Motor Pool

- 478 Georgia Ave, Sewanee, TN 37375

The Motor Pool located in Sewanee, Tennessee, is not a typical public car rental agency catering to general consumer travel or tourism. Instead, it operates as a specialized fleet management and vehicle rental service exclusively for the University of the South community—faculty, staff, and approved student organizations. This service is designed to provide safe, reliable, and cost-effective transportation for official University business, activities, and functions, a vital service for an institution situated on the expansive Cumberland Plateau.

For those authorized to utilize the Motor Pool, it represents a crucial resource for various needs, from academic field trips and athletic team transport to administrative travel across Tennessee and beyond. The fleet typically includes sedans, small and large SUVs, and passenger vans, ensuring that transportation can be matched to the specific requirements of the University mission. The service is managed under the University's Facilities Management department, emphasizing reliability and adherence to strict safety policies, a paramount consideration for campus operations.

It is essential for any potential user—whether a new faculty member or a student group advisor—to understand that access is conditional. Vehicles are for official University business only, and unauthorized personal use is strictly prohibited. Successful use of the Sewanee Motor Pool requires adherence to a formal request and approval process, which includes verification of the driver’s authorization and compliance with specific departmental billing procedures. This structure helps the University maintain accountability and manage its fleet efficiently for the entire Sewanee community.

The Motor Pool facility is an integral part of The University of the South's infrastructure, centrally located within the campus service area. Its physical location on Georgia Avenue makes it accessible for authorized personnel working across the domain.

The physical address is: 478 Georgia Ave, Sewanee, TN 37375, USA.

The facility is generally associated with the larger Facilities Management complex on campus. While specific counter hours are typically tied to standard University business operations (often Monday through Friday, 8:00 AM to 4:30 PM), the actual process for vehicle pickup and return can sometimes be arranged outside these core hours, such as for early morning departures or late evening returns, often involving a key drop system at the Facilities Management office. Authorized users should confirm all pick-up and return protocols when receiving their reservation confirmation.

The facility's commitment to accessibility is evidenced by:

• Wheelchair accessible parking lot: Designated parking spaces are provided to ensure ease of access for individuals with mobility needs when arriving for vehicle pickup or return.

As the location is a University service, non-affiliated members of the Tennessee public typically do not have access to this car rental agency. All usage is restricted to authorized individuals conducting official University business.

The Sewanee Motor Pool provides a focused range of services centered entirely on supporting official University functions and travel requirements.

• Vehicle Rental for Official University Business: Offering short-term daily and longer-term vehicle reservations for faculty, staff, and approved student organizations.
• Diverse Fleet for Official Travel: The pool typically includes various vehicle types to suit different departmental needs, such as:
  • Sedans (for single travelers or small groups).
  • Small and Large SUVs (for comfortable, multi-passenger trips).
  • Passenger Vans (for large group transport, often limited to 11 occupants per safety guidelines).
  • Specialty/Utility Vehicles (used by maintenance and grounds staff, but not typically available for general business rental).
• Driver Authorization and Training: Administration of the official driver approval process, which requires employees to be active, possess a valid driver’s license, and in some cases, complete defensive driving training to be certified to operate University vehicles.
• Fuel Management: Provision of fleet credit cards for fuel purchases, with the requirement that vehicles must be returned with a full tank of gas to avoid departmental penalty charges.
• Billing and Reporting: Centralized accounting and internal billing to University departments, tracking usage (often charged per mile or via a daily/flat rate, plus a minimum charge) and reconciling expenses.
• Maintenance and Safety: Oversight of preventative maintenance and repair for the University-owned fleet to ensure all vehicles are safe and reliable for business use.
• Accident Procedures: Clear policies and forms for immediate reporting of any accident or damage to the rental vehicle.

For the authorized user within the University of the South community, the Motor Pool offers distinct advantages that streamline official travel.

• Exclusive Access and Dedicated Fleet: Unlike public agencies, this fleet is dedicated solely to University needs, ensuring a higher likelihood of vehicle availability for official business compared to relying on external rental companies.
• Cost-Effectiveness for University Departments: Vehicle use is billed internally to departments, often through a combination of a daily minimum charge and a per-mile rate (or a fixed daily rate), which frequently includes fuel and maintenance costs, presenting an economical alternative to personal vehicle reimbursement or commercial rentals.
• Focus on Safety and Compliance: The mandatory driver authorization process, which often includes defensive driving training and a review of the driver’s history, ensures that the University vehicle policy is strictly adhered to, promoting safe travel for all occupants.
• Variety of Group Transport Options: The ability to reserve Passenger Vans is a critical feature, vital for transporting athletic teams, academic groups, and official delegations to events and activities away from the Sewanee campus.
• On-Campus Convenience: Situated directly on campus, the pick-up and drop-off process is far more efficient for faculty and staff than traveling off-site to a commercial rental counter in a nearby city.

For authorized University personnel needing to request a vehicle reservation or inquire about Motor Pool services, the primary contact information is managed through the Facilities Management Department.

Physical Address: 478 Georgia Ave, Sewanee, TN 37375, USA

Reservations / Motor Pool Requests: Inquiries are typically handled via a specific Motor Pool email address or internal phone line, which authorized users can access through the University's Facilities Management contact page. The main Facilities Management number may serve as the general point of contact: 931-598-1264.

Email for Requests: Authorized users are often directed to use a dedicated 'motorpool@sewanee.edu' email or an online request form to submit reservation details.

The Sewanee Motor Pool is unequivocally the best choice for individuals conducting approved, official business on behalf of the University of the South. For faculty, staff, and student advisors in Tennessee, choosing the Motor Pool is worth it primarily because of the financial efficiency and adherence to institutional policy. The rates are structured for internal budgeting, providing a streamlined accounting process that is often more cost-effective for departments than using commercial rental services or reimbursing personal vehicle mileage.

The second key advantage is the seamless integration with University operations. The mandatory driver vetting process and the clear policies on use, maintenance, and accident reporting protect both the driver and the institution. Furthermore, the availability of specialized vehicles like passenger vans simplifies logistics for group outings, which are common for University activities. Using the Motor Pool ensures full compliance with all University and state vehicle usage regulations.

It is crucial to emphasize that this service is not for the general public. Sewanee residents or visitors looking for a personal rental car for vacation or non-University-related business must look to a commercial car rental agency. Choosing the Motor Pool is only worthwhile and, in fact, only possible, if you are a certified, authorized driver representing the University on official business. For those eligible, the key is to respect the official nature of the fleet: complete the driver certification process early, submit rental requests with at least 24 hours' notice, and adhere strictly to the return time and full-fuel policy to avoid departmental fees. By doing so, the Motor Pool provides an invaluable, dependable transportation link for the academic and administrative life of The University of the South.

Motor Pool

478 Georgia Ave, Sewanee, TN 37375, USA