Car Reservations

University staff may rent vehicles for approved University activities throughout the United States and Canada. All renters must bring an original Form 1 signed by their business office, department head, dean, or director, and a valid U.S. or Canadian driver's license.

*Please note that when renting a vehicle, there may be telematics in the vehicle that monitors its use.  Please contact our office with any questions at (765) 494-2114.

*Note: When you are using a rental vehicle, please note that you/your department are taking on the liability of the care of the vehicle.  Any damages beyond the normal wear and tear of the vehicle found after the reservation will be at the responsibility of the department renting the vehicle.  This can come in either a direct bill from Transportation Services or a $500 deductible payment from Risk Management, depending on what the cost of repair is.  It is the driver's responsibility to report this to their business office if Transportation Services contacts them regarding any damages found in the post-inspection process.

Available Vehicles

  • Five-passenger car — Subaru Legacies


The daily rate for cars is $25, plus $0.18 per mile, effective June 18, 2012. This rate includes fuel; primary liability and collision insurance; and 24/7 on-call service.


You will need the following information to make a car reservation: 

  • Type of vehicle desired and any special needs
  • Driver's name
  • Departure date and time (see pickup times below)
  • Return date and time
  • Destination
  • Estimated total miles
  • Number of passengers
  • Seat removal information
  • Caller's name, phone number and department
  • Account information
  • Towing/Hitch required — see Towing below 

Make reservations as far in advance as possible through the following options: 

  • Call: (765) 494-2114
  • Email a completed Form 1 to
  • Due to the limited number of vans available, please follow up any email or fax with a phone call. 


  • Charges are per day (24-hour period) and per mile, plus parking, tolls and miscellaneous.
  • Long-term rental arrangements are available for a period of three months or longer. Call 494-2114 for more details and current rates.
  • Transportation does not reimburse for parking charges.  We do offer EZpasses in all of our personally owned vehicles for the convenience of the customer, but all toll charges are charged back to the customer. 


If a towing vehicle is requested with plans to tow, please review Guidelines for Towing a Trailer. Call 494-2114 to have a towing request reviewed by a shop manager prior to reservation. The towing charge will be added to the per-mile charge of a vehicle when that vehicle is towing a trailer or other equipment. Income from this mileage charge will offset the additional fuel, maintenance, setup and repair expenses incurred when equipment is towed. 

Seat Removal 

If seat removal requests are made, the removal fee of $6/bench seat will be added to the vehicle rental billing. 

Miscellaneous Charges 

  • Miscellaneous charges include additional cleaning and/or repairs as required.
  • Charges for specialty requested vehicles will consist of rental charges, fuel and other vehicle-related expenses, plus a processing fee.


Notify Transportation Service at (765) 494-2114 of any changes regarding the scheduled trip, or to confirm reservations, as far in advance as possible.


Notification of trip cancellations must be phoned in at least 24 hours prior to the vehicle pickup time specified.  Charges may apply if your vehicle was obtained through Enterprise.

Driver Qualification and Authorization 

  • All persons who will operate a vehicle on University business or for any other University purpose must meet the Qualification Requirements and Procedures Application to all drivers as outlined in section 1.1 of the Vehicle Use Policy.

Driver Certification

The Form 1 requires a driver's certification. By signing for the vehicle and noting the state and expiration of the operator's license, the driver certifies: 

  • Possession of a valid U.S. or Canadian driver's license.
  • Only approved drivers who meet all requirements are authorized to drive the vehicle.
  • The vehicle will be used only for approved University business.
  • The vehicle will be driven in accordance with state and local laws and regulations, and in a courteous manner that represents Purdue University. 

Pickup Times

  • The Purdue Transportation Service office is open from 7 a.m.-5 p.m. Mon.-Fri. and 7-10 a.m. on Sat. (during spring and fall semesters).
  • For trips beginning before 7 a.m. Tue.-Sat., vehicles can be picked up at 4-5 p.m. the night before.
  • For trips departing between 11 a.m. Sat. and 7 a.m. Mon., vehicles can be picked up between 7-10 a.m. on the preceding Sat.

Note: Transportation Service office hours are adjusted around University holidays. Please call if your departure time is near an official University holiday. 

Vehicle Return Procedure 

  • Vehicles should be returned to Transportation Service by the date and time stated on the Form 1.
  • Park the vehicle in the gravel lot to the north of MMDC.
  • Check interior and trunk for personal items; items found will be kept at the main Transportation Service building for two weeks before sending them to Central Lost and Found.
  • The fuel tank does not need to be returned full.
  • During office hours, bring the odometer reading (not the trip meter) into the office.
  • Parking and toll receipts must be reimbursed through the driver's business office.
  • After office hours, place key case in the drop box (located to the right of main office door).
  • Alert Transportation staff of any mechanical problems or other concerns you have regarding the vehicle.
  • Report accidents or damage to the vehicle immediately to Risk Management, Police and Transportation.

Student Organizations 

All student organizations must go through BoilerLink to get approval and reserve university vehicles.

Purdue University, 610 Purdue Mall, West Lafayette, IN 47907, (765) 494-4600

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