Our Responsibilities

Fleet Vehicle has vehicles available to meet the transportation needs of the university community. The fleet is composed of four compact cars, five midsize cars, and four mini-vans.

Fleet Vehicle Request/Reservation Form
To reserve a vehicle please complete the online Fleet Vehicle Request/Reservation form.  Note: Vehicles are available on a first-come, first-served basis.  For more information, please contact the Fleet Office (x2200).

Being An Authorized Driver
Each driver must have a completed Driver Authorization and Vehicle Use Agreement on file with Safety and Risk Management Services prior to traveling.  For more information please contact Safety and Risk Management Services (x1793).

Rates by vehicle class per mile
Vehicle Class  Charge Per Mile 2017-2018
Canceled reservations must be received 24 hours prior to departure or a charge will be assessed.

Vehicle Keys

Prior to picking up keys please have:

  1. Driver Authorization and Vehicle Use agreement on file with Safety and Risk Management Services (x1793).
  2. Online Fleet Vehicle Request/Reservation approved by the Fleet Office (x2200).

When all of the above are complete, please pick up the key packet at the Fleet Office (103 General Services) from 7:30 a.m. to 4:30 p.m. Monday through Friday. 

Please bring two copies of the completed Fleet Vehicle Request/Reservation form when picking up key packet(s).

  • Present one copy and sign for the keys on the Fleet Vehicle Request/Reservation form.
  • Take the second copy with you (to record your mileage) along with the key packet.
  • Immediately upon return, bring key packet including key, fuel card, gas receipts and the traveler's copy (with recorded mileage) to Fleet Office or in the Fleet drop box (next to Fleet garage door) if returning after business hours. For more information contact the Fleet office (x2200).


If a fleet vehicle is not available when needed and is documented on the Fleet Vehicle Request/Reservation form, personal vehicle reimbursement will be allowed at the higher rate per mile.


If you wish to leave your personal vehicle on campus while using a Fleet vehicle, the driver of the vehicle may park in one of the designated Fleet spaces next to General Services in Lot 27. Passengers can leave personal vehicles on campus with a valid parking permit. If traveling overnight, passengers should park in Lot 27 after obtaining an overnight permit from the Parking Office.

Returning Keys

Please return keys, along with the Fleet Vehicle Request/Reservation form with the mileage recorded, to the Fleet Vehicle desk. If returning after regular business hours, you may place the keys and the reservation form in the drop slot marked Fleet Keys, next to the garage door on the south side of the General Services Building.

Fuel Cards

While traveling, you may need to purchase fuel. Inside each key packet is a "Voyager" fuel card. In the glove box are the instructions for its use. If a fuel station does not accept the card, you will have to pay for the fuel and obtain a receipt for reimbursement. Include the amount you paid for fuel and attach a receipt to obtain reimbursement on your Travel Expense Report (TER).


If you are involved in an accident while using a Fleet car:

  • Take steps to ensure your safety and the safety of your passengers. 
  • Contact the local police.
  • In the glove box, follow instructions found in an envelope labeled "Proof of Insurance & Accident Report Form." This form is required for all accidents, regardless of severity.

Contact Information

Fleet Vehicles
103 General Services Building
Office Hours: 7:30 a.m. - 4:30 p.m.

Telephone: 715-232-2200
Fax: 715-232-2171
E-mail: vehiclef@uwstout.edu