Request Forms
Vehicle rentals Accordion Closed
Vehicle requests can be made using the following methods:
- The online Vehicle Rental Request System
- Phone: 928-523-2469
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- A speedchart or grant is needed in order to reserve vehicles.
- Inquiries may be made by phone or by emailing Fleet.Services@nau.edu.
- Old Vehicle Rental Request forms will no longer be accepted after June 30, 2020.
- To update or cancel a reservation, email Fleet.Services@nau.edu or call 928-523-2469. Please include the reservation number found in the automated confirmation email.
- Monday departures before 6:00am - keys must be picked up between 3:00pm-5:00pm the preceding Friday.
- Tuesday - Friday departures before 6:00am - keys must be picked up between 3:00pm-5:00pm the day before departure.
- Saturday/Sunday departures - keys must be picked up the preceding Friday between 2:00pm-5:00pm.
- In most situations, no extra daily fee will be charged for departures outside of hours of operation.
- 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 Vendor Vehicle Rentals) will be reserved for travel beyond this limit because the vendors have branches in most areas to provide replacement vehicles more quickly if needed.
- Six (6) or more dates of travel during a single semester.
- Only the dates change - all other information must remain the same for all requests.
- Fleet Services will then enter the requests into the system. If these requirements are not met, you will be asked to make the requests through the means mentioned above.
NAU vehicle rental rates (subject to change) Accordion Closed
| Vehicle Class | Example Vehicle Models | Max. Seating | Daily Rate | Weekly Rate | Mileage Rate |
|---|---|---|---|---|---|
| Full Size Sedan | Toyota Camry | 5 | $33.00 | $165.00 | $0.12 |
| Minivan | Dodge Caravan | 7 | $44.00 | $220.00 | $0.23 |
| Mid All-Wheel SUV | Honda CRV | 5 | $43.00 | $215.00 | $0.16 |
| Large All-Wheel SUV | Chevy Traverse | 8 | $43.00 | $215.00 | $0.27 |
| Large 5-seat SUV 4x4 High Clearance | Chevy Tahoe SSP | 6 | $63.00 | $315.00 | $0.38 |
| Large 9-seat SUV 4x4 High Clearance | Chevy Suburban | 9 | $63.00 | $315.00 | $0.38 |
| 12-passenger Van | Chevy Express | 12 | $63.00 | $315.00 | $.35 |
- 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.
Outside vendors Accordion Closed
- If Fleet Services is unable to fulfill a vehicle request, an outside vendor such as Enterprise may be utilized. Fleet Services will still process and bill these rentals. We are often able to have these vehicles delivered to Fleet Services. However, during our busiest times, overwhelming requests and limited parking make delivery difficult, so we may require pick-up at the vendor.
- For departure locations outside of NAU campus, Enterprise will be utilized. Customers must provide the physical address of the Enterprise departure and return locations. Enterprise locations available at Enterprise U.S. Locations
- Our rental rates calculator provides estimates for NAU, Budget, and Enterprise rentals.
- Outside vendor vehicles do not include a fuel card - fuel must be paid for with a P-Card or through reimbursement within your department.
- Outside vendor vehicles must be returned with a full tank of fuel due to high refuel charges from the vendors.
Authorized driver policy & van training Accordion Closed
Authorized Driver Policy
- Fleet Services does NOT manage the Authorized Driver Policy. Drivers must register their driver’s license and pass the Defensive Driving Training Module in order to rent and drive NAU/Enterprise vehicles covered by State of Arizona insurance.
- Any questions regarding the Authorized Driver Policy should be directed to Francisco.Espinoza@nau.edu
- Van Training is required to rent and drive 12-passenger vans as determined by the Arizona Board of Regents.
- Any further questions regarding van training should be directed to Shuttle@nau.edu.
Allowed vehicle use Accordion Closed
- According to Arizona Revised Statue 38-538.02 "use for business purposes does not include normal commuting to and from the employee's residence at any time unless the employee is on duty or on call for duty during the time that the employee is at the employee's residence. "Vehicles are not to be kept overnight at a personal residence in Flagstaff."
- Further information regarding vehicle use can be found in the NAU Comptroller's Travel Policy.
- Smoking is prohibited in all NAU vehicles.
Accidents Accordion Closed
- For on campus accidents, notify NAUPD at 3-3611.
- If accident occurs off campus, contact the local police agency to file an incident report.
- Check vehicle's glove box for required documentation. An accident form of identification card are located in the vehicle's glove box.
- Report all accidents and damage to Transportation Services Center at 3-2469 and then file an online Damage Report.
- Guide to filling out a Damage Report.
- A completed Automobile Loss Report form shall be submitted to Risk Management on all motor vehicle accidents, regardless of the amount of damage, with 24 hours of the time of the accident.
- Risk Management is required to report all liability claims to the Arizona Department of Administration Risk Management Division within one day if there is bodily injury or if damage is expected to exceed $10,000. All other losses are to be reported to Risk Management within 10 days.
- Motor Pool & Long-term Lease vehicles are currently covered under the state risk (deductible-$2500.00) for all accidents with the following exceptions, negligence, abuse, and off road use.
Parking Accordion Closed
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.
Incidents while traveling Accordion Closed
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
Mexico travel Accordion Closed
When crossing the border to Mexico, an additional, vehicle-specific insurance packet must be obtained.
- Email nau-insurance@nau.edu seven (7) days in advance of the scheduled travel to Mexico with the following information:
- Dates of Travel.
- Specific destination in Mexico.
- Vehicle tag (obtain from Fleet Services just before contacting the Insurance Department).
Cleaning vehicles Accordion Closed
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.
Important phone numbers Accordion Closed
| After Hours Emergencies (including vehicle breakdowns) | 928-523-4227 |
| NAU Police Emergency | 928-523-3000 |
| NAU Police Non-Emergency | 928-523-3611 |
| Parking & Shuttle Services | 928-523-6623 |
| Insurance & Claims (Risk Management) | 928-523-4557 |
| NAU Main Switchboard | 928-523-9011 |