The University of North Dakota (UND) Transportation Department provides a State Fleet Motor Pool service to facilitate official travel for university staff and faculty. Reservations for state fleet vehicles are essential and must be made in advance. Our team is available to assist with reservations from 8:00 a.m. to 4:30 p.m., Monday through Friday. Vehicle pick-up is scheduled between 8:00 a.m. and 4:15 p.m., Monday through Friday. After-hours pick-up arrangements can be made at the Communications Center, located within the Facilities Department, but only for vehicles reserved beforehand.
Making Vehicle Reservations
Prior approval is mandatory for all travel utilizing state fleet vehicles before a reservation can be placed. To ensure a smooth reservation process and vehicle availability, please follow these steps:
Important: Vehicles will not be released without a duly completed and authorized UND vehicle request form.
- Begin by completing the State Fleet Driver Agreement Form. This form ensures all drivers are aware of their responsibilities and UND policies.
- Familiarize yourself with the Use of State, Leased and Rental Vehicles policy. Understanding this policy is crucial for the appropriate and compliant use of state vehicles.
- Complete the UND Vehicle Request Form in its entirety. Ensure all sections are filled accurately and obtain the signature of a “competent authority” within your department. If you encounter any difficulties with digital signatures, consult the instructions to sign and email the form for guidance.
- Submit the completed form to Und Transportation at Stop 9030 one week prior to your intended travel date. This advance notice allows us to process your request effectively and ensure vehicle availability.
- Follow up on your reservation. If you do not receive a confirmation from UND Transportation, please do not assume a vehicle is reserved for you. Proactive verification of your travel plans is highly encouraged to avoid any last-minute inconveniences.
For departments needing to reserve vehicles from locations other than UND, the UND Vehicle Request Form process remains the same as outlined above. Once your request is approved by UND Transportation, our department will coordinate the vehicle arrangements with the relevant motor pool. You will receive a confirmation once these arrangements are finalized.
Vehicle Pick-Up Procedure
When picking up your reserved vehicle, it is mandatory to present a valid driver’s license. This is a strict requirement for every vehicle pick-up. If your driver’s license is not valid, we are unable to release the vehicle, without exception. Please ensure your license is current and valid before arriving for vehicle pick-up.
Vehicle Return Guidelines
Returning your vehicle in good order is an important part of the process. Please adhere to the following guidelines when returning a state fleet vehicle:
- Refuel the vehicle at the State Refueling Site, conveniently located on the south side of the UND Transportation building. Utilizing state refueling sites helps manage costs and ensures proper fuel tracking.
- Remove all personal items and refuse from the vehicle. Vacuum the interior if necessary to maintain cleanliness for the next user. A vacuum cleaner is available for your use on the south side of the building, across from the fuel pumps.
- Park the vehicle in the designated State Fleet parking lot. Record the final mileage on the State Fleet Services Equipment Use form, which you will find in the vehicle pouch. Sign and date the form, retaining the “file copy” for your department’s records and place the white copy back into the pouch.
- For after-hours vehicle returns, please deposit the completed vehicle pouch in the drop box. The drop box is located on the north side of the Transportation Building, near the office door, ensuring secure return of documentation.
Vehicle Rates and Charges
When planning your trip and budgeting for vehicle usage, please refer to the following rate table for motor pool vehicles. Users of State Fleet vehicles are required to utilize State Fleet refueling sites throughout North Dakota whenever these facilities are available in the city you are visiting. If you have any questions regarding the location of these refueling sites, please contact our office prior to your travel.
These rates are currently effective as of December 1, 2024, and are subject to periodic adjustments. Note that rates include a Mileage Surcharge.
| Vehicle Type | UND Rate Per Mile/HR |
|---|---|
| Sedan | $0.453* |
| Minivan – 7 Passenger | $0.883* |
| Van – 15 Passenger | $0.813* |
| Compact 4×4/SUV | $0.643* |
| Expedition – 6 Passenger | $0.913* |
| Suburban – 6 Passenger | $0.913* |
| Pickup, Ext. Cab, 4×4; 6ft box | $0.913* |
| Cargo Van – Full Size | $0.813* |
| Mini Cargo Van | $0.913* |
| Mileage Surcharge | $0.023 |
| Hour Meter Surcharge | $0.230 |
State Fleet Vehicle Auctions
The North Dakota Department of Transportation (NDDOT) periodically conducts auctions to sell off State Fleet vehicles that are no longer in service. This is an opportunity to purchase used state vehicles. For information on auction dates, vehicle availability, and further details, please visit the auction website. Check the website regularly for updated auction schedules and listings.
