Billing

Accounts and Budgets

Billing

For budget reports and projections please contact the Fleet Services fiscal specialist at 206-221-3930.

Add a budget number to your UCAR and online account

  1. Login to the online system
  2. From the main menu, select “Update Profile”
  3. Enter budget number to be added in the white box toward the bottom of the screen, click “Add New Budget”

The budget number should appear in your “Current Budgets” list above and will now be available to use for daily reservations. Your UCAR account will be updated to include the new budget but it does take up to one business day. If you need to use a new UCAR budget immediately please contact the Fleet Services rental office.

Sometimes, a budget being entered is a new one for our system. When this happens, you’ll be prompted to enter the UW Net ID for the Budget Authorizer and Billing Contact. If you know a budget number is new to your department, it’s a good idea to get this information before adding the budget to your online account.

Manage Budget Number and Authorization

Budget Authorizers and Billing Contacts receive email notification whenever a new online client establishes an account or attempts to reserve a vehicle using one of their budgets. This procedure allows Fleet Services to check appropriate access to budgets by allowing departments to approve and cancel use of their accounts.

To approve or cancel a client’s use of a budget, follow these steps:

  1. Login to the online system
  2. From the main menu, select Edit Budget Parameters and add new user
  3. If you manage several budgets, a table showing all budgets will appear. Click Update next to the appropriate budget
  4. Scroll down to the users table - this is where you can manage use of this budget
  5. Find the UW Net ID of the user in question
  6. Change the Select Status menu to either Approved or Cancelled
  7. Change the client’s access to ISD/CTI records by checking or unchecking the Billing Access box
  8. Click Save Budget Changes to update the user’s record
  9. Scroll to the bottom of the page to go Back to Main Menu

Reimbursement

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:

Receipts

  • 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.

Cash Reimbursement Limit

The limit for cash reimbursements is $200.00. Reimbursements exceeding this amount will be made by check from Purchasing and Accounting.

Reprinting ISDs (Internal Sales Document)

  1. Login to the online system
  2. Select: Billing & Budget Numbers
  3. Select: Reprinting an ISD. The screen will shift to the Reprint section
  4. Click on: Login to the online system
  5. Enter your NetID, press Submit
  6. Select: Reprint ISD
  7. Key MP number into the text box (without the MP, just the numbers)
  8. Click on Go. A summary of charges will appear
  9. Select Download Text File. A detailed version of charges will appear

Updating Information on Assigned Vehicles

With over 500 assigned vehicles in the Fleet Services, it is important to have the most up-to-date information on our vehicles. You can update the following from our online system:

  • Vehicle Mileage - it is important that clients report their vehicle mileage by the 25th of each month. Each vehicle reservation has an estimated mileage for the month that is charged automatically if no other mileage report is received. However, because this is only an estimate it may be higher or lower than the actual mileage resulting in over or undercharges.
  • Supervisor and contact information
  • Current driver/licence info
  • Budget number

To update information on Assigned Vehicles:

  1. Login to the online system
  2. From the main menu, select View Active Rentals
  3. Select Update next to the confirmation for which you would like to update

Update information on a rental

For rentals that have not been picked up, the following updates can be made:

  • Budget number
  • Task, option or project code
  • Who the vehicle is reserved for
  • Contact phone number
  • Supervisor UW NetID

Dates and times for pickup and return, along with vehicle type, cannot be updated.

To update a rental:

  1. Login to the online system
  2. From the main menu, select View Upcoming Rentals
  3. Select Update next to the confirmation for which you would like to update
  4. If you have numerous vehicles under one confirmation number, the rentals will show up on separate lines. Make sure to update the information on all the vehicles as changing information on one will not carry over to the others
  5. If you would like to cancel one or more of a multi-vehicle reservation simply select the desired vehicle select update and cancel.

Update user profile

You may use the Update Profile function of the online system to do the following:

  • Add new budget
  • Update phone and email
  • Set notification flags

To update user profiles:

  1. Login to the online system
  2. From the main menu, select Update Profile
  3. Update phone and email and or set notification flags and click Save Changes
  4. Enter budget number to be added in the white box, click Add New Budget
  5. The budget number should appear in your Current Budgets list above and will now be available to use for reservations

Sometimes, a budget being entered is a new one for our system. When this happens, you’ll be prompted to enter the UW Net ID for the Budget Authorizer and Billing Contact. If you know a budget number is new to your department, it’s a good idea to get this information before adding the budget to your online account.

Licensing

Fleet Services Operations can arrange for licensing of UW vehicles, vessels, trailers, and other equipment with exempt plates from the Department of Licensing (DOL). To qualify for the exemption, the vehicle/vessel/equipment, etc. must be owned by and operated on behalf of the University of Washington.

In addition to DOL licensing fees, a $50.00 Fleet Services administrative fee will be charged to coordinate, acquire and maintain the vehicle registration. A valid budget number is necessary to complete the licensing transaction. The DOL requires different paperwork be presented depending on what is being licensed.Please see the chart below for documentation requirements and feel free to contact Fleet Services with questions.

To request licensing, deliver the required paperwork to the Rental Office, include the following information:

  • Contact name and phone number. (This person will be contacted when the license plates arrive.)
  • Budget number to recharge licensing and administrative fees.

Fleet Services can store the original registration and title document for an annual administrative fee of $25.00. Please indicate when requesting licensing whether or not you would like to subscribe to this service.

Surplus

Fleet Services disposes of vehicles through UW Surplus Auctions, managed by Moving & Surplus and Washington State Surplus Vehicle Auctions, managed by the WA State Department of General Administration, Surplus Programs. Auctions are open to the public.