NOTE: A Travel Authorization (TA) is no longer required to reserve a Motorpool vehicle if the trip is instate and you are not seeking reimbursement for travel expenses. However, if your department stipulates that a TA is required or if you are seeking reimbursement for travel expenses for your trip, once your TA document is FINAL approved, open the 'Agency Links' tab and click on 'Motorpool' to visit Motor Pool's Fleet Commander system and create a reservation.
IU Motor Pool offers vehicle rentals on the Bloomington campus to facilitate University business travel. There are two requirements for using their services:
Reservation requests are submitted directly to Motor Pool's Fleet Commander system after a Travel Authorization document is fully approved in TEM (if a TA is required). Full reservation instructions for arrangers and travelers are provided below.
Rental and insurance costs for Motor Pool vehicles charge directly to the department account specified when creating the reservation. Fuel expenses also charge directly to this account through the use of Motor Pool's Voyager Gas Cards. The charges will appear on the designated account as DI (Distribution of Income) billing charges.
|Size||Daily Rates||Weekly Rate||Monthly Rate|
|Compact||$ 29.00||$ 203.00||$ 580.00|
|Mid-size||$ 36.00||$ 252.00||$ 720.00|
|Mini Van||$ 47.00||$ 329.00||$ 900.00|
|Large SUV||$ 57.00||$ 399.00||$ 1140.00|
|Cargo Van||Outside Agency Rates Apply|
|Pickup Trucks||$30.00||$ 210.00||$ 600.00|
The Motor Pool is located at 801 N. Range Road in Bloomington. Rented vehicles must be picked up and dropped off at this location. The Motor Pool office hours are 6 AM to 5 PM, Monday - Friday. The garage hours are 6AM to Midnight, Monday - Friday.
Note: The driver, and any arranger who would like to enter reservations in the system, must have an Active Fleet Commander profile.
NOTE: Be sure to enter the TEM Doc #, not the Document #, in the Trip Number field. Enter any additional comments for Motorpool's attention, and then click Next.
RESULT: Motor Pool finalizes a reservation and sends a confirmation email to the traveler, the arranger and the fiscal officer. After the confirmation email is received, the traveler or the arranger may contact Motor Pool if any changes are necessary.
Motor Pool’s Fleet Commander system requires an active profile for each traveler and for any arrangers that will be completing reservations in the system. All Bloomington travelers and arrangers are encouraged to establish a profile at their earliest convenience. Use the following guidelines to determine what steps are needed for yourself or your travelers:
Arrangers can create reservations on behalf of any traveler, but travelers must create their own fleet commander profiles. If this is not possible, please contact Motor Pool for assistance.top↑
University policy requires that, as a condition for driving any vehicle on university business, drivers will give Indiana University authorization to conduct a Motor Vehicle Record (MVR) check and provide all information needed for conducting the check. Driving on university business will be prohibited if authorization to conduct a MVR check is not given.
Before driving for any trip, complete the Authorization Form for Motor Vehicle Records Check form.