How to pick up vehicles after hours at UW Madison Fleet

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Use this printable/downloadable PDF version of the UW Fleet Pick Up (& Drop Off) Guide as the most up-to-date procedure guide; access the guide by clicking here


Parking is by reservation only

If you are planning to park your personal car, two reservations need to be made. One for a parking stall and one for a fleet vehicle. If that was not done then a parking pass will not be provided with the fleet vehicle keys. If that was done, the parking pass will be attached to the fleet vehicle keys.

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. The police only know the name that the reservation was made under in order to find the reservation number, with that, they can provide the reservation number. The fleet building is equipped with UW wifi access so you might be able to use your mobile device to check your email for the reservation confirmation or log in to the fleet web site to look up your reservation. To call UW Police you can use the outdoor red emergency phone tower located next to the fleet building near the main door if you don't have a cell phone. Their number is 262-2957.

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 (#). You can restart as many times as necessary.

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. 

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 under the persons' name the reservation was made for.

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. The rest room, water fountain, and soft drink vending machine is 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 comparment will light up--these are the keys for the replacement vehicle for you to use. Drop the keys for the faulty vehiclein 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. 

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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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