Vehicle rental (UCAR)

two white cars with UCAR logo

The UCAR program offers short-term vehicle rentals for official University business, with convenient locations around campus and reservations available by the hour, day, week or month. Trip tracking occurs automatically and billing is charged directly to a UW payment worktag. UCAR users must comply with all Fleet Services policies.

Who can rent a vehicle

Vehicle rental is available to UW faculty, staff and students who have a driver's license, authorization to charge to a payment worktag and who have completed Driver Safety & Awareness Training within the last two years. There are two types of users who can access our the UCAR rental system:

  • Individuals authorized to charge to a payment worktag (renters) can make reservations, associate drivers with a reservation and pick up rentals.
  • Individuals not authorized to charge to a payment worktag (drivers) can view their associated rentals and pick up rentals, but can’t place reservations.

UCARs must be used for University business only. All passengers must be eligible riders.

Damage to University vehicles may be charged back to the responsible department in some cases. To rent a vehicle for more then 30 days please submit a Long-term vehicle request form (pdf).

 

Sign up and request a new UCAR rental

You must sign up for UCAR and be current with safety training before requesting a new rental. Check your training status.

To make a reservation and associate a driver with a rental, make sure there is a worktag associated with your account. If you don’t have a worktag, you can view your rental and pick up a rental but you can’t make a reservation.

Rent a UCAR (NetID required.)

Quick links:

You must pick up your rental and drop it off during the hours that the key manager is available at the UCAR location you are using.

  • 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
    • Available vehicles: hybrid sedans, minivans, small and large SUVs, pickup trucks, cargo van
    • Key manager location: Fleet Services building. Open M-F, 7 a.m.-3:30 p.m.
  • UW Tower Garage level 4E in W46 next to the elevator. After-hours access is available by using the AVI tag on the UCAR windshield. For after-hours pedestrian access, go to the UW Tower security desk (206-685-5555).
    • Available vehicles: electric sedans, hybrid sedans
    • Key manager location: Same location as cars.
  • N22 parking lot located across the street from the Hall Health building
    • Available vehicles: electric sedans, hybrid sedans, minivans
    • Key manager location: Inside the HUB near the east entrance. View hours.

UCAR rentals must be paid for by a UW departmental funding source. Vehicles are charged an hourly or daily rate, plus a per mile charge. See the Fleet Services rates page for more details.

You must have at least one active payment worktag associated with your UCAR account to reserve a UCAR. You can add additional worktags when you set up a UCAR account or at a later time, provided you have authorization to charge to them.

To register for automated monthly invoices, or to request a copy of an ISD, please contact fsrent@uw.edu. For payment reports and projections please contact the Fleet Services fiscal specialist at 206-221-3930.

To request a reprint of a Fleet Service receipt, please email fsrent@uw.edu. Include the payment worktag and the month you need.

Reimbursement & receipts

If an operator needs to purchase services or repairs from a source other than the Fleet Services, the operator should:

  • Obtain permission from the Fleet Services Shop for any repairs
  • Use the credit card issued with the vehicle
  • If personal funds are used, verify that the services rendered are covered by the rental fee agreement and record the vehicle license number and vehicle number on ALL receipts

The following expenses are not reimbursable per RCW 4.2.2.1.4.D Miscellaneous Travel Expenses:

  • Out of pocket charges for vehicle service calls caused by the negligence of the traveler
  • Delivery of fuel
  • Retrieval of keys from a locked vehicle
  • Jump-starting vehicles when lights have been left on, etc.

Under approved circumstances, reimbursement may be obtained through the following procedures:

  • Bring the original receipts to the Fleet Services Office for verification of charges and rental dates.
  • Original receipts must be legible, have the vendor's name, date and description of the products and services purchased, and the monetary amount paid.
  • Credit card receipts that are not complete may be returned.
  • Include the vehicle number or confirmation number on all receipts.

UCAR vehicles must be returned with no less than 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

Cleaning

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.

UCAR users are eligible to use the self-serve car wash provided by Fleet Services.

More information: Maintenance and repair