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Fleet Vehicles

University leased Vehicles

Northwestern has partnered with Enterprise for fleet management.

To learn about Fleet Management details, click on the below sections:

How to obtain a new fleet vehicle

  • All requests for new vehicles must be approved by your Dean or Vice President.
  • Email Procurement and Payment Services at procurement@northwestern.edu.
  • You will then be put in touch with Enterprise to develop a quote and timeline for the new vehicle.

Replacement of existing fleet vehicles

  • Email Procurement and Payment Services at procurement@northwestern.edu.
  • You will then be put in touch with Enterprise to develop a quote and timeline for the new vehicle and pick-up of the old vehicle.

Billing for fleet vehicles

  • Billing for fleet vehicles will be monthly.
  • For Enterprise vehicles, the base vehicle cost will be billed to departments and schools.
  • For non-Enterprise vehicles, the base vehicle cost will be billed to departments and schools (when applicable).
  • The first month that a new Enterprise vehicle is delivered will include a delivery fee, registration, partial month payment, and the first full month payment.

Vehicle registration

  • The actual cost of the initial registration when a new Enterprise vehicle is delivered will be paid by Enterprise and then included in the billing to departments and schools the following month.
  • Vehicle registration renewals will be paid by Enterprise, then included in the billing to departments and schools the following month. It will reflect the actual cost plus a $25 fee.

Tickets

  • Any moving violations (red light camera tickets, parking tickets, etc.) received by Procurement will be sent to the department or school for payment directly.
  • Any moving violations that are sent to Enterprise will be paid by them and then included in the billing to departments and schools the following month. It will reflect the actual cost plus a $13.50 fee.

Tolls

  • Departments and schools are encouraged to purchase transponders for vehicles that may travel on the tollways.
  • Any missed toll invoices that are sent to Enterprise will be paid by them and then included in the billing to departments and schools the following month. It will reflect the actual cost plus a $1.00 fee per invoice.

Geotab

  • Geotabs will be installed in all fleet vehicles. These devices will provide performance and mechanical information to Enterprise in order to provide proper maintenance and add an element of safety to the fleet vehicles.
  • The cost for Geotabs will be billed to each department every month.  The cost is $25 per month.

Branding

  • Once you receive a new vehicle from Enterprise, Speed Pro Imaging in Evanston will contact you to make arrangements to install new decals on the vehicle.

Insurance and Risk Management

  • Insurance will be billed separately by Risk Management directly for the entire year for each vehicle.
  • The Office of Risk Management will continue to supply you insurance cards. Should you experience any insurance needs, please contact the Office of Risk Management for assistance. The Enterprise Fleet Managment claims contact will be additional support, should you need them.

Accidents and breakdowns

If there is a minor accident or mechanical breakdown:

  • Contact roadside assistance at 800.325.8838
    • They will facilitate acquisition of replacement vehicle, towing if necessary, if not drive-able
  • Call 911 to get a police report (required)
  • Contact school or department sponsor or advisor
  • There may be additional charges to the department (lost keys, run out of gas)
  • Contact Risk Managment as soon as possible the next business day after an accident and file an incident report online.
  • In the event of an accident, travelers, or their departments, are responsible for a $500 deductible and any additional fees (such as loss of use) that may apply.

Maintenance

  • It is the department’s responsibility to make sure the vehicle gets to and from the maintenance facility when instructed to do so by Enterprise.
  • Northwestern’s preferred maintenance shops are as follows:
    • Heart
    • McKenna
  • You may also be asked to occasionally take the vehicle to an authorized dealer for warranty issues or recalls.
  • For Enterprise vehicles, the base vehicle cost billed monthly includes routine and preventative maintenance, so there should be no additional charges for maintenance during the year. This does not apply to police vehicles.
  • For non-Enterprise vehicles, maintenance will be charged as follows:
    • $5 for maintenance management.
    • Repair shop invoices will be paid by Enterprise and the cost will be included in the billing to departments and schools the following month.

Summary of all fleet related charges

Procurement and Payment Services will charge each department or school through a direct upload process each month. All costs will be charged to the chart string provided.

Enterprise leased vehicles

Below is a summary of the charges you will likely see the first month after you receive your new vehicle:

Summary of all fleet related charges
Charge description
First full month base vehicle cost
Partial month base vehicle cost (if delivered during the previous month)
Delivery fee
State of Illinois registration

Below is a summary of the ongoing monthly charges you will or may see after the first month:

Summary of all fleet related charges
Charge description Cost
Base vehicle cost (which includes preventative and routine maintenance) actual cost
Annual registration actual cost plus $25 fee
Tickets (any moving violations received) actual cost plus $10 to $13.50 fee
Missed tolls actual cost plus $1 fee per ticket
Geotab $25

Non-Enterprise vehicles (that have not been replaced yet with a leased Enterprise vehicle)

Below is a summary of the ongoing monthly charges you will or may see:

Summary of all fleet related charges
Charge description Cost
Base vehicle cost (primarily vehicles that we have had for less than 5 years) actual cost
Maintenance management $5
Maintenance that has been performed on the vehicle actual cost
Annual registration actual cost plus $25 fee
Tickets (any moving violations received) actual cost plus $10 to $13.50 fee
Missed tolls actual cost plus $1 fee per ticket
Geotab $25

Enterprise portal

 

Contact information

Northwestern contact:

Enterprise contact: