In the event of an accident involving a Fleet Services vehicle, contact the following immediately regardless of time of day or location:

  • Virginia Tech Police Department if on-campus

  • State Police if off-campus

The operator must also report the incident to:

  • Virginia Tech Fleet Services at 540-231-6141

  • Risk Management at 540-231-7439

Automobile Accident Reports and Insurance Information, located in an orange envelope in the glove compartment, should be completed for all accidents regardless of the damages.

The operator’s department and the fund used for the reservation may be charged up to $1,000 for the repair of the vehicle, unless there is a third party insurance involved. Departments may also be charged a $65.00 administrative fee.

Fleet Services vehicles are only for use on state maintained roads. If there is body damage due to using the vehicle off-road, where tree branches and brush are not cleared from roadway, the operator’s department will be responsible for the full cost of the repair. The cost may also include replacing tires due to damage from off-road use. Operators should avoid this situation by staying on state maintained roads.

If any damage results through negligence, misuse, or abuse, the department is responsible for such damage. There will be an additional charge added to the reservation for extra cleaning of vehicle if necessary.

Should damage, that was not previously reported by the operator, be discovered after a vehicle has been returned, the damage will be properly documented, and then the requesting department will be contacted and afforded a reasonable opportunity to inspect the vehicle damage before the vehicle is sent for repairs.

If a federal fund is used for a reservation and that vehicle incurs damage, the federal fund cannot be charged. It is the department's responsibility to give Fleet Services another fund that is not a federal fund and to internally charge the actual travel charges by completion of a journal entry to the federal fund.

Last Updated: 2/26/2013

Due to the individual needs of travelers with disabilities, Fleet Services is unable to provide modified vehicles to meet all requirements. Any employee (student, faculty, or staff), who must use their own personal vehicle for business travel due to their disability, can be reimbursed at the higher personal mileage reimbursement rate, regardless of the number of miles traveled. In order to receive the higher personal mileage reimbursement rate, an employee with a disability seeking to use personal vehicle, must register with University ADA Services. 

Last Updated: 4/8/2009

Due to the individual needs of travelers with disabilities, Fleet Services is unable to provide modified vehicles to meet all requirements. Any student, faculty, or staff member, who must use their own personal vehicle for business travel due to their disability, can be reimbursed at the higher personal mileage reimbursement rate regardless of the number of miles traveled.

Policy 20335d applies to students, only when they travel on authorized university business for which they may be reimbursed.

In order to receive the higher rate as an accommodation, the employee must register with University ADA Services in the Office for Equity and Accessibility at:
300 Turner Street NW
Suite 2300
Blacksburg, VA, 24061

This needs to be done only once, unless the disability is a temporary or changing condition. However, the employee must attach a copy of the approval letter to each reimbursement voucher.

Contact University ADA Services for more information.

Last Updated: 11/5/2013

Operators of Fleet Services vehicles must:

  • Have a registered profile in Fleet Commander

  • Have a valid United States Driver's License

  • Be an employee of Virginia Tech or receive specific authorization by the department head or administrative office to use the University vehicles and charge the cost to funds administered by the university

  • Have read and understood the policies and procedures herein

  • Have signed and filed the FS-2 vehicle use statement with his or her department

  • Observe all Motor Vehicle Laws, as it is the responsibility of each individual operator to do so

Last Updated: 11/29/2004

Virginia Tech Fleet Services operates two buses for official university functions: one 20-passenger and one 36-passenger. Only the 20-passenger is wheelchair-lift equipped. THE 20-PASSENGER BUS WILL NOT BE AVAILABLE AFTER 1/18/2013. The rental rate for a bus is $89.00 per hour, plus fuel cost; bus drivers are included with these charges. Buses have a one-hour minimum charge per usage during weekday hours (5:00 AM-5:00 PM); there is a two-hour minimum charge per usage after 5:00 PM and on the weekends. For multiple same-day usage, such as morning and afternoon shuttles, the entire time the bus is reserved is charged unless there is a minimum two hour period between trips and/or the bus returns to the Fleet Services lot when not needed. For usage after 5 p.m., the entire reservation time is charged.

Charges begin when a bus leaves the Fleet Service lot and end when the bus returns to Fleet Services. Bus rentals are available year round. Buses are not available for overnight trips. Fees such as parking, toll booths, etc. are added to the reservation if incurred.

The buses are available for any trip that does not require an overnight stay.

Fleet Services reserves the right to cancel a bus reservation if our staff determines that weather/road conditions would make it hazardous to operate.

When reserving a bus for a student trip, we require that at least one faculty or staff member travel on the bus with students. Tobacco and alcohol use are prohibited on buses.

When planning a bus reservation, please note that buses have limited cargo transportation space. This limits riders to a single carry-on parcel.

A confirmed reservation is made after approval is received from the reservation's fund manager. Bus requests must include the passenger pickup point in "comments/notes" section, as well as bus trip's itinerary (times, directions, etc.). You may email your itinerary to fs@vt.edu

When submitting a request for a bus, be sure "BUS RENTAL" is entered as the Usage Type when filling out the online form. If you do not have permission to reserve buses in your Fleet Commander profile, please contact us.

If your itinerary is still being planned at the time of reservation, we ask that you provide this information at least 15 days before the scheduled reservation date.

There is a $89.00 late fee for any bus reservation cancelled with less than 24 hours notice, unless the cancellation is due to weather. Reservation requests are made on Fleet Commander for buses. For requesting a bus reservation, see the information on the Welcome page.

Last Updated: 11/5/2013

Cell phones, BlackBerry devices, smartphones, or other electrical devices must be operated via hands-free device. Any other use such as text messaging or emailing is prohibited while the vehicle is in drive and/or in motion. Use of two-way radios and related essential equipment for emergency response vehicles will be governed by agency policy.

Last Updated: 5/1/2009

Daily vehicle rentals will be charged a flat rate per day. All fuel used will be charged back to the reservations. Billing begins at the time the reservation is scheduled for pickup and ends when the rental is returned and the keys dropped off at the main office. Pickup requests made for before 12 p.m. will be charged a full day. If the scheduled pickup time is made for 4 p.m. or after, there is no charge for that day. Current rental rates are available.

Last Updated: 11/29/2004

If after hours or on the weekend, please call the Virginia Tech Police Department at 540-231-6411. Ask for Fleet Services' on-call list be contacted.

For repairs, the vehicle operator must phone Fleet Services at 540-231-4955 or 540-231-6141 for authorization. Copies of all credit purchases must be presented to Fleet Services upon returning vehicle. The credit card may not be used for anything other than automotive expenses. If after 5:30 p.m. or on a weekend, call the Virginia Tech Police Department at 540-231-6411 and ask them to contact the Fleet Services on-call list.

If an operator must leave the vehicle:
Leave the keys with the repair shop or tow service, and take the credit cards with you. Be sure to have the exact location of the car, i.e., state route or highway number, mile marker, service station/tow service name and address, and the name and phone number of the individual that provided service.

Last Updated: 8/3/2006

All fuel must be purchased with the provided Fleet Services Voyager card. All fuel receipts must be returned to Fleet Services with the rental keys. A $5 fee will be charged for every receipt not returned. If a vendor's pump fails to print a receipt, Fleet Services will accept a handwritten receipt that must include the date, number of gallons, and the cost. In the event that personal funds were used to buy fuel, Fleet Services will process the reimbursement after the operator completes the form. Please inform Fleet Services if this occurs.

Last Updated: 7/1/2001

Fleet Services requires the following information for vehicle reservation:

In the Schedule Information section:

  • Select the appropriate pickup date and time, including a.m. and p.m.. Office hours are Monday through Friday 7:30 a.m. to 5:30 p.m. Pick ups after 5 p.m., must arrive by 5:15 p.m.

In the Selection Information section:

  • Make sure the usage type and site are pre-selected.

  • Click on drop down box and select vehicle type you need.

In the Additional Information section:

  • Click drop down box and select organization name.

  • Enter the appropriate six-digit banner or foundation fund number - no hyphens, letters, etc.

  • Enter destination(s).

  • Enter additional drivers, all of whom must have a profile in Fleet Commander, in the comment section. All drivers must be added to at least five days prior to the date of pickup. Anyone not registered will be removed from your request.

  • If someone is just picking up keys for another person, they must also be registered in Fleet Commander.

In the Comments section:

  • When reserving a vehicle using a federal fund the requestor is responsible to indicate in the comment section of the reservation window that payment will be made using a Federal Fund.

*Only Virginia Tech faculty, staff, students, and approved volunteers with a United States license who are registered in Fleet Commander may operate a rental vehicle.

Last Updated: 8/3/2006

All university vehicles are insured under a policy which provides bodily injury liability, property damage liability, and medical payment. Any other questions related to insurance should be directed to Risk Management at 540-231-7439.

Last Updated: 11/29/2004

If a reservation is not cancelled at least 24 hours prior to the scheduled pickup time, the department will be charged a late cancellation processing fee. Bus reservations cancelled late will incur a one-hour charge.

Last Updated: 7/1/2000

Fleet Services' policy for late returns:

  • The office staff will first try to switch the vehicle for the next customer.

  • If we are not able to use the same class, the customer will be contacted. If the customer agrees, the daily rate difference will be credited back to the fund on the reservation.

  • If the customer wants the same class we will contact Enterprise for a vehicle. Again, the daily rate difference will be credited back to the fund on the reservation.

  • If for any reason the customer will be returning a rental later than scheduled, they must contact Fleet Services.

Last Updated: 11/5/2013

Fleet Services provides fuel and oil for all of their rental vehicles operating in the local area. Vehicles that develop mechanical problems while in the local area should be returned for replacement. In the event that it would be impractical to operate the vehicle, Fleet Services should be contacted for assistance.

Last Updated: 11/29/2004

There is a $25 fee for any credit card that is not returned to Fleet Services and has been determined lost or stolen. The fund listed on the reservation will be charged.

Last Updated: 9/6/2000

If a vehicle is not picked up within two hours of the scheduled pickup time, the vehicle may be released for other reservations, and the operator’s department will be billed a no-show fee. Customers must contact Fleet Services if they want to pick up a rental later than it was scheduled.

Last Updated: 3/22/2004

Vehicles may be checked out from 7:30 a.m. to 5:30 p.m., Monday through Friday. Vehicles required for early morning departures or weekend use may be picked up between 4 p.m. and 5:30 p.m. the preceding workday.

Last Updated: 11/29/2004

Fleet Services vehicles may park in any legal parking space on the Virginia Tech Campus. No parking permit is required. These parking spaces, which are marked by special signs, include:

Faculty/Staff University Permit Parking sign
Residential University Permit Parking sign
Commuter / Graduate University Permit Parking sign

All parking meters still require payment and drivers must have the appropriate handicap parking permit when parking in a designated handicap space.

If users have a need to park on sidewalks, fire lanes, service lanes, or loading/unloading areas, they must first obtain a permit with the Office of Parking and Transportation.

Last Updated: 11/29/2004

Vehicles are to be picked up at and returned to designated parking space at Fleet Services. The driver must present his or her driver's license. Additional drivers must be registered in Fleet Commander and their names added to reservations prior to pickup.

The dispatcher will provide the keys to the vehicle, a fuel credit card (if necessary), vehicle location, a trip information card, and any existing damage to vehicle.

It is the responsibility of the driver to closely inspect the condition of the vehicle and report any discrepancies to the dispatcher prior to leaving the Fleet Services lot.

Parking space is available for privately owned vehicles when renting from Fleet Services. Only one private vehicle may be parked in our lot per rental. Customers must contact Fleet Services if they want to pick up a rental later than it was scheduled.

Parking for private vehicles is available on a one to one ratio. Private vehicles park at owner's risk.

The university cannot assume responsibility for loss or damage to any privately owned vehicle or contents contained within that vehicle.

Last Updated: 8/3/2006

To permit maximum use and be assured of the time requested, vehicle requests should be made as far in advance as possible. Requests may be made up to one year in advance - approval must be received before a vehicle is assigned.

Reservation requests are to be made through Virginia Tech Fleet Services Fleet Commander website. See "Information Required for Reservations."

Users will be charged from the time the reservation is scheduled for pickup. Should a scheduling problem develop and a user is unable to pick up the vehicle as scheduled, contact Fleet Services.

When making reservations for multiple vehicles for the same date, a separate request must be made in Fleet Commander for each vehicle.

Requests that are in "pending" status over five business days after submission are subject to cancellation as "Not approved.

Last Updated: 8/3/2006

The operator of the vehicle has, but is not limited to, the following responsibilities:

  • Use the vehicle at the requested time or notify Fleet Services of a change.

  • Operate the vehicle in a safe manner and keep it secure at all times.

  • Check the vehicle for damages before departure.

  • Use the vehicle for official university business only. Personal use is not allowed.

  • Limit passengers to those authorized for transportation in university vehicles. No pets are allowed. An additional cleaning fee may be charged if evidence of a pet is found in a rental.

  • Observe all traffic laws applying to the area in which the vehicle is being operated.

  • Report defects or problems with the vehicle to Fleet Services.

  • Operators must walk the vehicle noting any new damage each time the vehicle is parked. Notify Fleet Services of any accidents or incidents as soon as possible. Required accident reports, forms, and instructions are located in the glove compartment.

  • Return the vehicle to Fleet Services as scheduled or notify as soon as possible if the scheduled return time and date are no longer feasible. The vehicle could be reserved for another customer.

  • No smoking is allowed in state vehicles per Governor's directive.

  • If any damage results through misuse or abuse, the department is responsible for such damage. If extra cleaning or repair of the vehicle is necessary, there will be additional charges added to the reservation.

  • Flammables such as gasoline, chemicals, etc. or equipment containing such items, cannot be transported in any Fleet Services rental passenger car or van. A truck must be rented when travel requires such items.

  • Upon returning, refuel the vehicle as the Fleet Services lot. Failure to refuel will result in a $5 fee added to the reservation.

Last Updated: 2/26/2013

Vehicles may be returned to the Fleet Services lot 24 hours a day.

When returning a vehicle, refuel it at the Fleet Services pumps, retrieve the receipt, and park the vehicle in the designated space. On the trip information card record, along with any comments, the current odometer reading, date, and time (a.m. or p.m.) the vehicle is returned. Return the keys to the front office during operating hours. If it is after 5:30 p.m. or on the weekend, please drop the keys into the night drop slot in the door across from the fuel pumps. Do not leave the vehicle at the pumps.

Make sure all the windows and doors are closed and all lights are turned off. The driver should double check the vehicle for items left behind.

Failure to refuel will result in a $5 fee added to the reservation.

Fleet Services is not responsible for personal items left in the vehicle. Personal items not claimed after 10 days will be considered abandoned and sent to Surplus Property for disposal.

The operator must return the vehicle to Fleet Services as scheduled. If for any reason the vehicle cannot be returned as scheduled, contact Fleet Services.

Last Updated: 11/29/2004

Refer to University Policy 5500.

Last Updated: 7/1/2005

Requests for reimbursement of parking and toll road expenses must be made to the user’s department in the usual manner when expense accounts are submitted.

Last Updated: 11/29/2004

Vehicle operators are personally responsible for all traffic and parking violations incurred while a Fleet Services vehicle is in his or her custody. The university cannot assume responsibility for violations or any fines or penalties.

Misuse of vehicle could result in denial of future use of Fleet Services vehicles for the individual and/or the entire department.

Last Updated: 11/29/2004

The operator of the vehicle may authorize and pay for repairs up to, but not exceeding, $100. If repairs are to exceed $100, the vehicle operator must call the Fleet Services’ supervisor at 540-231-4955 for authorization. Copies of all invoices for credit purchases must be presented to Fleet Services upon returning vehicle. The credit cards may not be used for anything other than automotive expenses.

Last Updated: 11/29/2004

Contact the Controller's Office for details.

Last Updated: 8/3/2006

Use the list below to compare Fleet Services vehicle sizes to vehicle sizes of rental agencies:

  • Four passenger car = Standard-size car (small)

  • Five passenger car = Mid-size car (medium)

  • Six passenger car = Full-size car (large)

Last Updated: 9/25/2000

Fleet Services has the following vehicles to offer:

  • Economy Car (five seat belts)

  • Standard Car (five seat belts)

  • Mini Van - driver + six

  • Large Van driver + 11

  • Cargo Van

  • Pickup

  • 20 Passenger Bus - NO LONGER AVAILABLE AFTER 11/18/2013

  • 36 Passenger Bus

Use the list below to compare Fleet Services vehicle sizes to vehicle sizes of rental agencies:

  • Economy-size car (Cobalt)

  • Standard car (Impala)

Last Updated: 8/3/2006

Departments wishing to use a non-Virginia Tech driver must send the driver's name, address, phone number, and driver's license expiration date by email to fs@vt.edu.

The department is also responsible for:

  • Having read Policy 4060.

  • Ensuring volunteers read and sign the FS-2 form.

  • Ensuring each volunteer's driving record is free of moving violations.

Last Updated: 11/5/2013

On the back of the card, there is a 1-800 number available to answer any questions and give immediate approval to stations. This service is available 24 hours a day, seven days a week.

Cards are designed to be used at the pumps; however, it is station dependent. When used at the pumps or inside the card will prompt for the current odometer reading and the four digit driver id/pin number, which is on the back of the card.

Return all fuel receipts. There is a $5 fee added to the reservation for each receipt that is not turned into Fleet Services when the vehicle is returned.

Fleet Services suggests that operators only purchase regular, unleaded fuel.

When traveling in rural areas, some small stations may not accept the Voyager card. In these situations, pay for the gas and keep the receipt. Upon return, Fleet Services will assist with the reimbursement form.

All major stations accept the Voyager card. Look for the Voyager logo. A listing of locations by station is available.

Last Updated: 8/4/2006

Contact

Fleet Services
255 Sterrett Drive (0519)
Blacksburg, Virginia 24061

Phone
540-231-6141
540-231-4435 (fax)

Email
fleet.services@vt.edu

Office Hours
Monday - Friday
7:30 a.m. - 5:30 a.m.