Vehicle Use


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How important is it to return my short-term rental vehicle on time?

It is imperative that the vehicles are returned on or before the scheduled return time.  Vehicle rentals are scheduled back-to-back, and if the vehicle is not returned on time, the second renter will not have access to their requested vehicle.

**Late return of the rental vehicle (after the scheduled reservation time) could result in an additional daily rental fee added to the summary of charges. Please contact the Motor-Pool Department as soon as possible if you think you will be late returning the vehicle


What are the operating hours of Fleet Management?

The office is open from 8:00am to 4:30pm Monday-Friday. Exceptions for Holidays and Campus Closings.


Should I bring and have in my possession a valid/non-expired driver’s license?

All drivers must follow UTHSC policies and all applicable laws when operating a vehicle and are therefore expected to have a valid driver’s license on their person when retrieving a key or operating a University owned vehicle.

May I park my personal vehicle at Fleet Management’s location?

Yes, you are allowed to leave your personal vehicle on the parking lot behind the locked gates at the Physical Plant Building located at 201 East Street.


If I lose a fuel card, what should I do?

Contact the Motor-Pool Department as soon as possible at 901-448-2438 to report the loss or theft. Please be able to provide the UT vehicle number associated with the card to help us identify the card in question.


What if a vehicle problem or emergency occurs during my trip?

For vehicles obtained from the UTHSC campus, contact the Motor-Pool Department during business hours at 901-448-2438 between 8:00 a.m. and 4:30 p.m. Monday through Friday.

If it is after office hours or a weekend, please contact Campus Police at 901-448-8444.


Where may I park a UTHSC vehicle on campus?

You may park in any parking area except those that are reserved, ADA accessible parking, or fire lanes.  However, if in doubt, call Parking Services at 901-448-4444.


Will a twelve-passenger van go in a parking garage?

No! Please do not drive the 14 passenger vans into parking garages!  Damage to vehicles due to clearance issues will be charged to the renting department.


Who may drive a UTSHC vehicle?

The “authorized driver” as defined by fiscal policy who registered to receive the vehicle.


Can my spouse or another non–UT employee drive the vehicle or travel with me?

Non-employees, including employees’ spouses, are not permitted to drive UTHSC. Non-employees may ride in a UTHSC vehicle. However, in case of an acciedent, University  insurance liability coverage restrictions may apply.


Do I need to return the vehicle with a full fuel tank?

Yes – All vehicle rentals must be filled at thesame level of fuel that they received the gas hand on.  Motor-Pool procures fuel at a lower cost than commercial stations, so refueling the vehicle after you return helps reduce fuel costs for your department and the University.  Failure to refuel the vehicle will result in a refueling fee at $3.00 per gallon.


Is fuel covered in the cost of a Motor-pool rental?

Yes, each driver will receive a fuel card that is specifically assigned to their vehicle. This fuel card can be used at any gas station. The pin to the fuel card will be your assigned vehicle number and is also found on the outside of your key card holder. If you have any issues with the fuel card please call the customer service number on the back of the card for further assistance. All fuel card charges will be included with the price of the rental and charged back to the account given at the time of the rental booking.


What procedures do I follow when returning a UTHSC vehicle?

Top off the vehicle’s fuel tank using the Voyager gas card, and then park in any of the vacant motor-pool spots behind the building. The final step is to return the keys to the Motor- Pool Department. 


What if I have to cancel my trip?

Contact the Motor-Pool Department at 901-448-2438 as soon as possible before the scheduled pickup time. Cancellations made within 24 hours of the scheduled pickup time are subject to a one-day rental charge cancellation fee per vehicle.


What if my question isn’t answered here?

Call the Motor–Pool Department 901-448-2438 or email