Fleet Rental FAQs

• What are the hours of operation for Fleet Services?

   8:00a.m. to 5:00p.m., Monday through Friday, excluding holidays.

• Who can operate a University-owned vehicle?
  Only UTMB employees and contractors authorized through Fleet Service Center personnel may operate a University-owned vehicle, vehicles leased through Fleet Services, or vehicles rented from private rental agencies for University use.

• What does “UTMB employees” include?
  For purposes of vehicle assignment, a UTMB employee is defined as “any individual working for the state for wages or salary.” This can include part-time employees, visiting faculty paid by stipend, or students if they are on our payroll.

• May I rent a UTMB vehicle to drive while my personal car is in the shop?
  No. University vehicles may only be operated for university business.

• If I were to be involved in an automobile accident in a UTMB Vehicle Pool vehicle while conducting University business, what should I do?

  You should do two things right away. First, notify campus police or the appropriate law enforcement agency and get a police report. Second, notify Fleet Services at (409) 747-2959 within 24 hours of the accident and complete the UTMB Accident Report as soon as possible.

• Is there a minimum or maximum rental period?

  Each vehicle has a minimum rental period of one (1) day.  There is no maximum rental period.

• Will additional insurance be needed or charged?

  No additional insurance is required.

• How is fuel purchased?

  Fuel for vehicles rented through the UTMB Fleet Vehicle Pool should be purchased either at the Fleet Fueling station on Harborside, or by using the Voyager Fuel card assigned to the user department.

• Can non UTMB employees be passengers in a Fleet rental?

  Non-UTMB employees, such as Contractors, can be passengers in a Fleet rental.  Patients/Visitors may not ride as a passenger in a Fleet Pool rental unless given specific permission to do so by Fleet authorized personnel.  Please note: Only drivers authorized through the UTMB Fleet Service Center may drive a UTMB vehicle.  

• Who is allowed to rent a UTMB vehicle from the Vehicle Pool?

  Only department Managers or Vehicle Coordinators with authorization to utilize financial information (FRS numbers) for charges may reserve and rent pool vehicles 

• Who can I contact if a rental vehicle needs repair or roadside assistance?

  Roadside assistance is provided through the Enterprise Fleet Management (EFM) maintenance program.  The number to call for roadside assistance is located on the vehicle maintenance card located in the glovebox of the rented vehicle. 

• What is the procedure for renting a vehicle from the UTMB Vehicle Pool?

  Requestor clicks

  Click here to schedule the Ford Truck

  This truck rents at $40 per day. Requestor selects which vehicle they would like to reserve and date(s) for reservation. (Reservation is based on vehicle availability). 

  Requestor completes additional information, including FRS#, to be charged for daily rental at the end of the month.  Please note:  Only department Managers or Vehicle Coordinators with authorization to utilize financial information (FRS numbers) for charges may reserve and rent pool vehicles. 

  After you accept your rental reservation, a notification email will be sent to the requestor of where the vehicle is located and where to pick up/drop off the keys.

   

   

• What charges should I be aware of?

  There is a ‘per day’ charge assessed to the user department at the end of each month for each day the vehicle is rented.

  Each vehicle must be returned to the location it was picked up at in working order, in clean condition, and with a full tank of gas.  Should the vehicle be returned not in working order, in a clean condition, or without a full tank of gas, all expenses associated with cleaning the vehicle and filling the tank with gas by Fleet personnel will be charged to the user department along with the daily rental fee.