Fleet Rental Policy

To rent a vehicle for University business, a Vehicle Request Application Form (VRAF) must be completed. Once submitted, the VRAF will come directly to the Physical Plant Office to process. An email confirmation of the vehicle request will be sent to the driver/requester. For University fleet vehicles, lockboxes with access codes are available for after-hours or weekend rental pickups. There is also a night key drop slot on the door near the rental car pick up for after-hours returns. This information will be included in the confirmation email.

It is preferred that All VRAF’s be submitted at least two weeks prior to the travel dates when possible.

If a University fleet rental vehicle is not available or the travel is outside of our recommended travel distance, a rental will be requested from another rental agency for the individual to pick up/return. A confirmation email will be sent to the driver/requestor once the rental is confirmed.

Requests may be denied based on vehicle availability. Prompt notification will be given if there is difficulty filling a request or a change needs to be made. It is important to report a cancellation immediately to avoid additional or excessive charges.

The Physical Plant office will make all University rental vehicle reservations. Below are the suggested guidelines from Enterprise and the same rates will be used for Fleet Vehicle rentals. The University default will be Economy/Compact. Please use this chart to estimate costs of travel and to complete the Vehicle Request Application Form.

Contact Sue Barnes at (816) 271-4417 if you have questions regarding bus or vehicle rentals.

After hours emergency, call (816) 271-4418.

Number of people traveling Baggage allowance Type/Size of car Paid University Driver (Bus only) Vehicle/Rental cost per day Fuel cost
1-3 2 Economy/Compact None $35 Additional
2-5 3 Midsize/Standard None $36.84 Additional
2-5 4 Full size None $39.76 Additional
2-5 3-5 SUV None $65.75 Additional
Up to 7 5 Mini Van None $68.93 Additional
Up to 15 15 passenger None $148.47 Additional
34 passengers Limited additional storage space Mini/Shuttle University Fleet Driver $2.75/mile-driver & fuel included – $175 minimum plus driver and fuel
40 passengers Under luggage storage & bathroom Charter University Fleet Driver $3.25/mile-driver & fuel included – $275 minimum plus driver and fuel

*No shelled nuts or seeds are allowed in cars, vans or buses. A cleaning fee up to $100 may be accessed to cover excessive cleaning costs.

Accident Reporting & Insurance Information

Vehicle accidents involving university vehicles must be reported immediately. Employees should follow the University Vehicle Accident Response & Reporting Procedures, including contacting UPD (on campus) or 911 (off campus), and notifying Risk Management for insurance documentation and claims processing.

Vehicle Accident Reporting & Insurance Procedures (Risk Management)

Additional Resources

Tolls – All University fleet rentals/vans/buses are now equipped with K-Tags. Drivers of MWSU fleet rentals may proceed through the K-Tag drive through lane and are not required to stop and pay tolls in Kansas, Oklahoma and Texas.

Enterprise or Other Rental Vehicle ARE REQUIRED TO STOP AND PAY TOLLS unless a K-Tag is check out at the Physical Plant office. K-Tags can be used on tolls in Kansas, Oklahoma, Texas.

Each K-Tag must be registered to the Rental Vehicle’s license plate. To check out a K-Tag for a rental vehicle, please do one of the following:

  • Prior to picking up your rental vehicle:
    • Pick up a K-Tag from the Physical Plant Office
    • Pick up your rental vehicle
    • Place the K-tag on in inside windshield behind the rearview mirror
    • Call the Physical Plant Office, (816) 271-4417 with the license plate number immediately so that the number can be entered and the K-tag activated
    • When returning the vehicle, REMOVE the K-tag from the windshield and return it to the Physical Plant office. (There is a $50 charge for K-Tags not returned and you may be responsible for all toll fees charged to the K-tag while checked out to you)
  • After picking up your rental vehicle:
    • Stop by the Physical Plant office and check out a K-tag
    • Write the license plate number on the check out sheet so that it may be activated
    • When returning the vehicle, REMOVE the K-tag from the windshield and return it to the Physical Plant office. (There is a $50 charge for K-Tags not returned and you may be responsible for all toll fees charged to the K-tag while checked out to you)
  • If a K-Tag is lost, stolen or left in a vehicle, please report it to the Physical Plant immediately at 816-271-4417 so that excessive toll charges are not accumulated

Drivers of rental vehicles that are not using a K-Tag are required to stop and pay tolls. Drivers who do not stop or pass through an unmanned toll booth will be notified via email once a notice/citation has been received. Payment should be paid using the link provided in the email. A copy of the paid receipt needs to be sent to the Physical Plant office.

Toll booths using license plate identification should be reported immediately via email, phyplant@missouriwestern.edu. Drivers will be notified via email of the charges. Payment should be paid using the link provided in the email. A copy of the paid receipt needs to be sent to the Fleet Office.

Parking Tickets – Drivers who receive a parking ticket while driving an MWSU fleet or rental vehicle should notify the Physical Plant immediately via email, phyplant@missouriwestern.edu.

Parking tickets received on MWSU fleet vehicles should be paid directly to the entity listed on the parking ticket or as directed in the instructions on the parking ticket.

Drivers who receive a parking ticket while driving a rental vehicle will be notified via email of the amount owed once the invoice has been received from the rental vendor. Payment should be paid using the link provided in the email. A copy of the paid receipt needs to be sent to the Physical Plant office.

Citations – Drivers who receive a citation while driving an MWSU fleet or rental vehicle should notify the Physical Plant office immediately via email, phyplant@missouriwestern.edu.

Citations received while driving an MWSU fleet or rented vehicle should be paid directly to the entity listed on the citation or as directed in the instructions on the citation.

Drivers who receive a citation captured on camera while driving an MWSU fleet or rental vehicle will be notified via email of the amount owed once the invoice has been received. Payment should be paid using the link provided in the email. A copy of the paid receipt needs to be sent to the Physical Plant office.

Trip Contact – Please make sure the Trip Contact’s cell phone number is included on the Vehicle Request Application. This contact number will be given to the driver to be used to communicate on the day of travel for any issues or questions.

Itinerary – Please be sure to include an itinerary for all bus trips. This will ensure our drivers can adequately plan for your trip.

Damages – The department is responsible for any charges incurred due to damage done to the bus caused by the actions of any person within the traveling group. This includes items flushed down the buses septic system.

Cleaning Fee – A $100 cleaning fee may be accessed for the return of an excessively dirty bus or van.

Cancelation Fee – Bus trips canceled less than 48-hours’ notice may be accessed a charge of $80 to cover the driver’s 4-hour minimum guaranteed time.

Drivers’ Expenses – The department is responsible for providing the University Fleet Driver’s meals and lodging expenses, if applicable. Drivers lodging – No shared occupancy.

The Physical Plant has a fuel tanks offering No Lead and Diesel fuel available for University owned or leased vehicles. If you need access to fuel, please complete a one-time Fuel Cloud Access Request form located on the A-Z Directory under Forms – Employees. Once completed and approved, an email will be sent with an access code and budget code to enter in the Fuel Cloud system. Directions for fueling will be provided at the Physical Plant office.

Accounts for special programs with multiple users may also be created. Please complete a form and list the name of the program under the driver name along with a program contact and budget code. Please provide a contact number should we need additional information. This information will be used to track fuel usage and complete monthly chargebacks.

Fleet contact information:
Physical Plant (816) 271-4417
Sue Barnes (816) 271-4417