Generally there is a waiting list and it may take a year or more to fill a single request, especially if the purchase of a new vehicle is necessary. Vehicles are ordered in December for delivery in July or August.
Special vehicle modifications are available on permanently assigned vehicles. All modifications must be approved by the Transportation Services Office prior to installation.
Charters
A bus and driver may be reserved for seminars, conferences, field trips, and special events for a minimum of 2 hours. Expected start and finish time are to be provided at the time of request and a complete itinerary must be submitted to Transportation Services at least 24 hours before commencing charter. An estimate will be provided at the time of charter/rental confirmation.
The total cost of a charter is based on:
- The Bus hourly rate, which varies based on the bus size
- The Driver hourly rate, $35.00 (driver time includes ½ hour for pre-trip and post-trip inspections and cleaning)
- Actual Fuel Costs
Please complete the Charter Request Form and submit it or fax it to 474-6414.
Authorized Users
Transportation Services vehicles are to be used for official University business only. Authorized Renters and Drivers must fall into at least one of the following categories:
- UAF Faculty with valid UAF identification
- UAF Staff with valid UAF identification
- Currently enrolled students with valid UAF identification
- Student groups approved by office of the Director of Student Activities
- Authorized volunteers formally affiliated with an official UAF program
- Temporary employees with a letter of authorization from their sponsoring department
Any questions concerning this authorized users list may be addressed by contacting the Transportation Services Office. Allowing an unauthorized driver to operate a University vehicle, may invalidate the University's insurance coverage and will make the renter and/or department responsible for damages.
Picking Up Vehicles
The following is necessary to pick up a vehicle:
- Valid drivers license(s). Expired licenses will not be accepted.
- Signed rental agreement
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.
Back to Top
