Vehicle Lease

Leasing a vehicle at IU

Fleet Services provides a full range of services for departments that need to lease a vehicle. The services we offer vary by campus.

At IU Bloomington, departments lease vehicles directly through Fleet Services. We partner with ARI to provide the operating leases.

At IU Indianapolis and the IU regional campuses, departments may either lease vehicles through Fleet Services partnerships, or purchase a vehicle with reserve funds. We assist with specifications, purchase, vehicle receiving, and maintenance for departments that opt to purchase a vehicle.

Learn how to lease a vehicle

Should my department rent or lease a vehicle?

A lease is required if your department needs a vehicle for four months or more. If you need a vehicle for less than four months, contact us to figure out whether it’s best to rent or lease.

About our leases

Our leases are operating leases that include preventive maintenance and required inspections in the lease payment. Leases are billed on a monthly basis and all charges are billed through Kuali Financial System (KFS) on a service billing document.

Fuel, insurance, and mechanical repairs are billed separately and are not included in the lease payment.

If you would like a lease that covers mechanical repairs, please contact Amanda Wilson, Fleet Services Manager, at motrpool@iu.edu.

Leased vehicles can be replaced after 12 months. Contact us to discuss the process for replacing your vehicle.

A man washes a vehicle

How to lease a vehicle

Leasing a vehicle through Fleet Services just takes a few steps:

  1. Contact Amanda Wilson at motrpool@iu.edu to let her know you are interested in leasing a vehicle.
  2. Communicate your needs, including information about the size/type of vehicle needed, when and how much it will be used, where it will travel, and who will drive it.
  3. Once Fleet Services has identified a safe, reliable, and cost-effective vehicle to meet your needs, there is a 10- to 12-week waiting period while your vehicle is built.
  4. Any university driver who plans to operate the vehicle is required to complete a Motor Vehicle Records Check before they are able to drive it.

Fueling your leased vehicle

IU vehicles should be fueled at the Fleet Services self-serve fuel station when in Monroe County. You will be given a PROKEE® to access the fuel station and the touchless automatic car wash at 3000 East Discovery Parkway.

The system also requires a user ID to identify the person fueling. To request a user ID to access the Fleet Services fuel system, send an email request to iufleet@indiana.edu. Include your name, department, and employee id number.

WEX fuel cards are available if you need to purchase fuel outside of Monroe County. WEX cards are assigned to individual vehicles if they are requested by a fiscal officer and there is a demonstrated need to fuel the vehicle outside Monroe County. WEX cards require you to enter odometer information and a driver ID. (The driver ID is different than the user ID needed for the Fleet Services fuel system.)

All fuel charges are captured electronically and billed to departments through the ID billing process in KFS.