Vehicle Reservation Approval: The Next Steps

For all Extension Travelers, “thank you” for submitting your UW Extension Approval Request for renting a vehicle.

What Happens Now?
  • UW Extension has received notification of your request and is in the process of reviewing it.
  • Upon approval by UW Extension, you will be sent a confirmation email containing your UWE Approval Code and details of your request.
  • After you receive your confirmation email, you can begin the process of requesting a vehicle from Fleet Services.
  • You will be asked to enter your UWE Approval Code by Fleet Services.
  • Follow the steps outlined below if you are a first time user OR simply click the “Reserve Your Vehicle” button.
  • If you have any questions, please, contact Cathy Shuster at or (307) 766-5124.
If not Extension travel, please visit Fleet Services to make a reservation.

Been There, Done That!

Reserve Your Vehicle

First Timer?

Is this the first time you have reserved a vehicle from UW’s Car Rental Services? Follow the Seven Easy Steps below:

Seven Easy Steps to Reserving a Vehicle

Step 1 – Complete MVR
First, submit a Motor Vehicle Record (MVR). Per the Official University Vehicle Policy, anyone who wishes to drive a University, personal or rental vehicle on UW business must complete the Motor Vehicle Record process in order to be in compliance with the policy. University of Wyoming employees can access the Motor Vehicle Request Form through Employee Self-Service. Non University of Wyoming employees will need to complete the Motor Vehicle Request Form. Please visit the Risk Management Website for information and to complete the MVR process.

Step 2 – Complete & Submit Profile
For a new user profile, go to Car Rental Services University of Wyoming website and go to the ‘New User Profile Form’ tab on the left hand side. Please fill out and submit the online form. After the form is submitted, you will receive a Thank you message with your next steps. Please remember to have your Supervisor contact Car Rental Services by phone or email to allow permissions to drive as this will complete the Application process. Upon approval and input into the system, you will receive a ‘Welcome Email’ with your username and temporary password. The first time you login into FleetCommander you will be required to acknowledge the Car Rental Services Policies.

Step 3 – Now you can Rent a Vehicle
Complete and submit the new Reservation request form for your Vehicle Rental on the Car Rental FleetCommander website at: Your reservation request is given the status of ‘Pending’ and you are assigned a reservation Request ID. You will receive an email notifying you of your reservation request.
Note: We now have the ability to accommodate for ADA needs.

Step 4 – Receive Approval
Your reservation request will be processed by the Car Rental Services Staff. All attempts will be made to fulfill your reservation request in a timely manner. If the request can be fulfilled, you will receive an email notifying you of the reservation approval. At any time, on the FleetCommander site, you can view your reservations on the ‘My Schedule’ tab. You may also cancel or request a change to your reservation request(s) through the ‘My Schedule’ tab. Changes and cancellations will be available until 24 hours to your reservation. After the 24 hour period, you will need to contact Car Rental Services at 766-3229. There are other reports and information in the tabs as well. Note: If your reservation request is ‘Rejected’ or ‘Cancelled’ then Car Rental Services staff will contact you with other options that are available.

Step 5 – Pick-up Vehicle
You will receive an email 4 hours prior to your Reservation notifying you of your pick-up time. Pick-up your vehicle at the requested location identified on your reservation confirmation. Be sure to review our policies (if you are not familiar with them) along with our current vehicles and rates. If you need any further assistance, please contact us by email or by phone (during normal business hours) 307-766-3229.

Step 6 – Enjoy your Trip
Enjoy your trip.

Step 7 – Return Vehicle
Finally, Vehicles will be returned by parking in the small lot at the corner of 14th and Bradley, locking the vehicle and return keys to desk (during business hours). If after hours, key drop box is located on the west end of the Service Building. After the vehicle is returned, please be sure to provide us with feedback on your experience with Motor Pool (sent out automatically on the 15th and the last day of the month.)