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Business and Financial Policies and Procedures

15.4.1 Rent a University Motor Pool Vehicle

Policy Statement

University motor pools (Urbana-Car Pool, Chicago-Campus Auto Rental Service, Springfield-Motor Pool) are the custodians of University of Illinois System vehicles for daily or short-term rental or long-term use. Passenger vehicles may be assigned to an employee for a specific trip, or to a university unit on a long-term or permanent basis. Units are charged by mileage and/or time for use of the vehicle. The rate charged is based on the actual operating, maintenance, and depreciation costs incurred by the university motor pool.


To rent a system motor pool vehicle:

  1. Obtain permission from your unit head. Confirm funding is available because there is a charge for renting a system motor pool vehicle.
  2. Consult 15.4.2 Become Eligible to Drive a University Motor Vehicle to ensure you are an eligible driver. If you are not eligible you will be denied use of the vehicle.
  3. Complete and submit a Car Release Order form to request a vehicle. Have any alternate driver complete and submit the Car Release Order - Alternate Drivers form.
  4. Pick up the vehicle at your university motor pool. Take your driver's license. Any alternate driver must accompany you and present a valid driver's license.
  5. Once you are using the car, if you need to extend the rental period, obtain approval from your unit. The unit must notify your university motor pool to request the approved extension.
  6. Return the vehicle at the time and place specified on the Car Release Order form.
If you keep the vehicle longer than the initial rental period and do not notify your university motor pool, you may be subject to an additional charge. Unauthorized extensions may be considered theft.

Forms Used in this Procedure

Chicago and Springfield

Urbana-Champaign: Use the Facilities and Services portal for all vehicle requests and approvals. Contact the Car Pool at 217-333-3910 for information about portal access.

Related Policies and Procedures

15.4.2 Become Eligible to Drive a University Motor Vehicle
15.4.4 Determine Approved Use of Department and Motor Pool Vehicles
15.3.1 Report an Accident Involving a University Vehicle

Additional Resources

Car Rental
Urbana Car Pool
Chicago Campus Auto Rental Service
Springfield Facilities and Services

Last Updated: January 3, 2019 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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