The following forms must be completed and turned in to Student Activities NO LATER than FIVE BUSINESS DAYS prior to the first day of your requested rental date. We cannot make any vehicle reservations with Fleet Leasing until these forms are completed and turned in.
Forms:
Click Here to obtain forms
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Acknowledgement of Rules/Policies - Please read each line item and initial acknowledging that you have read each one and understand the rule/policy.
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Vehicle Rental Request Form PDF - Please fill this form out completely. This information is very important and all signatures are required.
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Pre-Event Planning Form PDF- Fill this out completely and as accurately as possible.
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Release and Applicant Information Form - This form will give the information necessary to complete driver history checks and to sign up drivers for the on-line training course. Student Activities will contact you with a website, a personal account username, and a password to access the system. Only the people on this list are allowed to drive the University Vehicles.
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Recognition and Assumption of Risk - Every person who will be traveling in a rented University Vehicle MUST fill out the appropriate information and sign the form. If the event is a conference, a time and date schedule will be set per the itinerary of the event.
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Approval to Charge Form - This form must be processed through the SOFC to encumber the $1000 deposit for each vehicle rented. When the last day of your vehicle rental has been completed, and no damage was done to the vehicle, the encumbrance will be released back into your SOFC account. This form MUST be received to reserve your vehicle from Transportation Services. We are not able to accept personal checks. This form will also encumber the cost to fill the vehicle with gasoline using the State Fuel Card and to encumber the cost for other estimated charges to rent the vehicle (miscellaneous fuel, online driver training course, and driver history checks). These charges will not be applied to your account until a month or two after the rental.
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Itemization of Charges - You need not turn this in, but this form will help you figure out how much money you will need to pay in advance to rent the vehicle. You may pay for these charges either by processing an Approval to Charge form through the SOFC or paying from a fiscal account.
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CIRT Travel Notification - This must be filled out before leaving for your trip and submitted to CIRT. This is essential!!
**We no longer have 15-passenger vans available to rent.
Charges and Fees
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$60 per day for large capacity vehicles, $40 per day for minivans, and $30 per day for cars. The 12-passenger van, 11-passenger van, cargo van, and 8-pasenger van with cargo are all classified as large capacity.
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$1000 deposit required on each vehicle that must be processed through the student organization's cash account at the Student Organization Finance Center (SOFC). We cannot accept personal checks.
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$9.75 per person for a driving history check, which must be performed on every student who is signed up to drive. This price may vary depending on state. Student Activities complete these checks for you with the help of an outside vendor.
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$10.00 per person for each driver taking the online drive training course. Each student or staff member that is driving is required to take this course.
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Cost of fuel charged through your state fuel card, which is issued to you when you rent the vehicle(s). You are required to use the state fuel card.
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Cost to refuel the vehicle(s) when you return to College Station.
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If you need financial assistance for safe travel, (i.e. vans, drivers, required driver training, etc.) your organization may quality for Risk Initiative Funding. Information is found at
http://studentactivities.tamu.edu/.
Important Items to Know
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The Department of Student Activities requires that a TAMU staff or faculty member accompany you on every out of town trip! (more than 15 miles outside of the Bryan/College Station city limits) You do not need a staff or faculty member in each vehicle. This person cannot be a student worker, and must be in the TAMU Payroll system.
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You need to make sure you are familiar with the all the Texas A&M University Student Rules. All of these rules apply while you are on your trip. Student Rules are available online at
http://student-rules.tamu.edu.
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Please talk to Monica Garner or other staff from the Department of Student Activities Risk Management/Organization Development Team at 458-4371 if you have any questions.
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There must be 2 drivers per rented vehicle.
