Student Organization Vehicle Reservations

Vehicle Reservations

University fleet vehicles are available to student organizations. Review the Fleet Services Policies and Procedures. Student organizations can reserve vehicles if the following criteria are met:

  • The vehicle is being used to transport group members on official organization business (as outlined in the group’s mission).
  • All participants traveling are current U-M students, faculty, or staff.
  • There are sufficient funds in the organization’s SOAS account to cover the estimated vehicle rental and fuel charges.
  • The use is in compliance with all University policies and procedures, especially those pertaining to renting University vehicles including the prohibition of smoking and alcoholic beverages in the vehicles.
  • All designated drivers must have a valid driver’s license. (Valid operator’s licenses are those issued from any of the United States, Canada, and international licenses with the endorsement for driving in the U.S.).
  • Only the designated, approved drivers may drive the vehicle.

Requesting Vehicles

An authorized signer will complete the Student Organization Vehicle Requests form on Maize Pages to request a rental vehicle for your student organization. Please be as detailed as possible.

If you have already submitted a request and need to add more vehicles, you will need to submit a new form with ONLY the additional vehicles.

Filling out the request form does NOT guarantee availability. We recommended contacting the University of Michigan Logistics, Transportation & Parking (LTP) Fleet Services to confirm vehicle availability before submitting a request.


Policies

48 Hours Notice

All reservations must be submitted at least 48 hours before the date(s) of travel. CCI and SOAS will deny any requests within that time frame. We highly recommend submitting reservations as soon as possible.

CCI and SOAS do not process requests on weekends or when the University is closed.

Cancellations

If your organization needs to cancel your vehicle reservation, you must contact LTP to do so.

Canceling only the Maize Page request does not fully cancel the reservation. You must cancel your vehicle request 24 hours before your scheduled pick-up time. Doing so with less than 24 hours notice will incur a late cancellation charge.

Reservations in Advance

As of August 2024, Reservation Requests cannot be submitted more than 6 months in advance. If the travel dates are more than 6 months out, the request will be denied.

If there is any missing information, CCI and/or SOAS will let the requestor know. Requestors must provide any outstanding information 4 weeks before the travel date(s). If not provided, CCI and SOAS reserve the right to cancel reservations 2 weeks before the travel date(s).


Form Information

An authorized signer is the only organization member that can request a vehicle. All reservations will need the following information:

Event Information

  • Name of event
  • Event Date
  • Destination
  • Purpose for attending
  • Description of event or activity

Trip Details

  • Trip Leader Contact Information
  • Number of people attending
  • Attendee List Including:
    • First and last names of all UM Student Attendees traveling in the vehicles
    • Cell phone or contact number for all individuals traveling
    • Emergency contact name
    • Emergency contact phone number
  • Travel Itinerary
  • Overnight lodging information (if applicable)

Reservation Details

  • Departure and Return Date
  • Type and Number of Vehicles Needed
  • Unique Names of Drivers

Each rented vehicle needs a Motor Vehicle Record (MVR) approved driver at pickup. For 3 vehicles, 3 different approved drivers are required.

Voluntary Student Organizations

For VSOs, your submission is reviewed by CCI and SOAS to ensure we have the necessary information and there are enough funds in your account. Once approved by CCI and SOAS, the reservation will be sent to Logistics, Parking, and Transportation Services.

Sponsored Student Organizations

SSOs will also need to add their advisor to the approval workflow. Your Advisor on record can be found in the "About" section of your organization's Maize Page.

SSOs are expected to comply with their sponsoring unit’s requirements for travel. Following your Advisor's approval, CCI and SOAS will review your submission to ensure we have the necessary information and there are enough funds in your account. Once approved by all, the reservation will be sent to Logistics, Parking, and Transportation Services.