Facilities Operations, Procurement, and Auxiliary Services

Vehicle Rental Instructions

All Oberlin College faculty, staff and students are encouraged to thoroughly review the college transportation policy .

To prevent any delay in reserving your vehicle or bus please read and follow the following directions.

Requesting a car/van for college business or college-sponsored activities

Please include the following template (copy/paste) in the “Request Description” field of your work order vehicle request:

  • Type of vehicle - select one of the following - Compact/Economy Car, Mid-Size Car, Full-Size Car, 7-Passenger Minivan, Mid-Size SUV, Full-Size SUV, Large SUV.
  • Date and time of departure:
  • Date and time of return:
  • Final destination city/state:
  • First and last name of MVR approved driver/s:
  • Department and phone number:
  • FOAP to charge (Submit SFC form if the FOAP starts with "90000")

 

  • One work order per vehicle, please (do not submit a work order with more than one vehicle requested).
  • Unless there is an issue with your request you will not hear back from the Facilities office.
  • Should you need to cancel a vehicle reservation please contact the Facilities office by phone or email with the work order number in question.

Failure to provide 24 hours’ cancellation notice for a car/van rental may result in a one day charge.

To request a vehicle for business travel with a noncampus pick up (i.e. pick up at an airport) or personal travel please visit the Enterprise website.

Requesting a bus for college business or college-sponsored activities

Bus requests should be submitted at least one month in advance of the trip. The following information will be needed for your work order bus request:

  • Group Title/Event Name
  • Date and time of pick up
  • Exact address of pick up
  • Date and time of drop off
  • Exact address of drop off
  • Date and time of return
  • Exact address of return
  • FOAP to charge
  • Group leader's contact information for the busing company (Cell number)
  • Number of passengers

 

Once a quote has been obtained from the bus company an email will be sent to the requestor with the quote attached.

  • Subsequent emails will be sent regarding confirming the booking and the driver's name and contact number should an emergency arise.
  • Should you need to cancel bus trip please contact the Facilities office by phone or email with the work order number in question.

Failure to provide 5 business days notice of trip cancellation will result in a $150.00 per bus cancellation charge. Other fees may apply.