Fleet Frequently Asked Questions
  1. How can I become an approved driver?
  2. What's the deal with not taking fleet cars home? I have to do that!
  3. The fleet polices are an enormous and hard to understand document. Do I really have to read them?
  4. How do I pick up a car after hours?
  5. How do I return a car after hours?
  6. What about my luggage/cargo/passengers? How can I get them into the fleet car if I can't park my car at fleet?
  7. How do I make a reservation?


1. How can I become an approved driver?

Faculty / Staff who are holding a Wisconsin Driver License for at least three years can use an online process to become and approved driver. all others Students, people with out of state license, people holding a WI Dl for a short time) need to follow a paper process. The paper process goes like this: obtain a Vehicle Use Agreement (VUA), complete it and obtain the required signatures and/or attachments. Send it to Risk Management. A driving record check will be done and if approved the driver's name will be published on a web site. If denied, the Department will receive notice. The VUA form contains the appropriate address/fax info for submitting completed forms. Be sure to allow 10 days for Risk Management to process each form, more time may be required for Departmental approval prior to Risk Management processing. Click here for the Vehicle Use Agreement. Click here for the Risk Management Driver Authorization page (Faculty / Staff online process begins here). Click here for the web driver authorization search.

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2. What's the deal with not taking fleet cars home? I have to do that!

It's about two main issues. One is that the IRS has, since 1985, ruled that this is a taxable fringe benefit. The state Department of Administration forbids adding the value of such travel to your W2 statement. Employees need to take cars home sometimes and it can't and shouldn't be impossible. The alternative to accounting for personal use on employee W2 reports is to require employees to reimburse for all personal use. That is the policy. The second main issue about taking cars home is the Wisconsin Department of Administration (DOA) has determined that it looks bad for employees to take state owned vehicles home. Since that is the case, DOA requires supervisory approval in writing prior to taking any fleet car home, be it a motor pool car or department vehicle. For more on this, see the Polices - Take Home link above or at left. As of 08/19/2004, employees are responsible for reporting and reimbursing for personal use of fleet vehicles. For anything prior to that, you can wait to be asked. For anything after that, you are responsible for following the rules.

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3. The fleet polices are an enormous and hard to understand document. Do I really have to read them?

Yes! Read them because you must in order to drive a state vehicle and for your own protection.

In requesting permission to drive a state owned vehicle, you are agreeing in writing that you have read these and that you are responsible for them. Breaking these rules can result in employment or student discipline, loss of driving privileges, or even result in you becoming personally financially responsible for collision damage, medical expenses or other costly items such as personal income tax.

Read the fleet policies! Ask questions of the fleet staff if you would like any clarification.

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4. How do I pick up a car after hours?

A printable PDF version of the UW Fleet Pick Up (& Drop Off) Guide is available by clicking here.

Be prepared

You must know your reservation number because a machine will be granting access to the keys and the reservation number is the credential it uses. The police dispatch desk will be supplied with a list of reservations nightly and can be called upon for LIMITED assistance (see below). Knowing the reservation name might help, but only to ask the police for assistance with obtaining the reservation number. Ultimately, if you don't know the reservation number and can't get assistance to determine what that is, a vehicle will not be dispatched and No-Show charges will apply.

Where to go

The Fleet & Service Garage at 27 North Charter Street, south side of the building, glass door. If you are driving, you must approach from Mills Street and pass through Lot 50 to reach the building.

What to do

Use your reservation number. Find the silver keypad on the building near the after hours key drop, enter your six numeral reservation number and then press the pound sign(#). With a valid reservation number, the indicator light (located above the keypad) will illuminate after three or four seconds .There is a 25-second window to enter the building and open the door on the key dispensing machine. If you time out at any point, you can re-enter your reservation number (followed by #) and the time will restart. This can be done outside or at the inside keypad near the door. You can use duplicate keypad on the interior wall so you don't have to start over outside, but you do need to start over and re-enter the six digits and pound sign (#).

If you don't know your number, there is a chance that the police dispatch might be able to assist. Use the red emergency phone pole near the fleet entrance outdoors to reach them. The police will not be able to sort out group travel with multiple reservations under one name. For situations like that, the trip organizer must be the person to give out reservation numbers. For single travelers, the police will have a list of valid reservations to consult.

To get your key, once the green light illuminates, open the door to the fleet building, enter, and the key machine (located on your right upon entering) will be beeping to draw your attention. If it stops beeping and locks, enter your reservation number (followed by #) at the keypad by the door and light switch. This will unlock the machine. Open the key machine door and the bezel surrounding your key's security fob will light up. Take the key out and close the door.

After you have your key, you must enter your information in the Fleet Log Book, located on the counter by the gated window. Fill out your name, vehicle number, destination and reservation number.

Bonus: You can use the interactive kiosk on the wall to the left of the welcome window (see Figure G) to refresh yourself on various tasks. These include after-hour pick up procedure, fuel card use, reserved stall parking procedure, Fleet vehicle return procedure and car problem or accident procedure. There is a restroom available for your use.

What if the car has problems

There are keys for backup vehicles in the key dispensing machine. To access one of these, use the same procedure as above but enter your reservation number BACKWARDS followed by the pound sign (#). A key compartment will light up--these are the keys for the replacement vehicle for you to use. Drop the keys for the faulty vehicle in the key drop box located near the inside silver keypad. Leave a voice mail on the fleet reservations line (608-262-1307) about what happened. Be sure to provide us a way to contact you.

Photo of Fleet Entry - click for larger version Photo of Unlocked Light and Keypad - click for larger version Photo of Key Machine Closed and Inside Keypad - click for larger version Photos of keys inside key machine
 
Fleet Entry   Keypad / Unlocked Light   Key Machine and Indoor Keypad   Keys in Key Machine
 
  Photo of Illuminated Key - click for larger version   Photo of fleet office desk with log book on it  
 
    Illuminated Key   Log Book    

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5. How do I return a car after hours?

In the fleet lot, look for the area where the fleet cars are dispatched, select any open lane / stall and pull the fleet car in as far forward as possible to allow for more returns behind you, lock the car, and leave the keys in the drop box. The drop box is located on the south side of the new Fleet and Service Garage building. It is OK to park-in other fleet vehicles. Do not back in with a returning fleet vehicle. Be sure to leave the keys in the drop box.

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6. What about my luggage/cargo/passengers? How can I get them into the fleet car if I can't park my car at fleet?

Parking is now available at fleet or on campus under various limits and rules. See the link for Motor Pool - Parking at left or above for the latest information and options. For travelers that do not use parking at Lot 50 (fleet), take the fleet car to the parking location for luggage/cargo transfer.

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7. How do I make a reservation?

  • Navigate to the Fleet Portal
  • Log in with your Net ID if you are not already logged in. Look in the upper left corner of the screen for a login link.
  • On your first visit to the fleet portal, you will be prompted to enter your Driver License number. You must enter this if you wish to reserve for yourself. Do not enter anyone else's license number. If you will never drive, only arrange travel, then follow the on screen instructions to proceed without entering your license number.
  • Once logged in, look for the "New Reservation" tab and follow the on screen instructions.
  • Click here for the fleet portal

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