Reservation Policies

Reservation request must be submitted in one of the following ways:

  • On-line Request System
  • Phone Request: (907)786-6935
  • Fax: (907)788-6989
  • Campus Mail

  If the requested pickup date and time is less than 24 hours from the time of the request, phone the Motor Pool Office directly, (907)786-6935. Every effort will be made to fill a last minute request, however vehicle availability cannot always be guaranteed.

  Rentals for less than six (6) months are classified as "short-term" and requestors are required to give a definite return date. Vehicles are reserved on a "first requested, first confirmed" basis. Thoughtful planning is advised to ensure vehicle availability since it is difficult to provide a vehicle on short notice.

  You will need the following information to make a reservation:

  • Department name and phone number
  • Account number
  • Destination and purpose of trip
  • Name(s) and drivers license number(s) of the person(s) operating the vehicle
  • The date and time the vehicle is to be picked up and returned
  • Type and number of vehicle(s) requested and any special equipment needs.


When canceling a vehicle reservation, contact the Motor Pool Office (907)786-6935 as soon as possible.

Long-term Rentals

Rentals for more than six (6) months are classified as "long-term" or "permanently assigned".

Long-term vehicle assignments may be requested by submitting a REQUEST FOR LONG-TERM ASSIGNMENT OF MOTOR POOL VEHICLE. contact the Motor Pool Office to request a copy be sent to your department. When completing the form, the rental period should be clearly indicated, or if over one year, listed as "indefinite". The form must be signed by the department head and forwarded to the Motor Pool Offices.

*Vehicles should be requested when the planning process begins as vehicles are assigned according to availability. Generally there is a waiting list and it may take a year or more to fill a single request, especially if the purchase of a new vehicle is necessary (vehicles are ordered in November for delivery in May).

 Special vehicle modifications are available on permanently assigned vehicles, All modification must be approved by the Motor Pool Office prior to Installation.


The Motor Pool Office does offer charter services. For further information contact Mark Findlay (907)786-6935.

Persons Authorized to Use Motor Pool Vehicles

Motor Pool Vehicles are to be used for official University business only.

Authorized Renters and Drivers:

  • UAA Faculty with valid UAA identification
  • UAA Staff with valid UAA identification
  • Student groups approved by office of the Director of Student Activities

Any questions concerning this authorized list may be addressed by calling the Motor Pool Office, (907) 786-6935. Allowing an unauthorized driver to operate a University vehicle, may invalidate the University's insurance coverage and will make the renter and/or department responsible for damages.

Vehicles Use Restrictions:

  • Vehicle may be used for official University purposes only, regardless of the source of travel funds.
  • University vehicles whether on short or long-term rental may not be used for transportation between personal residencies and the University campus or another University stations unless previously authorized.
  • Operators must observe commonly accepted rules of courtesy toward pedestrians and other drivers.
  • Operators must use and park the vehicle in a manner that will not reflect unfavorably on the University.

Off-road/Haul Road Use

The University's rental fleet contains pickup trucks and 4-wheel drive vehicles that are available for off-road/Haul Road use. Other fleet vehicles such as passenger vans and sedans are not designed to be driven off-road and should only be driven on approved paved streets and highways. Operating a vehicle off-road without prior Motor Pool Office approval may result in the suspension or loss of rental privileges.