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FAQ

What are the operating hours of Fleet Management?

The office is open from 8:00am to 5:00pm. The service center is open from 7:00am to 5:00pm.  The fuel island is now self service and available 24 hours a day.


Should I bring and have in my possession a valid/non-expired driver’s license?

All drivers must present their driver’s license when retrieving the vehicle from Fleet Management or operating a University owned vehicle.

May I park my personal vehicle at Fleet Management’s location?

Starting September 5th, 2017 there is now limited parking onsite with a valid Fleet Management parking permit only.  A temporary parking permit may be issued for each short term rental and will allow a single personal vehicle to park onsite duirng the reservation time period. The parking lot will be policed by Fleet Management and Parking Services.  All UT Knoxville parking policies apply.  Fleet Management provides a limited campus valet service from 8:00 a.m. to 4:30 p.m. Monday through Friday.


If I lose a fuel card, what should I do?

Contact Fleet Management at 865-974-2134 to report the loss or theft. Please provide us with the card number (if known) and the vehicle number.


What if a vehicle problem or emergency occurs during my trip?

For vehicles obtained from the Knoxville campus, contact Fleet Management during business hours at 865-974-2134 between 8:00 a.m. and 5:00 p.m. Monday through Friday.

If it is after hours or a weekend, please see the Roadside Assistance packet located in the vehicle glove box for instructions on contacting ARI for assistance.  The phone number is 1.866.274.1023. The information is also available online [After Hours/Emergency].


Where may I park a UT vehicle on campus?

You may park in any parking area except those that are reserved, designated for disability parking, or fire lanes.


Will a twelve-passenger van go in a parking garage?

No! Damage to a van because of parking garage clearance problems will be charged to your department.


Who may drive a UT vehicle?

Any “authorized driver” as defined by fiscal policy who registered with the University of Tennessee IRIS system and possessing a valid driver’s license. For more info see fiscal policy 0725.


Can my spouse or another non–UT employee drive the vehicle or travel with me?

Non employees, including employees’ spouses, are not permitted to drive a UT vehicle. These individuals may travel with you, but only in accordance with fiscal policy 0725.  Please contact Risk Management for details about insurance coverage of passengers.


Do I need to return the vehicle with a full fuel tank?

Yes – All short term rentals must filled upon arrival using our fuel island.  Fleet Management procures fuel at a lower cost than commercial stations, so refueling the vehicle after you return helps reduce fuel costs for your department and the University.  We average 60 cents cheaper than retail.  (Our record is 82 cents!)


What procedures do I follow when returning a UT vehicle during office hours?

If you need valet service to your office, top off the vehicle’s fuel tank at our location and then park on the side of the Fleet Management building and come to the dispatch counter to procure a ride. If you do not need valet service, fuel the vehicle and then park the vehicle in the parking lot and bring the keys into the front office.


How do I return a vehicle after 5 p.m.?

Upon return, fill the vehicle’s fuel tank and then park the vehicle in the parking lot.  Place the keys and wallet in the slot adjacent to the fuel pumps. Do not leave the vehicle running or block access to the pumps!  To do so may incur a large personal fine!


Can I pay for the vehicle rental with my personal credit card or UT-issued Procurement Card?

Vehicle rental charges are processed via internal transfer to a cost center (E*) or WBS element (R*) through IRIS, so they cannot be paid by credit card or procurement card.


What if I have to cancel my trip?

Contact Fleet Management at 865-974-2134 as soon as possible before the scheduled pickup time. Cancellations made within 24 hours of pickup time are subject to a one day rental charge cancellation fee per vehicle.


My lease vehicle has a GPS ID fob.  How do I use it when operating the vehicle?

Please see these instructions on how to operate the key fob.


What if my question isn’t answered here?

Call Fleet Management at 865-974-2134 or e-mail fleetmanagement@utk.edu.

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