Fleet Services

Authorized Drivers

Only authorized drivers are allowed to operate University-owned, rented, or leased vehicles and must complete the driver authorization process, beginning with the Driver Authorization Form (exception: If an employee, student, or volunteer will only operate motorized carts, the driver's authorization is not required).

Training Required

TWU employees that are expected to drive as part of their normal course of work (e.g., shuttle bus drivers) are required to take Defensive Driving Training on TWU's employee learning management site, Bridge.

TWU community members, including volunteers, that will operate motorized carts (golf carts or utility task vehicles) are required to take Motorized Cart Training on TWU's employee learning management site, Bridge. On the Denton campus, motorized carts are only allowed to travel on certain streets, which can be found on the Denton Campus - Map of University Streets for Motorized Carts. Students (non-employees) and university volunteers may access the online training via a temporary Bridge profile. Access to this system is via invitation and requires the creation of separate login credentials. Email risk@twu.edu if you have students or volunteers needing a temporary profile.

Vehicle Request (SUV, Van, Bus & Golf Cart)

All vehicles are processed on a first come; first served basis.

Van rentals are currently limited to 1 van and available only Fridays, Saturdays and Sundays.

Complete and forward the Vehicle Request Form  via email to fleetservices@twu.edu at least 72 hours before the requested rental is confirmed to begin. (Submitting requests as early as possible enables Fleet Services a greater opportunity to confirm reservations for University vehicles as requested.)

Please note: TWU buses can only be operated by FMC-approved drivers at this time and a requestors must provide complete itinerary and chaperone information before reservation will be confirmed.

Vehicle Pick-up

Hours of operation for vehicle pick-up (keys) are 9:00am to 4:00pm. If you are in need of the vehicle before 9:00am please be sure to pick up keys before 4:00pm the previous day.

Keys/fobs and fuel card (if requested) are distributed from and returned to the FMC Fleet Services office.


Drivers must perform a pre-rental inspection of the vehicle before departure and again at the start of each day during the rental period. If there is a defect or damage noted before departure, the driver must note the defect and report it to Fleet Services before the vehicle is accepted with signature.

Mileage Log

Drivers must complete the mileage log/Daily Use Form (State Auditor’s Form 376-P) in blue or black ink located in the vehicle at the conclusion of each day the vehicle is checked out. Failure to supply the information is a violation of state law.

If, when vehicles are returned to FMC, an odometer reading is not recorded by the driver dropping it off there is a possibility of being charged for the next client’s mileage should they pick up the vehicle before FMC can log that mileage.

Incidents or Accidents

All incidents or accidents in which TWU vehicles are involved must be reported using the TWU Incident Reporting Form through Risk Management within 48 hours. Additional information on this is available on TWU's Risk Management website

Inoperative University Vehicles

If a vehicle owned or leased by the University is experiencing issues, contact the following departments:

  • During business hours, call Fleet Services
    • Denton: 940-898-3166
    • Dallas: 214-689-6600
    • Houston: 713-794-2331
  • After business hours, call TWU Department of Public Safety 

For rented vehicles, contact the rental agency for assistance. Do not use your personal roadside assistance service or insurance for inoperable vehicles.

Reminder for Vehicle Operators

  • Secure all property, including university vehicles. Do not leave keys in the ignition, cup holder, or in plain sight.

  • When a vehicle is returned after business hours in Denton:

    • The vehicle should be parked at the TWU FMC Service Center (1200 Frame St., Denton, Texas 76209) 

    • Keys should be deposited in the key return box, located outside Fleet Services south office entrance of FMC.

    • All vehicle doors must be locked by the authorized driver.

    • If returned after 4:00PM, Fleet Services will inspect the returned vehicle the next business day. Any damages not reported to Risk Management will then be reported and, if necessary, the department will be contacted about necessary repairs and costs.

  • In Dallas and Houston, the vehicle must be locked and keys should be returned the next business day to the issuing office.

  • Please dispose of your refuse before returning the vehicle. (When a vehicle is returned after-hours and then picked up before 9:00am for another trip the following day, there may not be time for FMC to service that vehicle before the next day's rental.)

  • Please see TWU URP 04.520, Vehicle Operations Policy if you have questions regarding use of a vehicle, responsibility following collisions, passenger transportation, travel distance limitations, etc.

Contact Us

If you have any questions, please email fleetservices@twu.edu or call (940) 898-3166.

Page last updated 1:36 PM, June 17, 2024