Facilities

WCU Vehicles Offered for Rentals

• Sedans
• 7 Passenger Mini-Vans
• 15 Passenger Vans (Van Orientation Program Required for Rental)
• Cargo Van
• Pickup Trucks

Use of WCU Rental Vehicle Procedures

The University community is encouraged to make vehicle reservations as far in advance as possible. Reservations are made on a first come / first served basis

All Reservations are made by sending an email to the

Reservation requests must include:

• The name of the driver(s). 
  • All drivers should be listed.
  • Only drivers who have completed the WCU 15 Passenger Van Orientation Program will be accepted for 15 Passenger vehicles.
• The type of vehicle needed.
• The dates the vehicle will be used.
  • Do not include the day you want to pick up or drop off keys - only the days the vehicle will be in use.
• The destination(s).
• The SAP Cost Center or SSI Account to be charged for the use of the vehicle.

Confirmation E-mail from Motor Pool

• The Motor Pool Staff will send a reservation confirmation by e-mail. Please review the confirmation to avoid mistakes.
  • The confirmation will include instructions on how to get the vehicle.
  • If a requested type of vehicle is not available, an alternative vehicle will be suggested.
  • If no vehicle is available, the requestor must find an alternative means of transportation.

Motor Pool Trip Sheet

• The form must be signed by the driver(s).
• The form should be signed by the person whose cost center will be paying for the vehicle.
• The form must be signed by the Vice President or Dean of the department's division of the University.
  • WCU policy does not allow for Associate or Assistant Deans or Vice Presidents to sign, unless designated in advance in writing by the Dean or Vice President. 
• Bring the properly filled out Trip Sheet when coming to pick up keys. Please print double sided.

Request for Student Driver Authorization Form (for WCU student employees or graduate assistants ONLY)

• A separate Request for Authorization form must be submitted for drivers who are WCU student employees and/or graduate assistants, not regular University employees.
• This form is in addition to, not instead of the Motor Pool Trip Sheet.
• This form must be signed off by the Vice President for Administration and Finance.
• Student Employees and/or Graduate Assistants Vehicle Policy

If a reservation needs to be cancelled: 

Notify the Motor Pool office as soon as possible.
Cancellations less than one workday prior to the scheduled departure will result in the daily rate being charged

The WCU Motor Pool is a self-supporting entity. Rates include use of the vehicle, fuel, maintenance, and replacement of the vehicle at the end of its useful life.

Vehicles reserved for temporary use including rentals:

Sedan or Minivan: $.38 per mile or $21.00 per day, whichever is greater
Van or Truck: $.45 per mile or $21.00 per day, whichever is greater
"Super Van": $.65 per mile or $30.00 per day, whichever is greater

Vehicles permanently assigned to a department:

Sedan or Minivan: $.38 per mile and $296.00 per month
Van or Truck: $.45 per mile and $296.00 per month

The purchase of a permanently assigned, departmental vehicle to the fleet must be approved by the appropriate Vice President and funded by the department. When such vehicles are added to the fleet, chargeback rates will apply, and vehicles will be replaced from Motor Pool revenue at the end of their life cycle.

Any charges incurred to operate (including fuel), maintain or repair departmental equipment or vehicles not funded through this process will be charged to the respective departments.