Fleet Services

We have recently added three all-wheel drive crossover SUVs: a Honda CRV (mid-sized, seats 5) and a Honda Pilot and Chevy Traverse (large, seat 7). Though these are not intended for heavy off-road driving (that’s reserved for larger 4X4 SUVs), they do provide all-wheel drive for snow and rain on paved roads and maintained dirt roads.

A speedchart or grant must be provided in order to reserve vehicles.

Vehicle requests can be made using any of the following methods:

• Fill out a Vehicle Rental Request Form and submit, in Excel form, to Fleet.Services@nau.edu.
• Phone: 928-523-2469
• Email: Fleet.Services@nau.edu

We recommend customers call Fleet Services to request vehicles if departure times are outside hours of operation (6am – 5pm, Mon – Fri).

• After-hours weekday departures – keys can be picked up 6am-4pm the day before departure.
• Early Monday departures (before 6am) – keys can be picked up 6am-4pm the preceding Friday.
• Saturday and Sunday departures – keys must be picked up the preceding Friday, 6am-4pm.

In most situations, no extra daily fee will be charged when keys are picked up for departures outside of hours of operation.

Cancellations can be made via email to Fleet.Services@nau.edu or phone at 928-523-2469.

NAU vehicles may go out of state, However, we limit the radius of travel for NAU vehicles to approximately 500 miles. This limit is set in order to provide reasonable accessibility in case of incidents. Outside vendor vehicles (see OUTSIDE VENDORS) will be reserved for travel beyond this limit because the vendors have branches in most areas to provide replacement vehicles more quickly if needed.

Our rental rates calculator provides estimates for NAU, Budget, and Enterprise rentals.

All NAU rental vehicles include a fuel card. Use of these cards are generally limited to fuel and towing. As noted above, Fleet Services charges mileage, so proper use of the fuel cards will not be billed for rentals. Exception: any charges not approved by Fleet Services will be added to the rental bill.

Long-term lease vehicles may be available for departments at a reduced rate. Please contact Fleet Services with your vehicle needs.

If Fleet Services is unable to fulfill a vehicle request, outside vendors Budget or Enterprise may be utilized. We still process and bill these rentals. We are often able to have these vehicles delivered to Fleet Services for pick-up. However, during the busiest times overwhelming requests and limited parking make delivery difficult, so we may require pick-up at the vendor.

• Outside vendor vehicles do not include a fuel card, so fuel must be paid for with a P-Card, or through reimbursement.
• Outside vendor vehicles must be returned with a full tank of fuel due to high refuel charges from the vendors
• Reservations for vendor locations outside of Flagstaff can be made through Fleet Services utilizing the Vehicle Rental Request Form.
• Outside vendors for charter buses are available.
• Our rental rates calculator provides estimates for NAU, Budget, and Enterprise rentals

• State of Arizona Accounting Manual
• NAU Travel Polices & Procedures

If the NAU charter bus is unavailable, Fleet Services can provide a list of State-approved charter bus vendors to contact. Our rental rates calculator provides estimates for NAU, Budget, and Enterprise rentals.

Fleet Services DOES NOT MANAGE the authorized driver program or the van training.

• Information regarding the Authorized Driver Policy and van training can be found HERE.
• All employees, students and volunteers must become Authorized Drivers in order to drive NAU vehicles.
• A valid driver’s license must be presented when picking up a rental.  In addition, if picking up a 12-passenger van rental, a valid van training certification card must be presented. 
•  Note: The maximum number of passengers allowed by the State of Arizona in a van is 12 (one driver and 11 passengers).
• Van training is required to rent and drive 12-passenger vans.
• Any further questions regarding the Authorized Driver Policy and Van Training should be directed to Shuttle@nau.edu.

Limited, designated parking is available near Fleet Services for personal vehicles with any NAU parking permit. Parking at any other location on campus is subject to Parking Services regulations.

Outside vendor vehicles may be returned to designated parking spaces at Fleet Services. Parking outside vendor vehicles at any other location on campus is subject to Parking Services regulations.

If an incident should occur while traveling in an NAU vehicle, please attempt to get a police report, then contact Fleet Services as soon as possible.

• Email: Fleet.Services@nau.edu
• Phone DURING hours of operation: 928-523-2469
• Phone AFTER hours of operation: 928-523-4227

When crossing the border to Mexico, an additional insurance packet that is vehicle specific must be obtained from the Insurance Department.

Seven working days in advance of the scheduled travel, please email nau-insurance@nau.edu with the following information:

• Dates of Travel.
• Specific destination in Mexico.
• Vehicle tag (obtain from Fleet Services just before contacting insurance).

Fleet Services has a cleaning station and wash bay available for NAU vehicles only. No personal vehicle use.

• Please check in with the front office of Fleet Services before using these facilities.
  
• Open 8:00 am-3:00 pm, Mon-Fri. Fleet Services may close these facilities occasionally for department use.
• The vacuum and wash bay may be used by all NAU vehicles.
• Vehicles managed by Fleet Services may use the available cleaning supplies, such as rags and chemicals.  Vehicles owned by other departments must provide their own cleaning supplies.