Motor Pool and Vehicle Rental

Procedures for Renting a Vehicle

• For an academic class field trip
  1. Get the SafeDriver certification if you’re a student or will be driving students.
  2. If you are taking students complete a Trip Form at least 48 hours before the trip, or by 12 pm on Fridays for trips occurring Saturday, Sunday or Monday to allow for approval time.
     • You are responsible for ensuring your participant list is accurate prior to departure. You may edit the trip form at any time.
  3. For academic class field trips, the Service Center will book the vehicle and arrange delivery to campus to minimize the impact on the academic day.
  4. The keys will be at the Service Center desk. Your vehicle will be parked in the lot behind the Service Center, and you will return it to the same location.
  5. Gas should be purchased using a P-Card, or may be purchased with personal funds and reimbursed.
  6. During your trip, if you have an emergency call 911, then contact Campus Safety at 503-370-6911.
  7. For roadside assistance, contact Enterprise at 1-800-307-6666.
  8. View University travel policies.
• For all other trips - If you have a P-card
  1. Get the SafeDriver certification if you’re a student or will be driving students.
  2. If you are taking students - complete a Trip Form at least 48 hours before the trip, or by 12 pm on Fridays for trips occurring Saturday, Sunday or Monday to allow for approval time.
     • You are responsible for ensuring your participant list is accurate prior to departure. You may edit the trip form at any time.
     • All student organizations must have approval from both their advisor and Campus Safety prior to having a vehicle booked.
  3. Go to Enterprise.com.
     1. Enter your location and select dates and age of the renter.
     2. Enter XZ46WUN as the account number.
     3. When prompted for Billing, select “no” to proceed to rent using a P-card.
  4. Getting your vehicle
     • You may travel to Enterprise on your own, but you cannot leave your vehicle there.
     • Campus Safety will provide escorts to Enterprise on Mission Street in Salem.
       Contact 503-370-6911 to request an escort.
  5. Student clubs and organizations who have been allocated ASWU funds for travel may check out a gas credit card at the Student Engagement & Leadership (SEAL) office on the 2nd floor of the University Center. They must keep their receipt and provide a club or organization G/L to which the expense will be charged. Gas may also be purchased using a P-Card, or with personal funds and reimbursed.
  6. In an emergency call 911, then contact Campus Safety at 503-370-6911.
  7. For roadside assistance, contact Enterprise at 1-800-307-6666.
  8. View University travel policies.
  9. Returning your vehicle
     
     • When the vehicle is ready to be returned, return the vehicle to Enterprise.
       (Contact Campus Safety for an escort back to campus if needed.)
• For all other trips - If you don't have a P-card
  1. Get the SafeDriver certification if you’re a student or will be driving students.
  2. Send an email to the Samantha Bruce with your reservation information:
     • Pick-up time and date
     • Drop-off time and date
     • Club/organization name
     • Destination
  3. Samantha will make the reservation and send you back a confirmation.
  4. If you are taking students complete a Trip Form at least 48 hours before the trip, or by 12 pm on Fridays for trips occurring Saturday, Sunday or Monday to allow for approval time.
     • You are responsible for ensuring your participant list is accurate prior to departure. You may edit the trip form at any time.
  5. Getting your vehicle
     • You may travel to Enterprise on your own, but you cannot leave your vehicle there.
     • Campus Safety will provide escorts to Enterprise on Mission Street in Salem.
       Contact 503-370-6911 to request an escort.
  6. Students may check out gas cards from the Student Engagement & Leadership office on the 2^nd floor of the UC. When using a gas card, the student must return the card and accompanying receipts upon return to campus.
  7. In an emergency call 911, then contact Campus Safety at 503-370-6911.
  8. For roadside assistance, contact Enterprise at 1-800-307-6666.
  9. View University travel policies.
  10. Returning your vehicle
      • Returning your vehicle
        
        • When the vehicle is ready to be returned, return the vehicle to Enterprise.
          (Contact Campus Safety for an escort back to campus if needed.)