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Fleet Procedures
Renting and Leasing Vehicles
When there is a short term need to rent a passenger vehicle, such as a few days for travel purposes, the individual should rent from the appropriate State contract source and submit the costs for reimbursement through travel.
When no travel expenses are involved and vehicles such as delivery vans, bucket trucks, or busses are needed for use around town then the department can rent using the P-Card provided the total rental cost does not exceed the bidding limit of $5,000.
Long term leases and rentals are possible as an alternate to purchase. The methods of acquisition typically include all maintenance and repair costs in the monthly payment.
When a need is identified to have a vehicle for more than a few months but not permanently, such as for a grant, then a department can request a lease or long term rental be authorized. The same information to justify the lease is required as if the vehicle is being purchased. In most situations it is probably better for a department to request funding to purchase rather than lease if the need is permanent and use is mostly around campus.