Tire or Mechanical Repairs of UW Vehicles While Traveling
During University Business Hours:
Procedure to follow: If the UW rental vehicle you are operating experiences a flat tire or mechanical failure while in transit during the above hours, please proceed to the nearest dealer (if possible) and:
Call Car Rental Services at 766-3349 (or) 766-3573
- Your name and department
- License plate number of the UW vehicle you are driving
- Location where you are
- Problem experienced
The proper personnel at Car Rental Services will request to speak to the dealer’s shop manager/person in charge and will authorize work to be performed, and process for payment by Car Rental Services. Invoices (original and copies) will be coordinated by Car Rental Services.
After business hours:
If the breakdown occurs outside of business hours; please use alternative methods of payment (cash, personal check, or personal credit card) and bring the receipt/invoice to Car Rental Services for reimbursement.
If the individual being reimbursed is not an established vendor in PISTOL, a Vendor Application Form will need to be filled out prior to reimbursement. The Vendor Application Form can be obtained by clicking the following link: http://www.uwyo.edu/procurement/vendor-guide/.
- For repair costs under $500.00: Car Rental Services will complete the required Accounts Payable Form with the individual signing as Claimant. The Car Rental Services Manager will sign as the Department Approver and forward to Accounts Payable with the original receipt/invoice. Accounts Payable will then cut a check to the individual for reimbursement.
- For repair costs $500.00 and above: it is highly recommended that Car Rental Services be contacted prior to having repairs made. If waiting for Car Rental Services is not an option and repairs are made by the individual, a Purchase Order will be processed by Car Rental Services for reimbursement.
If you have any further questions regarding reimbursement, please contact the Car Rental Services Accounting Associate at 766-3334
Please be sure to bring the Original Invoice to Car Rental Services.