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Car Hire

Below you will find some useful links and information relating to self drive vehicle hire.

Vehicle Hire Agreement Overview

For road journeys exceeding a total of 130 miles, it is usually cheaper to use a hired self drive vehicle rather than a private one.  The University has hire agreements in place for the provision of car, mpv, minibus and van self drive hire.

  • Arrow Self Drive

Sustainable Travel Choices

The University recognises that travel by employees can be an essential element of work. It is also committed to following sustainable travel practices and has in place a Sustainable Travel Framework (Pdf document), and a Business and Commuter Travel Strategy to help staff to meet these sustainable travel objectives. 

Driving Abroad

Please note that if you are contemplating driving a hired vehicle outside the UK please consult our Insurance Section.  The University's preferred Travel Management Agents can book international  self drive vehicles on your behalf when you book your normal travel arrangements.

 General Agreement Terms

Arrow Self Drive will provide self drive cars, vans and minibus hire.  The service offering includes

General

  • manual and automatic, petrol and diesel vehicles including wheelchair access (wherever possible and booked in advance)
  • Nationwide self drive car and mpv hire available 
  • Delivery/collection to University or 10 mile radius to home (£10 charge includes delivery and collection)
  • Delivery Saturday pm for Monday usage
  • 40 hour hire available i.e 1.5 days at pro rata charge 
  • Hire rates available to staff for private use 
  • One way hire available  

Hiring a Self Drive Vehicle

It is a legal requirement that all staff produce a copy of their driving licence at least the first time they hire a vehicle.  Copies can be faxed to  Arrow Self Drive. Please confirm at time of booking.

University purchase order numbers must be quoted when booking any vehicle.

Drivers using Arrow hire vehicles must be a minimum of 23 years old and hold no more than 6 points on their driving licence.

Agreed payment terms are 30 days and it is important that invoices are processed and forwarded to the Finance Office without undue delay.

Members of staff who use their own vehicles on University business will ensure that their personal motor insurance policy covers them for business use.  The University does not provide insurance cover for personal vehicles.  Further information can be obtained from the University Insurance pages

Reimbursement of mileage at the rate of 40p per mile will be made for authorised use of vehicles owned personally by a member of staff on University business by using a form.

With the exception of early Monday morning bookings, cars will be delivered the evening prior to rental.  Cars required before 9.00am on Mondays will be delivered on Friday afternoon or Saturday morning at no extra cost

It is important to note that insurance requirements dictate that vehicles must not be used prior to agreed hire period. 

  

The University has an agreement with Arrow Self Drive for the supply of hire cars. Please see the Car Hire Guide for details of how to book a car.

Keys will be left at Richmond Building security.  Always check around the vehicle and make sure any damage is noted on the accident report form enclosed with the keys.  If there is any damage which is not on the form, please notify Arrow Self Drive  immediately so they can adjust the master copy.  This will prevent anybody being 'blamed' for damage they have not caused.

For hire of vehicles other than those available from Arrow Self Drive, i.e trucks with tail lifts etc YOU MUST take insurance from the hiring company.

The following notes relating to vehicle hire are worthy of emphasis:

  • Official order numbers must be quoted when booking a vehicle
  • It is not necessary for the proposed driver to sign for delivery of a vehicle, it may be signed for by an authorised member of the department or by the University security staff.
  • The agreement is based on reasonably rapid payment of charges and it is important that invoices are processed and forwarded to the Finance Office without undue delay.

If contemplating driving a hired vehicle outside the UK please consult our Insurance Section.  The University's preferred Travel Management Companies can book hire cars on your behalf as well as normal travel arrangements if requested, though NOT FOR UK TRAVEL.