FAQs for Business Admins

What is Fleet Services?
Fleet Services provides comprehensive transportation support to campus departments - from vehicle procurement to maintenance and fueling.
Services include:

Short and long-term vehicle Rental
Vehicle purchase, disposal, and titling support
Fueling and electric vehicle (EV) charging
EZPass and fuel card management
Maintenance and repair coordination

Fleet Services is located at the Department of Transportation Office (attached to Regents Garage), open 8:15 a.m. to 4:00 p.m.

What does Fleet Services offer my department?
For Department Transportation

Vehicle variety: sedans, 7 and 12-passenger vans, cargo vans, trucks, SUVs, golf carts, EVs
Special vehicle requests available through local partners.
Short-term rentals (< 3 months) includes fuel
Long-term rentals (3+ months) offer discounted monthly rates; does not include fuel.

For Department Owned State Vehicles

Purchasing, tagging, titling, insurance, and disposal services.
EZPass and fuel cards for off-campus use.
On-campus fueling at Severn (regular, ethanol, propane).
EV charging at Regents Garage (ground floor).
Maintenance and repair at Severn.

How does Fleet Services bill my department?
All charges including rental, fuel, EV charging, EZPass, and Maintenance are billed monthly to your university account number with the descriptions highlighted below. See example invoices at the bottom of the page.

Fleet Rental for Short Term Rental
Example 3A Short Term Rental Invoice Example with EZPass Link
Fleet Long Term Rental for Long Term rentals
Example 3B Long Term Rental and mileage, On Campus Fuel and EZPass charges Link
Example 3C Long Term Rental and mileage, Away from Campus Fuel and EZPass charges Link
Fleet Maintenance for repairs
Example 3D Department State Vehicle Maintenance Invoice Link
Fleet Fuel for gasoline
Example 3E Department Fuel Invoice Link
Fleet TCO for EZPass and EV charging
Example 3F Department EZPass Invoice Link
Example 3G Department EV Charging Invoice Link

Invoices include detailed line items. Rental Invoices and reports are accessible via the Fleet Rental Portal or upon request.

How can I access rental reservations and invoices?

Copies of reservations can be automatically configured to go to a department admin.
Faculty and staff can make or manage reservations through the Fleet Rental Portal: umd.agilefleet.com
Reservations can be made for others and are visible to both requestor and driver.
Receipts, invoices, and reservation details can be viewed, downloaded, or printed under My Schedule.
Confirmation emails are automatically sent to both the requestor and driver.

How can my department reduce travel costs?
Using a Fleet rental vehicle can be more cost effective than personal vehicle reimbursement.
Examples:

For trips over 65 miles (e.g., roundtrip to Baltimore), renting a mid-size sedan is typically cheaper.
For trips over 75 miles (e.g., roundtrip to Annapolis) or with multiple passengers/cargo, renting a mini-van is more economical than one personal vehicle reimbursement.

Rental rates include daily, weekly, and long-term options. Contact the rental office for rate comparisons.

How can my department reduce vehicle ownership costs?
If your department owns vehicles that are seldom used (e.g., backups, VIP SUVs, or large trucks), Fleet Services can help evaluate rental alternatives and potential cost savings.
Examples:

Replace a department-owned SUV with rental options up to 46 days a year for less. .
Rent large vans or box trucks for occasional use (a few days or weeks) up to 44 days a year for less.
Replace underused trucks with smaller EVs or carts for daily use and rent trucks when needed.

See more detail regarding these examples below.

More Detailed Examples:
If you currently own an SUV for VIP visits, consider this:

you could have a nice new premium or large SUV for VIP visits up to 16 days a year for less
you could rent a Fleet Ford Mach-E electric SUV up to 46 days a year for less
you could rent a Fleet mid-size SUV such as a Dodge Durango for up to 43 days a year for less

Pick up the vehicle when you need it. It comes clean, with fuel and ready to go. Return it when done.

If you currently own a large van or box truck, consider this:

you could have a 26-foot box truck up to 29 days a year for less
you could have a 16-foot box truck for 6 weeks a year for less
you could have a high-top cargo van for up to 37 days a year for less
you could rent a Fleet full-size cargo van for 44 days a year for less

For seasonal use rent for a couple days or a week at a time or on occasion for a few hours.

If your current vehicle isn’t right, then consider downsizing. For example, If you currently have a pick-up truck but would prefer something smaller for regular use and the option of a pick-up truck for occasional use, consider this:

sell the truck and get a long-term car rental from Fleet Services; rent a pick-up truck when needed
sell the truck and purchase a low-speed electric vehicle or cart for on-campus; rent a pick-up truck when needed

Why should departments consider fleet downsizing?

Managing a department fleet can be time-consuming and costly. Challenges include:
Unused vehicles occupying limited parking.
Battery drain and maintenance from inactivity.
Administrative burdens for fueling, maintenance, and compliance.
Downsizing to rentals or low speed EVs can reduce administrative overhead and align with the university’s sustainability goals.

Are there any environmental or compliance requirements?
Per University policy, all gasoline-powered fleet vehicles must transition to electric models by 2035. Other State statute deadlines should also be considered. Departments should be planning budgets and vehicle turnover accordingly.

Who do I contact for help or more information?
Email: fleetservices@umd.edu
Phone: 301-405-5482
After-Hours Emergency: 301-347-8301
Rental Portal: umd.agilefleet.com
Website: facilities.umd.edu/fleetservices

Example invoices pictures

3A - Short Term Rental Invoice Example with EZPass

3B Long Term Rental and mileage, On Campus Fuel and EZPass charges

3C Long Term Rental and mileage, Away from Campus Fuel and EZPass charges

3D Example Department State Vehicle Maintenance Invoice

3E Example Department Fuel Invoice

3F Example Department EZPass Invoice

3G Example Department EV Charging Invoice