Request Forms
Quick Links
- Fleet Services
- NAU reference map
- Authorized Driver Policy
- Canvas Defensive Driving Course
Vehicle requests must be submitted using the Vehicle Rental Request Form.
- 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.
After-hours Reservations
- All weekday reservations before 8 am and after 5 pm will be lockbox pick ups unless otherwise stated.
Lease vehicles for long-term use may be available for departments at a reduced rate.
- Vehicles are provided from the Fleet Services motor pool and are higher mileage, reliable vehicles.
- Fleet Services covers all maintenance and damage costs with the exception of abuse, negligence, or damaged caused by off-road use.
- Fuel card provided.
- Current standard rates for sedans are $235.00 per month or $0.41 per mile, whichever is greater. Vehicle classes other than sedans may be available upon request.
- For inquiries please contact Fleet Services: 928.523.2469 or Services@nau.edu.
- FY26 Fleet Rates
- 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.
- 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.
Please review the Motor Vehicle Use for University Business policy page and the procedures on that page for becoming an Authorized Driver.
- 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.
- The Authorized Driver process can take up three weeks on average. Please allow time to complete this process in advance of your rental needs.
- Any questions regarding the Authorized Driver Policy should be directed to AuthorizedDriver@nau.edu.
Van Training Information and Registration
- 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.
- 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.
- 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.
Individuals leaving their personal vehicle overnight must email ask.parking@nau.edu at least a week in advance for approval to leave vehicle overnight. They must have an NAU permit.
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).
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.
| After Hours Emergencies (vehicle breakdowns) | 1-833-622-7377 |
| NAU Police Emergency | 911 |
| 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 |