Driver Approval, Vehicle Use and Rental Procedures


Student Driver Approval Request

All students driving university-owned, rented, or personal vehicles on behalf of Grand Valley State University must complete the following procedures. Students must complete this process every academic year. All permissions will expire at the end of the current academic year. 

Students will be approved or denied based on an approval matrix that takes into account their license tenure, recent traffic accidents, and recent driving violations or convictions. 

Step 1

Advisor / Sponsor: 

Enter the student's contact information into the online form below (Student name, G-number, and email address). You will need your network ID to access this form. 

Motor Vehicle Record Check Request

Step 2

Student Driver:

The student driver will receive an email with a unique link to fill out their personal information securely through CMS. The student will need the following information: 

  • Driver's License Number/State Issued
  • Date of Birth
  • Phone Number

**If the student meets the driver age requirement and will be driving a 12 or 15 passenger van, they must review the Driver Awareness Training below (video or pdf format) and indicate whether they have completed this task. 

**If the student's driver's license was issued by a state other than Michigan, they will be required to obtain their out-of-state driving record and upload it via the form. This can often be done online. Please understand, there may be fees and it may take time to receive the records. The student will not be eligible to drive until the process is completed. 

**The student will be asked to sign the form, granting permission for their driving record to be queried through the Department of State and/or viewed by GVSU representatives. 

  • Students 18 - 20 are only permitted to drive sedans or mini-vans. 
  • Students 21 and older are permitted to drive all vehicles including 12 or 15 passenger vans in and out of state (must complete driver awareness training for 12 and 15 passenger vans)

Video

Video Version of Driver Awareness Training

PDF

Driver Awareness 15-passenger van safety pdf. Full presentation available via Youtube video on this page.

PDF Version of Driver Awareness Training

Step 3

Advisor / Sponsor: 

Sponsors will be notified via email when a request is approved or denied. Sponsors will also be able to log in to the request database and view the drivers they entered and whether they were approved or denied.

Appeal Process

If a driver is denied, they do have the opportunity to appeal via email. Please have the driver include their name, which department they are requesting to drive for, and a brief explanation as to why their request should be reconsidered or they believe the denial was in error. 

Appeal a Driving Record Denial

 


Auto Insurance

Please review GVSU's Auto Insurance protocols on the Risk Management page.


Vehicle Rental Procedures

There are two preferred sources from which to rent vehicles for business use:  
1.  GVSU Motor Pool 
2.  Enterprise Car Rental

NOTE: CAR RENTAL COMPANIES HAVE A SIGNIFICANT SHORTAGE OF VEHICLES DUE TO PANDEMIC RELATED CIRCUMSTANCES. IT IS STRONGLY RECOMMENDED THAT YOU RESERVE AS EARLY AS POSSIBLE TO AVOID UNAVAILABILITY.

Information on GVSU Vehicle Use COVID-19 Safety Protocol


 

GVSU Motor Pool

To rent from the GVSU Motor Pool, visit the GVSU Motorpool Vehicle Rental Procedures website. 

Enterprise Car Rental

GVSU's primary car rental contract is with Enterprise Car Rental. Employees should use the Enterprise contract whenever possible as the contract  provides important benefits. Contact Kip Smalligan (616) 331-3211  in Procurement Services if you have any questions..

Enterprise Rental Procedures

  • VERY IMPORTANT: Read the
    Driver Age Requirements below
    Enterprise Frequently Asked Questions (FAQs) below
    Prohibited Vehicle Uses below. 
    GVSU Auto Insurance protocols above
     
  • All persons driving a 12 or 15 passenger van must watch or read the above Driver Awareness video or slide presentation. 
     
  • If you are renting a pickup truck or a box truck, contact Kip Smalligan 616/331-3211 in Procurement Services for assistance. 
     
  • If you are reserving a vehicle which will be dropped off and picked up at the Allendale Campus or Pew Campus, reserve it through GVSU Facilities Services.  The Enterprise Grandville location brings these vehicles to campus
    Enterprise will invoice your department sending the invoice to GVSU Accounts Payable. 
    Inspect the vehicle and report any pre-existing damage to Enterprise if possible; document with photos. 
    Inspect the vehicle again upon travel completion. Report any damage or accidents to Heather Taylor  616-331-2067 in GVSU Risk Management.
     
  • If you are renting from any other Enterprise location, reserve through the Enterprise web siteIt is very important to enter our contract number XZ20775 in the Corporate Account Number field or provide to the representative if reserving over the phone. For 12/15 passenger vans or specialty vehicles, you might need to call the Enterprise pick up location to reserve due to limited availability. 

    If you are renting in the US, decline the collision and liability protection coverage from Enterprise. GVSU's insurance will cover for business use.

    If you are renting in a foreign country, you must purchase the collision damage waiver and liability protection from Enterprise.
    Canada is an exception. Contact Heather Taylor  616-331-2067 at least two weeks in advance of your travel for insurance coverage in Canada.

    You will be need to pay with a GVSU purchasing card, a GVSU declining balance card, or a personal credit card.     

    You may be required to show your GVSU Employee ID when picking up the vehicle
    The GVSU person who will be driving the vehicle from the Enterprise location will need to show their driver's license to Enterprise in person. 

    Inspect the vehicle and document any pre-existing damage with photos if possible. Report to Enterprise before leaving if possible. 

    Inspect the vehicle again upon travel completion and document any damage with photos. Report any damage or accidents to Heather Taylor  616-331-2067 in GVSU Risk Management.


The Enterprise Driver Age Requirements vary depending on: 

  • The state in which the rental originates
  • The type of vehicle rented

Enterprise Driver Age Requirements

 

Read Enterprise's prohibited vehicle uses --  some of them likely apply to you. The most relevant ones have been highlighted in bold. 

Enterprise Prohibited Vehicle Uses

 

GVSU's Rates with Enterprise

Enterprise Rates

Enterprise FAQs

Within the United States:
•   GVSU employees who have a valid driver’s license, meet the driver age requirement, and have taken any required training.

•   GVSU students who are authorized through the GVSU Student Driver Approval Process, meet the Driver Age Requirement, and have taken any required training.

•   Persons who are not GVSU employees and not GVSU students but who are authorized through the Third Party Driver Exception procedure, meet the Driver Age Requirement, and have taken any required training.


Internationally:
•   GVSU employees who have a valid driver’s license, meet the driver age requirement, and have taken any required training.

 

Anyone driving a 12 or 15 passenger van must watch or read the Driver Awareness video or slide presentation.

You should use Enterprise unless they cannot provide a vehicle that works with your travel plans. GVSU’s contract (XZ20755) provides important benefits such as free additional drivers and insurance and risk coordination. If you are unable to use Enterprise, contact Kip Smalligan 616/331-3211 for assistance finding an alternate rental supplier. 

National Car Rental can be used as an alternate supplier as they are owned by Enterprise's parent company.  GVSU's contract number XZ20775 can also be used with National.  National Car Rental rates are generally higher than Enterprise's and almost all National locations are at airports. You will need to pick up National vehicles from the airport; they won't be delivered to campus. You will need to pay with a GVSU purchasing card, GVSU declining balance card, or a personal credit card.  Contact Kip Smalligan 616/331-3211 for more details. 

No, but in most cases GVSU’s rate will be better than the non-contract rate available.

Be aware that there are some additional surcharges and fees that can apply at certain Enterprise locations.

Enterprise does reserve the right to suspend contract rates during special events, major holidays, and peak seasonal demand periods. 

When renting in the United States, decline Enterprise’s damage waiver (DW) and liability protection. GVSU’s insurance will cover that.

IF YOUR RENTAL ORIGINATES IN A FOREIGN COUNTRY, OR ORIGINATES IN THE UNITED STATES BUT WILL BE DRIVEN TO A FOREIGN COUNRY , YOU MUST PURCHASE ENTERPRISE'S PHYSICAL DAMAGE WAIVER AND FULL LIABILITY PROTECTION.  Keep proof of the purchased protection in the vehicle.  THE EXCEPTION TO THIS IS CANADA. Contact Heather Taylor  616/331-2067 in GVSU Risk Management at least two weeks in advance to be set up with GVSU insurance for Canada.  Note:  Enterprise does not allow 12/15 passenger vans to be driven to Canada. 

If you will be using the vehicle partly for personal use during the rental, GVSU’s insurance does not cover and you will need to either personally purchase Enterprise’s protections or make sure your personal auto insurance will cover it.

You may choose to purchase the Roadside Assistance but that is optional. GVSU's insurance does not cover Roadside Assistance or towing.  See below FAQ  "Is Roadside Assistance included in Enterprise rentals?"

If you are renting a vehicle which is being dropped off by Enterprise to Allendale campus or Pew campus, no driver’s license needs to be provided to Enterprise.

If you are picking up a vehicle from an Enterprise location, the person driving the vehicle from the location  needs to show their driver’s license in person to Enterprise.

Additional Drivers: When renting under GVSU’s contract, as long as an additional driver is authorized by GVSU and the original renter, has a valid drivers license, and meets the driver age requirement, they do not need to provide their driver’s license to Enterprise. This applies in all states.

Yes, if the person is authorized through the GVSU Third Party Driver Exception procedure, meets the Driver Age Requirement, and has taken any required training.

When renting through the GVSU contract (XZ20775), GVSU is allowed up to 9 additional drivers and there is no charge for additional drivers.

Enterprise's 12/15 passenger vans CANNOT be driven into Canada but all other vehicles are allowed. Contact Kip Smalligan 616/331-3211 for assistance finding alternate rental suppliers for passenger vans that allow Canada.  

If you are driving an allowed rental vehicle to Canada, contact Heather Taylor  616/331-2067 in GVSU Risk Management at least two weeks in advance to be set up with GVSU insurance for Canada.  

Most Enterprise rental locations do not allow vehicle travel into Mexico, but locations in the southern part of the US do and they can offer the purchase of physical damage and liability protection to travel into Mexico. 

 

Enterprise’s Roadside Assistance Protection (RAP) is NOT included in your rental. 
You can purchase it additionally when reserving the vehicle or at vehicle pickup. Cost ranges from $4.99-$8.99/day depending on the state.
If you do not purchase Roadside Assistance, you can still access the service but you will pay the actual cost of the service call which is $50 and up.
GVSU's insurance does not cover Roadside Assistance or towing. 

In the US and Canada, Roadside Assistance covers lockouts, lost key, battery jump start, tire change, fuel delivery, towing unrelated to an accident. 
Roadside Assistance does NOT cover tire repair/replacement, winch/extraction, glass replacement.  See more details below.

ª  Lost and damaged key replacement (including remote entry devices) except for rentals originating in CA, KS, MO, NY, or NV
ª  Flat tire replacement (if no inflated spare is available, vehicle will be towed) but the cost of a replacement tire is not waived
ª  Lockout service (if keys are locked inside vehicle)
ª  Vehicle jumpstart
ª  Fuel delivery for up to 3 gallons (or equivalent liters) of fuel if vehicle is out of fuel. RAP does not waive any charges incurred in Mexico.

GENERAL PROCEDURES
Remain at the scene. Do not move the vehicle unless it poses a safety hazard to others. Call an ambulance if someone is injured. Warn other motorists and place flares, cones, or warning signals as appropriate.

Report accident to authorities. Report any incidents involving injury or damage to the nearest police department. If you cannot leave the vehicle or get to a phone, ask a passing motorist to call. 

Gather accident information. Obtain the names/addresses of the other drivers and any person injured. Obtain names, phone numbers and addresses of any witnesses.
Obtain license plate numbers of anyone involved. Take pictures of the accident if possible.

See below information about contacting Enterprise, getting vehicle towed. 

Contact your Enterprise rental location to report the accident.
Contact Heather Taylor in GVSU Risk Management as soon as possible at 616-331-2067  taylorh1@gvsu.edu.


IF THE VEHICLE IS NOT DRIVABLE
If the rental vehicle is not drivable and needs to be towed you can use Enterprise’s Roadside Assistance for towing  (You are not required to use Enterprise Roadside Assistance for towing. You may choose whatever tower you wish).  There is a fee unless Roadside Assistance Protection is purchased at the time of the rental. When speaking to Roadside Assistance, tell them you are in need of a replacement vehicle.  

Roadside Assistance will then find the closest Enterprise location with availability. If the driver does not have transportation to the location, Roadside Assistance will try to arrange options to get driver to the branch (Uber, Lyft, etc.).

From there, the Enterprise location that is switching out the vehicle will most likely require a ‘Change in Condition report’ to be completed before leaving. This is where the driver would explain what happened and provide as much detail as possible (police report #, etc.). If a claim is not yet completed with GVSU’s insurance carrier, tell Enterprise that you will provide that once the claim made. You can then leave with the replacement vehicle.   

 

IF THE VEHICLE IS DRIVABLE
If you feel safe driving the vehicle you can continue to use it.  When you return it to Enterprise, let Enterprise know what happened. Then you will complete a "Change in Condition" report where you explain what happened providing as much detail as possible (police report #, etc.). If a claim is not yet completed with GVSU’s insurance carrier, tell Enterprise that you will provide that once the claim made.    

 

 

Enterprise Car Rental does not allow one-way rentals but National Car Rental does.  National is owned by the parent company of Enterprise. 
You may use the same GVSU contract number XZ20775 for National Car Rental reservations. National Car Rental rates are generally higher than Enterprise's and almost all National locations are at airports.  You will need to pick up National vehicles from the airport; they won't be delivered to campus. You will need to pay with a GVSU purchasing card, GVSU declining balance card, or a personal credit card.  Contact Kip Smalligan 616/331-3211 for more details. 

Some 12 and 15 passenger vans (especially those with mid to high roofs) may be too tall for some parking ramps and car washes. You may want to check out the clearance height in advance. 

Yes, Use Corporate Number XZ20776 for personal leisure reservations with Enterprise or National Car Rental
Enter in the Promotion Code or Account Number (Optional) field. 
Your personal credit card is required for payment. 
GVSU insurance does NOT cover the rental.  
Your GVSU Employee ID may be requested when picking up the vehicle. 


Third-Party Driver Exceptions

For departments wishing to have a third-party driver authorized to operate a university-owed, rented, or personal vehicle on behalf of GVSU, follow the following steps: 

  • The sponsor will fill out the Motor Vehicle Record Check Request 
  • The first question asks whether the driver is a GVSU faculty, staff, or student - select no
  • The sponsor will be prompted to enter the driver's contact information as well as answer additional questions about the person requesting exception, the type of vehicle requested, and operational considerations. 
  • The driver will receive an email with a unique link where they can securely submit their Driver's license number/issuing state, date of birth, and phone number, and indicate whether they have completed the driver awareness course. 
    • Note: If the driver's license was issued by a state other than Michigan, the driver will be required to obtain a copy of their driving record and upload it. 
  • Once the driver has completed the form, their Michigan driving record will be run, or their non-Michigan driving record will be reviewed, and the driver will be approved or denied. 
  • The sponsor will receive an email indicating whether the driver was approved or denied.