Car Rental Services

You can calculate your daily charge by visiting our Vehicle Rates page and viewing the vehicle type that you will be renting. Vehicle rates vary depending on demand and season of rental. When the daily charge adds up to more than the monthly charge, you will be charged the monthly charge instead of daily charges.

You will be charged either a daily charge or monthly charge depending on which is more cost effective for you! For example, after eight days, a sedan’s daily charge is more than the monthly charge. If you have a sedan for eight days or less you are charged daily rates, but for more than eight days you are charged monthly rates. You can compare these prices further by viewing our Vehicle Rates page. Vehicle rates vary depending on demand and season of rental.

Absolutely not, we will gladly fill the tank and charge you our great gas prices. 

There are no mileage restrictions or limitations. Simply put, drive where you need to go! 

Your vehicle may be picked up by anyone in your department as long as they are identified as an additional driver on the reservation ahead of time. They must have an up-to-date, approved MVR and provide their current Driver’s License at the time of picking up. You may add a note stating that this person will be picking up on the reservation or simply send an email to fleet@uwyo.edu.

You can pick-up a vehicle for an early departure on the day before your reservation within an hour before we close, and you will not be charged for that day. During the academic year you can do an early pick-up between 4:00 pm and 5:00 pm and during the summer you can do an early pick-up between 3:30 PM and 4:30 PM. If you pick-up before the allotted time, you will be charged for that day. When entering the reservation, enter the time you will pick-up the key, not when you will be departing. Leave a comment that it is an early pick-up for early departure the next day. If you do not leave a comment, you may get charged.

You can pick-up for an early departure on the Friday before after 4:00 pm during the academic year and after 3:30 pm during the summer and you will not be charged for the weekend. If you pick-up before the allotted time, you will be charged for the weekend. When entering the reservation, enter the pick-up time as Friday and the time you will pick-up the key, not when you will be departing. Leave a comment that it is an early pick-up and the day you are departing. If you do not leave a comment, you may get charged.

You can have someone else pick-up your vehicle for you, but you must call ahead of time with the name of the person, and they must have an up-to-date, approved MVR. If you know ahead of time, you can leave a comment on the reservation or contact Car Rental Services, and we can try and accommodate you.

You can pick-up a vehicle for an early departure on the day before your reservation after 4:00 pm during the Academic year and after 3:30 pm during the Summer and not be charged for that day. If you come before the allotted time, you will be charged for that day. Please state in the comment section for early pick-up due to early departure. If this is not in the comment box, you may get charged. 

Half day rentals are five hours or less during office hours only. This can be between the hours of 7:30 am to 5:00 pm during the academic year or between the hours of 7:30 am to 4:30 pm during the summer. If you use the rental for more than five hours or drop off after we close, you will be charged the daily rate.

, or calling the Car Rental Office at 766-3229. Failing to cancel or pick-up a vehicle on time will result in a daily rental rate charge and an administrative fee. (Fees may be waived for severe weather at the discretion of Car Rental Services.)

You must contact the Car Rental Services Office at (307)-766-3229 two weeks prior to the reservation pick-up date. Make sure to include the ADA Accommodation that is needed on the reservation form.

Your MVR Report is good for the current calendar year and will need to be resubmitted each calendar year. These can be resubmitted beginning in November. For example, if you submit your MVR between January-October of 2024, it will expire 1/1/2025. If you submit your MVR between November-December of 2024, it will expire 1/1/2026. An email is sent to all active Car Rental Customers in November as a reminder to resubmit.

You must give at least a 24-hours’ notice to cancel your reservation for no charge. You can do so through our online portal or by contacting the Car Rental Office. If you must cancel your reservation with less than 24-hours’ notice, you must call the Car Rental Office at (307)766-3229. Failing to cancel or pick-up a vehicle on time will result in a daily rental rate charge and an administrative fee. (Fees may be waived for severe weather at the discretion of Car Rental Services.)

You can make reservations for as many vehicles as you need; however, you cannot be listed as the driver on each of the vehicles. Each vehicle must have its own ‘Approved Driver.’ Please make sure this person has a current MVR and is in our Reservation system as a driver prior to assigning them the vehicle. The names of additional drivers should be listed on your reservation request. If last-minute emergencies arise and driver changes are needed, please call Car Rental Services.

Yes. Either call Car Rental Services or come into the office to see if your item has been found. It is helpful to know which car you left your item(s) in. Lost items are turned-in to UWPD on a regular basis.

Please drive safely and observe all ordinances and laws. Rental customers are responsible for payment of any tolls, parking tickets, and traffic violations.

Note: If you are parking on UW campus, you will need a permit. We do have day permits for purchase, applied to the department bill. Visit our short-term parking page for more information.

Please return your vehicle on time. Reservations will be charged a daily fee for each day late, plus an administrative fee. If you will be late, please contact Car Rental Services as early as possible.

Passengers are not allowed to travel in a University of Wyoming owned or UW Car rental vehicle if they are not directly related to and/or required as part of university business. For more information, please visit the Official Vehicle Policy website.

During University Business Hours: 

Procedure to follow: If the UW rental vehicle you are operating experiences a flat tire or mechanical failure while in transit during the above hours, please proceed to the nearest dealer (if possible) and: 

Call Car Rental Services at 766-3349 (or) 766-3573

Identify:

• Your name and department

• License plate number of the UW vehicle you are driving

• Location where you are

• Problem experienced 

The proper personnel at Car Rental Services will request to speak to the dealer’s shop manager/person in charge and will authorize work to be performed, and process for payment by Car Rental Services. Invoices (original and copies) will be coordinated by Car Rental Services. 

Outside of University Business Hours: 

If the UW rental vehicle you are operating experiences a flat tire or mechanical failure while in transit outside of office hours, please proceed to the nearest dealer (if possible) and: 

Call UWPD at (307) 766-5179. They will get you in contact with someone from our department.

 

If you have any further questions regarding reimbursement, please contact the Car Rental Services Accounting Associate at 766-3334 

ALL REPAIRS MUST BE APPROVED. Please be sure to bring the Original Invoice to Car Rental Services. Unapproved repairs may not be reimbursed.

You may use the university procurement card for gas purchases with UW Fleet Vehicles. You must keep gas receipts with the following information: name of gas station, location of gas station (i.e. Lander), price per gallon, total gallons purchased, UW Vehicle number, and date of purchase.

 

Simply provide these receipts to your department’s accountant who completes and submits university travel vouchers. All gas receipts must contain the following information: name of gas station, location of gas station (i.e. Lander), price per gallon, total gallons purchased, UW Vehicle number, and date of purchase.