Reservations

To make a reservation, have the following information available:

• Pick up date and time.

• Return date.

• Destination.

• Identify whether driver of vehicle is University faculty, staff, or student. Student drivers must be approved by Risk Management to operate University vehicles. [List of approved student drivers]

• PeopleSoft number or SOFO (Student Organization Financial Office) number. Please make sure that your department or student organization has opened object code 5630 for Motor Pool rental. SOFO reservations require the Organization Authorization for University Vehicles Form (available at the Student Activities Office) to be faxed to Motor Pool at 847-467-2188, in advance of the reservation date.

• Type of vehicle needed: sedan, minivan, cargo van, other.

• To initiate a weekly, monthly, or annual rentals, please submit a written request to the Motor Pool, accompanied by an account number. Changes in account numbers for annual billing should be submitted to the Motor Pool before the start of the new fiscal year.

• Any department wishing to designate certain employees to place Motor Pool reservations should submit a list of the employees on department letterhead, signed by the department chairperson, to:

Motor Pool
2020 Ridge Avenue, Dock 9
Evanston, IL 60208-4325

• Reservation methods:

  • Online:

    Reservation Form

  • By Phone:

    • 847-491-5075 for Evanston campus or

    • 312-503-8129 for Chicago campus

  • By Fax: Reservations may be faxed directly to Motor Pool at 847-467-2188 for Evanston or 312-503-9243 for Chicago. [Reservation Form. You will need to have Adobe Acrobat Reader 4.0 or above to open the PDF. The free download is available on Adobe's web site.] If your department or student organization chooses to create your own form, please verify the required information with Motor Pool prior to submitting your reservation form.

Confirmation - After submitting a reservation by fax or e-mail, you should receive a confirmation within 24 hours. If you do not receive a confirmation within 24 hours, call Motor Pool at 847-491-5075 for Evanston or 312-503-8129 for Chicago. DO NOT RESEND THE RESERVATION.

Upon receipt of confirmation, renting department should verify the rental information. If changes are needed, please contact Motor Pool.

Cancellation - If it is necessary to cancel a vehicle reservation, please do so as soon as possible, at least one business day prior to vehicle pick up. Please make sure that you receive a cancellation number as confirmation.

If the reservation is not canceled at least one business day prior to vehicle pick up, a one day rental charge will be assessed.

For cancellation of long-term rentals, please send a written notice of cancellation with the termination date to the Motor Pool.

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