Rental vehicle use policy

Faculty and staff travel

All university travel must follow CDC guidelines and be approved by the employee’s Dean or Vice President.
Domestic and international travel, such as travel for research, may be approved through collaboration with the Dean or Vice President in accordance with guidance from the Pandemic Planning Team, depending upon the destination, reason for travel and funding.

Student Travel

Students acting on behalf of a registered student organization may use University Vehicles only when the following conditions are met:

  • The organization is officially recognized by Student Leadership, Involvement, and Community Engagement (SliCE).
  • The organization funds must be on deposit with the University and the organization must be subject to budgetary control and other university procedures.
  • Reimbursement must be made for the use of the vehicle, including direct and indirect costs. For student organizations with funds residing in SLiCE, internal Orders are approved by SLiCE.
  • In the case of conferences, workshops, or meetings attended by residents of a campus housing unit, the University Housing professional staff member is authorized to serve as the employee accompanying the students.

When a student drives on behalf of a Department, use of the vehicle must be approved in writing by an academic Department Head or designee. Such approvals may be valid for up to one year.

All student drivers must be currently enrolled at the University.

Any signs, decals, stickers, or other such items to be attached to a University Vehicle will need to be authorized and approved through Transportation Services and, where CSU logos or designs are included or a vehicle wrap is used, by Creative Services.


Rental vehicles are located at Facilities Services South. When vehicles are picked up, walk around the vehicle and inspect it for damage. If damage is found, report it immediately to the rental counter.

Once in the car, adjust the seat, mirrors, and steering wheel so you can drive comfortably and safely. Take time to familiarize yourself with the vehicle controls, and remember – all occupants, by law, must wear safety belts. Check the glove compartment for the blue packet containing the Wright Express fuel card. When the vehicle is not in use, the renting party must remove the keys and keep the vehicle locked and secure. Drivers are responsible for any traffic violations incurred while using the vehicle. Drivers departments will be responsible for any and all deductibles associated with any vehicle damage caused by the department’s driver. All University vehicles are to be operated in a lawful manner as to not bring vehicle operation into question by anyone.

Approved uses

State rules forbid the operation of a University vehicle for personal use or for any other purpose other than authorized University business: teaching, research, and student and staff activities that relate specifically to Colorado State University. Smoking in University vehicles is against state law and is not allowed. Alcohol is not allowed in University vehicles.

A University vehicle may be driven to a private residence and parked overnight if the driver is to depart early in the morning when Transportation Services is not open. The vehicle must be parked off the street and secured.

University vehicles may not be taken into Canada or Mexico without prior written consent from Transportation Services. Special insurance and other requirements may affect these types of trips and must be taken care of prior to the trip being authorized.

Vehicle return and drop off

Transportation Services strives to keep rental vehicles in good condition at all times. If you experience problems with any vehicle, please inform Transportation Services immediately so the problem can be corrected at 970-491-0116.

When returning daily rental vehicles to Transportation Services, please follow the procedures outlined below:

  • During the non-working hours, please complete the following steps:
    • Park the vehicle in the lot to the east of Transportation Services.
    • Roll up all windows and lock all doors.
      Deposit key in steel drop box attached to the light pole in the parking lot labeled Motor Pool Key Drop Box.
  • During working hours, please complete the following steps:
    • Drive the vehicle to the gas pumps.
    • Shut the vehicle off and leave the keys in the ignition.
    • Report any problems or concerns to the attendant.
  • Report any problems or concerns by calling Transportation Services at 970-491-0116.

Large passenger van policy

Due to safety concerns, Colorado State University faculty, staff, and students will only be allowed to use large passenger-vans that will accommodate a maximum of 12 passengers.

To reserve and operate a large passenger-van either through Transportation Services, department owned, or from an outside vendor the following policy will apply:

  • The occupancy of the van shall be no greater than 12 people, including the driver for passenger vans. All occupants must wear seat belts at all times; therefore, van occupancy shall never exceed seat belt capacity.
  • No van driver may operate a van for more than three hours at a time.
  • No roof racks or trailer hitch cargo racks will be allowed on large passenger-vans.
  • Van seats may not be removed from the vehicle.

All other University policies and rules for vehicle usage will apply in addition to the special provisions listed above for the large passenger-van.

Questions regarding this policy and other transportation policies may be referred to Transportation Services, 970-491-0016.

Portable audio devices and cell phones

Colorado State University will not allow earphones or headphones of any type to be worn by a person operating a University owned vehicle. Listening to portable audio devices, through ear or headphones, while driving a vehicle is illegal in most states, including Colorado. It has also been proven to be very distracting and dangerous for vehicle drivers. This includes, but is not limited to MP3 players, CD players, DVD players, and cell phones. Cell phones should not be used while driving. In cases where a call must be taken, the driver should pull to the side of the road and stop, completing the call from the roadside.

Vehicle damage

The cost for any repairs due to damage caused by an operator, other than reported accidents or normal wear and tear, will be charged back to the department utilizing the rental vehicle. If an accident occurs, and the state driver is at fault, the renting department will be responsible for the deductible of $2500 for repairs to the vehicle.

Vehicle Cleaning

Rental vehicles returned in an excessively dirty condition, both interior and exterior, will be subject to a minimum $50 cleaning charge. Rental vehicles returned with a smoke smell inside the vehicle will be subject to a minimum $100 cleaning charge and possible disciplinary action.

Emergency assistance

Every state vehicle contains an operator’s manual in the blue packet inside the vehicle. It contains all the information necessary for emergency assistance. Please take time to locate this manual, and look at its contents. Transportation Services utilizes emergency roadside assistance through National Auto Club for problems outside Fort Collins. There is contact information inside the blue packet.

Tire chains

Tire chains will not be provided for use on University rental vehicles. If weather conditions are so bad that tire chains are necessary to travel, for student, faculty, and staff safety reasons, University vehicles should not be on the road. All season tires are installed on all vehicles and provide acceptable handling in all types of weather conditions. Tire chains are very hard on vehicle parts and tires. Any department using chains will be responsible for any damage to the University vehicle.