Vehicle rental (UCAR)

UCARs must be paid for by a departmental funding source. When you set up a UCAR account you can add as many payment worktags to your account as you like, provided you have authorization to charge to them.

More information: Billing and worktags.

Log into the Fleet Services online system and select add new worktag from Update Profile screen.

No. A UCAR can only be used for official University business and charged to a departmental funding source.

UW Faculty, staff (regular, temporary and volunteer) and currently enrolled students with a valid UW Net ID, driver’s license, with the proper driver safety training and 2 years of driving experience

More information: Authorized drivers and passengers

UW Faculty, staff (regular, temporary and volunteer) and currently enrolled students with a valid UW Net ID — anyone who is qualified to drive a UCAR or other UW-owned vehicle. Any person covered by UW insurance programs; and those acting on official UW business such as contractors, prospective students or employees, or those participating in official UW activities.

The Fleet Services rental office can provide you with alternative transportation options through one of our outside rental agencies, or help you find a solution.

• Central Plaza Garage level C1, accessible from Kane Hall and Gerberding Hall entrances from Red Square or the parking gatehouse entrance on 15th Ave NE.
• South Campus Center mid-level between M17 and M18, located behind the UW Medical Center on the 2nd floor near the north main stairwell.
• E2 parking lot on 25th Ave NE, south of University Village
• UW Tower Garage level 4E in W46 next to the elevator
• N22 parking lot located across the street from the Hall Health building

In three simple steps:

• Reserve: Log on to the Fleet Services Reservation site and select the UCAR option. This option will be available once your UCAR account has been set up.
• Pick up: When you arrive at your site location, enter your key manager access code at the key manager kiosk, open the door and take the key indicated by the green light.
• Return: Park the vehicle in the same parking location where you picked it up. Return the key to the key manager kiosk by using your original key manager access code, or holding the black INVERS fob against the screen.

UCAR billing system will automatically track your trip information and bill your payment worktag via an ISD. A copy of the ISD billing detail will be sent via email to your department billing contact.

The UCAR fleet is composed of a large selection of vehicles types:

• Central Plaza Garage: hybrid sedans and minivans
• E2 parking lot: hybrid sedans, minivans, small and large SUVs, pickup trucks, a cargo van and a carry-all
• N22 parking lot: electric sedan, hybrid sedans and minivans
• South Campus Center: hybrid sedans and minivans
• UW Tower Garage: electric sedans and hybrid sedans
• UW Bothell: a hybrid sedan and a minivan
• UW Tacoma: a hybrid sedan, small SUV and minivans

Liability
Coverage protects authorized drivers from claims of third parties for bodily injury or property damage, provided the vehicle was operated for and on behalf of the University.
Personal Injury
University employees, student employees, and authorized volunteers traveling on official University business are insured for any injuries under the Worker’s Compensation Program. Students and passengers who are not University employees are not insured by the Worker’s Compensation Program and are responsible for providing their own medical insurance.

More information: Insurance coverage

Using the UCAR for UW business means you don’t need to bring your car to campus. Save on parking, maintenance and fuel costs. Reduce your valuable time by not having to complete travel reimbursement paperwork as well as making an extra trip to the bank to deposit your reimbursement. UCAR provides roadside assistance if the vehicle should break down. Reduce administrative effort to process reimbursements and track reimbursements. Billing is automatically charged to the payment worktag via ISD and a copy of the trip detail is sent to the billing contact via email.

Yes, UCAR vehicles must be returned with no less a 1/2 tank of gas. If you are within 5 miles of campus, refuel at Fleet Services (4659 25th Ave NE, next to University Village).

Every UCAR also comes with a WEX fuel card, for those times you’re further away. This credit card can be used at any major gas station. When prompted, enter your Driver ID number, which is the first five digits of the vehicle license plate number plus “0”. For example, if your license plate is 12345E, your Driver ID number is 123450. You will also be asked to enter the current vehicle mileage (not trip meter reading). Submit all receipts to fsrent@uw.edu.

More information: Fueling vehicles and WEX Fuel Card use

UCAR is a car sharing rental program and depends on each driver to keep the vehicle clean for the next renter. Please make sure to remove all personal items and any garbage. Remember another UCAR member will be using the vehicle after you and the condition you leave it in directly impacts the next UCAR member’s experience.

Learn about the self-serve car wash provided by Fleet Services.

UCAR reservations can be made by the hour, day, week or month. Fleet Services provides other transportation options for permanent rentals (365 days or longer). If you need to rent a vehicle for more then 30 days please submit a Long-term vehicle request form.

Log into your UCAR account and select My Reservations. Here you’ll find a list of all upcoming reservations. If there are multiple payment worktags, select from the drop-down menu on the left of the screen. Once you select your worktag you’ll have the option to cancel the reservation. This menu option won’t be available once the reservation has started. You’ll receive an email confirmation of your cancellation.

If you don’t see the option to cancel your UCAR reservation, please contact UW Fleet as soon as possible as we can shorten the duration for which you’ll be charged. Unfortunately, we’re unable to cancel the reservation at this point. Outside Fleet office hours you can email your request to shorten the reservation. We will calculate any charges based on the time you sent your email.

UCARs can be parked free of charge in any general UW parking location. UW reserved parking rules, City of Seattle metered parking guidelines, and other parking notices must be followed. The UCAR confirmation email, which has the UCAR reservation information, includes a University of Washington parking permit for UCAR members to park a personal vehicle in a UCAR stall for the duration of their UCAR rental. The permit will be located in the lower portion of your email and should print on a separate page for your convenience. Permits may only be used in the lot from which the member is picking up their UCAR. If a personal vehicle with a UCAR permit is parked in a UCAR stall after the reservation time has ended, the personal vehicle may be ticketed or towed.

More information: Parking

Yes. Please be aware that the driver is financially responsible for tolls and parking fees when traveling outside Washington State. If traveling outside the country, please make sure to observe and follow the laws of that country.

Sign up for a UCAR account (NetID required). If you already have an account, you’ll be taken to it.

Unfortunately, this feature isn’t currently available online (but we are working on it). Please email your request to fsrent@uw.edu so we can send you the report. Please include the payment worktag and the month you need.

We use a learning management system called Bridge to host our Driver Safety & Awareness Training which validates users by UW NetID.

Most personnel don’t have issues accessing the training link. However, some users may have trouble logging in if Bridge doesn’t recognize their UW affiliation. You can add your UW NetID to Bridge by using a tool developed by Environmental Health & Safety (EH&S). Here’s how:

1. Visit the EH&S self-service page for training access issues.
2. Follow the instructions to enter your UW NetID.
3. Wait one business day before signing in again.

If you don’t have a UW NetID, you’ll need a UW faculty or staff member to sponsor you to obtain one.