Motor Pool Rental Process

State contract Enterprise rates will be applied for any trips processed through motor pool.

Motor pool will make payment to Enterprise on your behalf and debit your department/organization through the University chargeback process. Motor pool will also provide you with a University fuel card for use with your Enterprise rental during official travel.

You may also schedule and rent a vehicle on the State contract directly with Enterprise without assistance from Motor Pool. If you choose this option, you will be asked to present payment (option of paying with a University Travel Card or personal funds for reimbursement) when picking up the vehicle. Please note: a University fuel card will not be issued.


A University Fuel card will be furnished to purchase fuel during travel. When refueling, select regular grade fuel ONLY. Receipts for fuel purchases must be retained by the driver and turned over to the "renter's" department budget staff for reconciliation. Vehicles need to be returned with the fuel level at the same amount as it was when you started.

*Fuel cards must be returned by the next business day after the trip return date during office hours. The Motor Pool office is located in Nottoway Annex in Parking Lot C.


Requests for vehicles can be canceled by sending an email to

12 passenger van rentals require 48 hour notice of cancellation or a $50 fee may be charged. Cancelation fee waived for other vehicles.

Pick-up and Return

When picking up a rental, drivers must provide the Enterprise branch with the confirmation number and valid driver's license. Driver must complete paperwork, note any damages on the vehicle and check fuel.

Vehicles for rental can be picked up via one of three methods:

  1. University customer arrives at Enterprise location for vehicle pickup
  2. Enterprise will come and pick-up the University customer from their location and drive them to the Enterprise rental location
  3. Enterprise will drop-off and deliver rented vehicles at University requested locations.
    There are no additional fees for any of the vehicle pick-up methods listed above

*Enterprise must be informed 48 hours in advance of pick-up for option 2 or 3

No additional fees associated with early drop-off. (If a vehicle is returned before the originally planned return date, the University will not be charged for the unused reservation days)