Policies and Procedures

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 a yellow 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 are to avoid this situation by staying on state maintained roads at all times.

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: 2/13/2019

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: 2/13/2019

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: 2/13/2019

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
  • It is the responsibility of any drivers associated with a reservation to ensure no alcohol is consumed within the vehicle.  Drivers should never consume alcohol and operate a vehicle.  Alcohol is strictly prohibited in state vehicles

Last Updated: 2/13/2019

Fleet Services' bus cannot be reserved for trips to private residences; Fleet Services' vehicles are only for use on state maintained roads.  

Virginia Tech Fleet Services operates a 36-passenger bus for official university functions.  The rental rate for a bus is $143/hr, or $134/hr for federal funds, plus fuel cost; bus drivers are included with these charges.  The bus has a one-hour minimum charge per usage during weekday hours (7:00 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.  The bus is not available for overnight trips. Fees such as parking, toll booths, etc. are due at the time by a department representative on the bus. These fees cannot be added to the reservation and are not the responsibility of the driver.

The bus is 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 the bus.

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 fleet.services@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 the bus 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.

Any bus reservation cancelled with less than 24 hours notice, unless the cancellation is due to weather, will incur the appropriate one hour charge. Reservation requests are made on Fleet Commander for buses. For requesting a bus reservation, see the information on the Welcome page.

Effective July 1, 2019, if the University is closed due to a holiday, the Fleet Service's bus will not operate.   

Last Updated: 6/7/2019

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: 2/13/2019

Daily vehicle rentals will be charged a full daily rate per day regardless of pickup time. All fuel used will be charged back to the reservations. Billing begins the day the reservation is scheduled for pickup and ends the day the rental is returned and the keys dropped off at the main office. Friday reservations for weekend travel may be picked up after 4 p.m. Friday for no charge on that day. Charges will begin the following Saturday. Current rental rates are available.

Last Updated: 5/28/2019

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 5:00 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: 2/13/2019

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. 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 our online form. Please inform Fleet Services if this occurs.

Last Updated: 2/13/2019

Please note that due to some specific needs of individuals and departments, Fleet Services is unable to provide vehicles to meet all requirements.  Fleet Services strives to serve the greatest number of university customers with the vehicles we have available.

Fleet Services requires the following information for vehicle reservations:

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 5:00 p.m. Pick ups for 5 p.m. must arrive by 4:45 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 should be added to the reservation 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: 2/13/2019

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

Last Updated: 2/13/2019

If a reservation is not cancelled at least 24 hours prior to the scheduled pickup time, the department will be charged a late cancellation fee of one day's rental. Any bus reservation canceled with less than 24 hours notice will incur the appropriate charge according to reservation time and applicable charge.

Last Updated: 2/13/2019

  • 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 with information on the availability of alternate vehicles. If the customer agrees, the daily rate difference will be credited back to the fund on the reservation.

  • If the customer requires same class vehicle, Fleet Services can help provide contact information for Enterprise for the customer to check their availability. The Fleet Services email canceling the original request serves as backup for payment to Enterprise.

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

Last Updated: 2/13/2019

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: 2/13/2019

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: 2/13/2019

If a vehicle is not picked up within two hours of the scheduled pickup time, the vehicle may be released for other reservations. The department will be billed one day's rental. Customers must contact Fleet Services if they want to pick up a rental later than it was scheduled.

Last Updated: 2/13/2019

The Fleet Services’ office operates from 7:30 a.m. to 5 p.m. Monday through Friday. Vehicles may be reserved from 7:45 a.m. to 4:45 p.m. Monday through Friday. Charges begin once the customer has picked up the keys and has possession of the vehicle. Vehicles required for weekend use may be picked up after 4 p.m. Friday with no charge for that day.

Last Updated: 2/13/2019

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: 2/13/2019

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. For rentals beginning on the weekend, charges begin once the customer has picked up the keys and has possession of the 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 within Monday to Friday operating hours. Keys are not available for pickup after 5 p.m. M-F, or on weekends.

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.

During periods of inclement weather vehicles may not have already been cleared of snow or ice due to staffing levels and operational obligations.  Fleet provides ice scrapers in each of their vehicles to assist efforts in clearing vehicles.  During these times, please allow additional time to properly warm the vehicle and safe operations.

Last Updated: 2/13/2019

Per policy 8013, RSOs are separate and apart from Virginia Tech. In theory, non-VT students may also be members of the RSO. And RSOs are defined as: a voluntary association of Virginia Tech students that has no direct relationship to the university but upon completion of registration documents is entitled to the privileges of operating, meeting, advertising, and participating in activities on the Virginia Tech campus.

The policy does not authorize off campus travel, which is inherent in state fleet use; thus, any department acting beyond the scope of policy to permit RSOs to use state fleet vehicles is against policy and law.

In order to reserve a Fleet Services vehicle, Student Organizations must follow these steps:

  1. Student organizations must obtain approval from their Advisor and/or Department Head in order to submit the departmental fund code necessary for billing in order to reserve Fleet Services vehicles. Without a fund code vehicles cannot be reserved.
  2. You must also have the name of the person with signature authority for the departmental fund code. The name of the person with signature authority is required at the time of reservation. Fleet Services will finalize a reservation for a vehicle after the signature authority approves.

If your organization does not have an advisor and/or are not approved to use a departmental fund code you cannot reserve/use Fleet Services vehicles.

Student Engagement and Campus Life cannot approve reservations for student organizations that are not advised through their department.

Please note that due to some specific needs of individuals and departments, Fleet Services is unable to provide vehicles to meet all requirements.  Fleet Services strives to serve the greatest number of university customers with the vehicles we have available.

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."

Departments are charged a daily rate once the keys have been picked up and the customer has possession of the vehicle; weekend rates do not apply. Should a scheduling problem arise and customer is unable to pick up the vehicle as scheduled, contact Fleet Services as soon as possible.

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: 2/13/2019

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

  • Operators are to avoid any potential damage to vehicles by staying on state maintained roads at all times.
  • 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 us 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.
  • It is the responsibility of any drivers associated with a reservation to ensure no alcohol is consumed within the vehicle.  Drivers should never consume alcohol and operate a vehicle.  Alcohol is strictly prohibited in state vehicles
  • 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. Fleet Services has a limited number of trucks that may be rented when travel requires such items.

  • During periods of inclement weather vehicles may not have already been cleared of snow or ice due to staffing levels and operational obligations.  Fleet provides ice scrapers in each of their vehicles to assist efforts in clearing vehicles.  During these times, please allow additional time to properly warm the vehicle and safe operations. 

Last Updated: 2/13/2019

Vehicles may be returned to the Fleet Services lot 24 hours a day, and should always be returned to their designated parking spot. 

When returning a vehicle:

  • Refuel it at the Fleet Services pumps located on the side of the building.  Failure to refuel may result in a refueling charge being assessed to the reservation.
  • Retrieve the receipt and place in key wallet.
  • A trashcan is provided next to the re-fueling station to assist with disposal of trash. 
  • Return vehicle to the designated space.
  • Record date and time of return, and odometer reading on trip information card record along with any comments and place in key wallet.
  • Return the keys to the front office during operating hours. If it is after 5:00 p.m. or on the weekend, 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 windows and doors are closed and the lights are off.
  • Check vehicle for any personal items.  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: 2/13/2019

Refer to University Policy 5500.

Last Updated: 7/20/2016

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: 2/13/2019

Vehicle operators are personally responsible for all traffic and parking violations incurred while a Fleet Services vehicle is in their custody. Neither the university nor Fleet Services can assume responsibility for violations, citations and fines, or penalties.

The driver is solely responsible for payment and remittance of any citations and fines. Fleet Services will monitor unpaid fines and follow up with the appropriate department.

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

Last Updated: 2/13/2019

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: 2/13/2019

Contact the Controller's Office for details.

Last Updated: 2/13/2019

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

  • Small Sedan = Standard-size car 

  • Large Sedan = Full-size car

Last Updated: 2/13/2019

Please note that due to some specific needs of individuals and departments, Fleet Services is unable to provide vehicles to meet all requirements.  Fleet Services strives to serve the greatest number of university customers with the vehicles we have available.

Fleet Services has the following vehicles to offer:

  • Small Sedan

  • Large Sedan

  • Mini Van - driver + six

  • Large Van driver + 11

  • Cargo Van

  • Pickup (limited availability)

  • 36 Passenger Bus

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

  • Economy-size car (Corolla)

  • Standard car (Camry)

Last Updated: 2/13/2019

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 fleet.services@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: 2/13/2019

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.  

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.

Last Updated: 2/13/2019