Vehicle Rental forms must be completed and submitted to the Department of Student Activities no later than five business days prior to the first day of your requested rental date. We recommend that you submit this paperwork as early as possible, since we must have all completed forms before we can make your vehicle reservations with Fleet Leasing.
Vehicle Rental Forms
Links to all vehicle rental forms can be found at the bottom of the Forms page on the Risk Management website. You can also pick up paper copies of the forms from the Risk Management area of the Department of Student Activities in the John J. Koldus Building. Instructions about how to complete each form are below.
-
Acknowledgment of Rules/Policies: Read each line item and initial acknowledging that you understand the rule/policy.
-
Vehicle Rental Request Form: Fill this form out in its entirety to reserve your vans, and obtain all required signatures.
-
Release and Applicant Information Form: Provide us with the information requested to complete driver history checks and register your drivings for the online van training course. The Department of Student Activities will contact you with a website link, a personal account user name, and a password to access the system. Only the drivers registered and trained will be allowed to drive university vehicles.
-
Recognition and Assumption of Risk Form: Every person who will be traveling in a rented university vehicle must fill out the appropriate information and sign this form.
-
Approval to Charge Form: This form must be processed through the SOFC to encumber the $1,000 deposit for each vehicle rented. When the last day of your vehicle rental has been completed, and if no damage was done to the vehicle, the encumbrance will be released back into your SOFC account. We are not able to accept personal checks. Please note that 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.
-
Itemization of Charges Form: You do not need to turn in this form, but it will help you organize the charges for renting vehicles. You may pay for these charges either by processing an Approval to Charge Form through the SOFC or by paying out of your organization's fiscal account.
In addition to these forms, please remember to comply with the Student Travel Rule by submitting a Travel Information Form to the Critical Incident Response Team (CIRT) and by submitting an Event Planning Form to the Department of Student Activities.
Charges and Fees
The charges and fees associated with renting university vehicles include the following:
- Rental: $85 per day for large capacity vehicles (15- or 12-passenger vans), $55 per day for cargo vans, $45 per day for minivans, and/or $40 per day for full-sized cars and $35 per day for standard cars.
-
Deposit: A $1000 deposit is required for each rental and must be processed through the student organization's cash account at the SOFC; we cannot accept personal checks. This may vary on a case-by-case basis, depending on the number of vehicles rented.
-
Driving History Checks: A $10.00 per person driving history check must be performed on every student who is signed up to drive. The Department of Student Activities will complete these checks for you with the help of an outside vendor.
-
Driver Training: Each student or staff member who is driving is required to take the online training course, which costs $10.00 per person.
-
Fuel: You will be issued a state fuel card when you rent the vehicle(s), and you must use this card to pay for your fuel. Note: you will need to refuel the vehicle(s) when you return to College Station.
If you need financial assistance for safe travel, your organization may qualify for Risk Initiative Funding.
Additional Information
The following are additional items to note when renting university vehicles.
- A Texas A&M University staff or faculty member must accompany you if you are taking the university vehicles outside the Bryan/College Station city limits. This person must be in the TAMU Payroll system and cannot be a student worker. (You are not required to have a staff or faculty member in each vehicle).
- There must be two (2) trained drivers per rented vehicle traveling with your group.
- We no longer offer 15-passenger vans for rental.
- All Texas A&M University Student Rules apply while you are on your trip.
If you have any questions or concerns about university vehicle rentals, please call (979) 458-4371.