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Departments are encouraged to use University owned vehicles whenever possible in conducting University business. There are a variety of ways departments may use vehicles.

Departments may have control of their own departmental vehicles, lease them from Fleet Services, or rent them from the rental pool at each campus. These vehicles are owned and insured by the University and all have the same driver requirements and insurance deductibles. Departments are not allowed to buy or lease vehicles. All vehicles bought and leased must be done through Fleet Services.

Fleet services also has an overflow contract to ensure rental vehicles are always available. Departments may also rent vehicles through the Big Ten Contract if travel is outside the local area (currently National Interrent). These vehicles have different driver requirements. These vehicles include full insurance coverage. For this reason, rentals from non-University contracts are discouraged and may expose the department and the University to a large monetary loss in the event of an accident.

When renting a vehicle, the traveler or departmental representative:

• Determines the trip is related to University business and has departmental approval.
• Decides whether to rent from Fleet Services, the Big Ten Contract, or use a personal vehicle.
• Contact the following to make a reservation (see Contacts section).

  Twin Cities Campus, 612-625-3033

  Duluth Campus, 218-726-8292

  Crookston Campus, 218-281-8483

  Morris Campus, Fleet Operations, 612-589-6125

  National Interrent, 1-800-227-7368, you must reference ID #5004462

• Provide the following information: department requesting rental, EFS Account String, account 770204, name of person authorizing rental and phone, contact person and phone, destination, date and time of pickup, date and time of return.
• Follow the rules for authorized and sponsored drivers in the Appendix section of this policy.