Fleet Vehicles

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.

To make a reservation e-mail Fleet Vehicles. Please include your preferred vehicle size, account number, destination, date and times of departure and return, and phone number. Note: Vehicles are available on a first-come, first-served basis.

Account Numbers
A valid account number is required at the time of reservation. A completed Travel Authorization form, with the valid account number and appropriate signatures, is required when picking up the vehicle keys. Keys must be picked up during open office hours. Arrangements can be made for travelers departing when we are closed.

Being An Authorized Driver
You must be an authorized driver to use a University Fleet Vehicle. A Driver Authorization form must be completed and turned into the Safety and Risk Management Office at 130 University Services Building.

Rates by vehicle class per mile
Vehicle Class  Charge Per Mile 2013-2014
A minimum charge of 100 miles per day applies to each trip. Canceled reservations must be received 24 hours prior to departure or the 100 mile charge will be assessed.

Vehicle Keys

To pick up a fleet vehicle come to 103 General Services. Bring a completed Travel Authorization form (TA), signed by yourself, your department account administrator, and your supervisor.


If no vehicle is available when you need one, a non-availability slip will be issued allowing reimbursement at the higher rate per mile. This must be requested from the Fleet Office prior to travel.


If you need 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 TA form with the mileage recorded, to the Fleet Vehicle desk. If returning after regular business hours, you may place the keys and the TA 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 gas station does not accept the card, you will have to pay for the gas and retain the receipt so you can be reimbursed for the gas. When you complete your Travel Expense Report (TER), include the amount you paid for the gas and attach the receipt to obtain reimbursement.


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

  • First look after your own safety and that of your passengers.
  • Contact the local police.
  • In the glove box, follow the instructions found in the 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: 715-232-1123
Fax: 715-232-2171
E-mail: vehiclef@uwstout.edu