Fleet Vehicles

• 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.

• 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 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.

• 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.

• 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.

• 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.

• 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.

• 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 will be billed separately by Risk Management directly for the entire year for each vehicle.
• Review the Risk Management Automobile Insurance webpage for more information, including a copy of the University Automobile Insurance ID Card.
• 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 Management claims contact will be additional support, should you need them.
  • Contact Northwestern Risk Management for coordination:
    • Risk Management, risk@northwestern.edu
  • Preferred physical damage provider:
    • Nick and Ernies

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 Management 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.

• 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.

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:

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

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:

• You can obtain details on each monthly billing by registering and accessing the following website:
  • https://login.efleets.com/fleetweb/login