Motor Pool pickup and drop off information
Picking up or returning a rental vehicle from Transportation Services Motor Pool?
Below is the list of frequently asked questions we get from people and departments using a motor pool vehicle.
- Where do I pick up my rental vehicle?
570 Red Cedar Road Room 134 located in the Central Services Building. The Transportation Services entrance faces the East side of Spartan Stadium.
- What do I need to bring with me when I pick up my rental vehicle?
Valid U.S. driver’s license (a photocopy or picture will not be accepted).
- All drivers must be present and show their valid, non-expired, non-suspended, domestic driver's license at the time of rental. Additional drivers may sign up in person prior to renting with the required documentation.
All drivers must bring their Concur Travel Request ID number, or a valid Pre-Trip Authorization form.
- The Concur Travel Request must show approval for a Motor Pool vehicle, and student driving record checked when applicable.
- What is the pickup process?
Have your driver’s license and your approved Concur Request ID ready.
- Walk up the Central Services stairs and proceed to the Transportation Services front desk. You will be greeted by a Motor Pool employee.
- Inform the Motor Pool employee that you are there to pick up a Motor Pool rental vehicle and hand them your driver’s license and tell them your Concur Request ID code.
The Motor Pool employee will begin the vehicle rental activation process.
- Once the Motor Pool employee completes the rental activation process your driver’s license will be returned to you.
- The Motor Pool employee will hand you a vehicle rental agreement to review and sign. You will be given a copy of the rental agreement after the Motor Pool employee collects your signature. If you would like to review the rental agreement prior to picking up your vehicle, please click the following link. Vehicle Rental Agreement
- The Motor Pool employee will also hand you a vehicle check-out sheet. This sheet is used to document any major damage on the rental vehicle you are using. The Motor Pool employee will go over the current damage on the rental vehicle with you. You will then initial the first copy, and the second copy is for your records. You will be asked to look around the rental vehicle for any damage that may have been missed at the time the check-out sheet was completed. If you notice any damage that was not recorded on the check-out sheet, please report it to the Motor Pool front office prior to leaving the parking lot with the vehicle. Any additional damage that you inform the Motor Pool front office about, they will document on the original check-out sheet.
- The Check-Out Sheet will also provide vehicle number (located on the front and back bumper of the vehicle), parking location, date and time the check-out sheet was completed, any major damage, comments, and a Motor Pool employee’s initials.
The Motor Pool employee will hand you the key wallet.
The key wallet includes one set of keys, an on-campus fuel card, and an off-campus fuel card.
- Off-campus fuel card: Can be used at any major gas station. Use the WEX card inside the key wallet at the pump, enter the driver ID/PIN given to you by the Motor Pool employee, enter the odometer, select the corresponding fuel type, and start fueling. Please keep the receipt(s) and turn them in with the key wallet.
- On-campus fuel card: Can only be used at the on-campus fuel station located at 409 Service Road. Use the PetroVend card inside the key wallet at the pump, enter the odometer, select the corresponding fuel type on the screen, lift the lever, and start fueling. No receipt(s) needed.
The Motor Pool employee will tell you the vehicle number, type, color, and explain where the vehicle is parked.
The pick-up process is now complete, and you may proceed to your planned destination.
- What is the process for returning during business hours?
Park the rental vehicle in the parking spaces outside of Transportation Services. If there are no available parking spaces there, please park in Lot #55 or against the north end of Spartan Stadium.
Take the key wallet into the Transportation Services office and hand the key wallet to a Motor Pool employee and let them know where you parked the vehicle and if you had any vehicle related problems during the rental.
*You do not have to fuel the rental vehicle before returning it.
This completes the return process.
- What is the process for returning after business hours?
Park the rental vehicle in the parking spaces outside of Transportation Services. If there are no available parking spaces there, please park in Lot #55 or against the north end of Spartan Stadium.
Take note of the current mileage.
Use the after-hour kiosk located under the Service Garage sign on the West side of Spartan Stadium.
Take the PetroVend card out of the key wallet and swipe it at the after-hours kiosk and enter the current mileage.
If the kiosk asks for a Pump ID, enter 97.
Put the PetroVend card back into the key wallet and put the whole key wallet into the drop box to the left of the kiosk.
*You do not have to fuel the rental vehicle before returning it.
This completes the return process.
- What do I do if I get into an accident?
The Auto Accident Instructions and the Fleet Insurance Certificate are located in the glovebox of the Motor Pool fleet vehicles.
- Remain at the scene and report the accident to the appropriate authorities.
- Obtain the name and address of the driver(s) of the other vehicle(s) as well as the name and address of any injured person(s).
- Obtain the license plate number and driver’s license number for each vehicle involved.
- Obtain the name, address, and phone number of each witness.
- Discuss the accident with the police ONLY. DO NOT SIGN ANY PAPERS/DOCUMENTS.
- Inform your supervisor as soon as possible that an accident has occurred.
- Complete the Automobile Accident Form as soon as possible.
- What if the vehicle is not drivable after I get into an accident?
During Standard Business Hours (M-F 8:00am – 4:30pm)
Vehicle Type Contact MSU Motor Pool Vehicle MSU Service Garage: 517-355-1868 or
MSU Transportation Services: 517-353-5280After Standard Business Hours (M-F after 4:30pm and Weekends):
Vehicle Type Contact MSU Motor Pool Vehicle or
Department-Owned Vehicle.Contact IPF: 517-353-1760. - What if the driver(s) is a student?
All undergraduate drivers must have had their driving records reviewed by Risk Management and have successfully completed the Ability Compliance MSU Safe Driving course.
The undergraduate training course can be found on the MSU EBS “Ability Training Compliance” tile by searching for “driving” in the “Extra Courses – Catalog Search” menu.
Student drivers with out-of-state licenses must request a complete driving record from their licensing state and email this to Risk Management along with the driving record check form. Risk Management will respond with a determination if the student(s) meet the University’s safe driving criteria.
Student drivers with Michigan licenses must email Risk Management a copy of their license along with the driving record check form. Risk Management will respond with a determination if the student(s) meet the University’s safe driving criteria.
Concur requests for student drivers MUST indicate that the student has had their driving record checked and has completed the driving safety course.
- What if I am picking up a rental vehicle or returning a rental vehicle on a Friday before a home football game?
If there is a home football game on a Friday, the latest you can pick up or drop off your rental vehicle(s) is 12:00pm. If you are unable to pick up your vehicle prior to 12:00pm, please call Transportation Services at 517-353-5280 immediately to discuss your options. If you are unable to return your rental vehicle prior to 12:00pm, you must keep the rental vehicle and either return it Sunday afternoon or Monday morning at 8:00am or earlier. You will not be charged for any additional days if the vehicle(s) is returned no later than Monday at 8:00am.
If there is a home football game on a Saturday, the latest you can pick up or drop off your rental vehicle(s) is 2:00pm. If you are unable to pick up your vehicle prior to 2:00pm, please call Transportation Services at 517-353-5280 immediately to discuss your options. If you are unable to return your rental vehicle prior to 2:00pm, you must keep the rental vehicle and either return it Sunday afternoon or Monday morning at 8:00am or earlier. You will not be charged for any additional days if the vehicle(s) is returned no later than Monday at 8:00am.
Personal vehicles also cannot be parked in the lots surrounding Spartan Stadium during a home football game. Therefore, please walk or arrange for a ride to the Transportation Services office to pick up your Motor Pool rental vehicle.
Optional parking: Motor Pool vehicles can be parked at the on-campus Fuel Station located at 409 Service Road during home football games. Personal vehicles with a Faculty/Staff parking permit can park in lot 88 at the Linen Services building or commuter lot 83.
