Rentals for University Business
Going to a meeting in Denver but don’t want to use your personal vehicle? Do you need to transport students for a field trip? Could your department use a vehicle? Is your club traveling out of state for a competition? When you need a vehicle for official university business, ours will meet your needs.
On This Page
How to Reserve
- Fill out a Lease Reservation Form. If you have trouble downloading it, we are happy to send it to you by fax, email or campus mail.
- You may also need to fill out a Departmental Authorization Form. See below for additional information.
- Fax (303-492-1554) or email lease@colorado.edu the completed forms to the lease desk.
- The request will be processed, and a confirmation will be emailed back to the requester.
- Please review the confirmation. It lists the speed type to be billed, department, reservation number, vehicle type (compact, jeep, cargo van, etc), beginning and ending dates and times, primary driver and destination.
Departmental Authorization
- Before a vehicle can be reserved, we must have a current Departmental Authorization Form on file for the university account/speed type being charged.
- The authorization form lists each person who may reserve and/or drive a vehicle for a given speed type. It also lists each person's information and email address.
- A rental vehicle cannot be released to anyone not listed on the authorization form.
- This authorization form must be signed by the person responsible for that account.
Vehicles
From hybrids to SUVS, from electric vehicles to 15 passenger vans, PTS provides the campus with numerous lease options. Visit our Rental Rates web page or download a rate sheet for specifics.
Long-Term Leasing
Departments may lease vehicles for long-term use. When doing so, departments pay monthly rates and mileage rates which includes fuel. Transportation Services pays for insurance and vehicle maintenance.
Departments leasing vehicles assume responsibility for the care and security of each vehicle. Departments are responsible for cleaning the vehicle, changing flat tires, routinely checking fluid levels, and contacting Transportation Services’ garage for maintenance. Departments are also responsible for resolving any parking and traffic citations drivers receive.
To lease a vehicle long-term, follow the reservation process steps listed above. When leasing long-term, please remember to report the vehicle’s mileage (call 303-492-7152) no later than the 20th of each month.
Student Groups
Student organizations must submit an I.N. to lease a vehicle. The I.N. requires a $200 deposit, must be signed and must include the "Total Cost Not to Exceed" stamp. To acquire an I.N., go through Student Organizations Finance Office (SOFO) located in UMC 231.
Age / Training Requirements
- Anyone 25 or younger who plans to lease a vehicle from PTS must complete the Defensive Driving Course before the start of the lease.
- Anyone (regardless of age) who wants to lease a 15-passenger van is required to take the 15 Passenger Van Training.
Travel Out of State/Out of Country
- If you are planning to travel out of state or out of country with a leased vehicle, please contact us as far in advance as possible. Transportation Services performs an additional safety/maintenance service on all vehicles leaving Colorado, and extra time may be needed to complete this service.
- Any department planning to take a vehicle out of the U.S. must familiarize itself with the requirements of the countries to be visited. The increased gasoline prices and extra wear and tear on the vehicles may result in higher rental rates. All receipts and a travel log must be kept and returned to Transportation Services.
- Drivers are advised to allow extra time when picking up an out of state/country vehicle from Transportation Services as they must perform a vehicle inspection and be briefed on additional procedures.
- Upon request, Transportation Services will provide additional parts, fluids, and/or emergency equipment for trips going out of the U.S. or to remote areas.
Forms
Departmental Authorization Form
