The University of Washington: Facilities Services

UCAR instructional video


How do I sign up for a UCAR account?

  • Login with your UW NetID.

The system will direct you to take required Basic Driver Training and to read the Fleet Service Program Policy Manual for Drivers.

If you have already taken Basic Driver Training, you can proceed directly to Update Your Profile. You will still be able to access the Program Policy Manual for Drivers which you can read before you make a reservation.

  • To update your profile you will need to:
    • Include your driver’s license number and expiration date.
    • Add the budget number to which your rental expense will be charged.
    • Check the button next to UCAR Account.

Make sure to save changes. This step is required to alert Fleet Services that you are opening a UCAR account.


Instructions and required reading for using the UCAR system

UCAR Help Guide and Program Procedures

Fleet Services Operations Program Policy Manual For Drivers

UCAR locations


If you need assistance call 206-221-3594 or email fsrent@uw.edu


Frequently asked questions


What is UCAR?

UCAR is a conveniently located and economically priced Fleet Services rental vehicle available for hourly rentals. The UCAR program is dedicated to supporting the short term transportation needs of the UW community for education, research, outreach and business. Any UW member with a valid UWNet ID and driver's license will be able to reserve and access the UCAR 24/7. Trip tracking occurs automatically and billing is charged directly to a UW budget number. A copy of the receipt is sent to the reservation contact and department billing contact via email.

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How much does UCAR cost?

  • Please refer to the Rates and Fees page.
  • There are no membership fees or annual dues.

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How do I pay for a UCAR?

  • UCARs are charged to departmental budget numbers. When you set up a UCAR account you can add as many budget numbers to your account as you like.

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What if I need to add a budget number to my UCAR Account?

  • Log into the Fleet Services online system and select add new budget from Update Profile screen
  • OR contact Fleet Services at 206-221-3594

Who can rent a UCAR

  • Anyone with a UW Net Id and a valid driver's license.

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Can I rent a UCAR for personal use?

  • A UCAR can only be used for official University business and charged to a University budget number.

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Who is authorized to drive and ride in a UCAR?

  • UCAR insurance covers the following drivers
    1. UW Faculty with valid UW identification card
    2. UW Staff with valid UW identification card
    3. Currently enrolled UW Student with valid UW identification card
    4. Student groups approved by the Office of the Director of Student Activities
    5. Authorized volunteers formally affiliated with an official UW program and directly supervised by a UW employee
    6. Temporary employees with a letter of authorization from their sponsoring department
    7. Individuals under contract to the University with a letter of authorization from their sponsoring department
    8. Government employees (State, Federal, County, and Municipal) covered by a specific indemnification agreement
  • UW Insurance covers the following passengers
    1. UW Faculty with valid UW identification card
    2. UW Staff with valid UW identification card
    3. Currently enrolled UW Student with valid UW identification card
    4. Student groups approved by the Office of the Director of Student Activities
    5. Authorized volunteers formally affiliated with an official UW program and directly supervised by a UW employee
    6. Temporary employees with a letter of authorization from their sponsoring department
    7. Individuals under contract to the University with a letter of authorization from their sponsoring department
    8. Research subjects unable to transport themselves
    9. Patients and patient's families requiring transport for patient care services
    10. Vendors and Business Partners in the course of University business
    11. Visiting dignitaries, speakers, scholars
    12. Recruits, prospective employees, and/or graduate school candidates
    13. Participants in UW programs - DOES NOT include conference attendees (see below)
    14. Disabled persons attending conferences sponsored by the University
  • UW Insurance does not cover drivers or passengers as follows:
    1. Conference attendees*(see Disabled Persons above)
    2. Spouses, children, friends, and acquaintances of faculty, staff, and students
    3. Experimental College students and instructors
    4. Student groups not approved by the Office of the Director of Student Activities
    5. Work experience program participants

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What if I need to transport a passenger that is not on the authorized list?

  • The Fleet Services Rental office may be able to provide you with alternative transportation options through our outside rental vendor.

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Where are UCARs located and how many are available?

UCAR location map
  • E2 Parking Lot (On 25th Ave NE, south of the University Village)
    • 50 to 60 UCARs, 24 to 34 (7 passegner minivans), 8 to 12 (8 passenger SUVs), 7 to 9 (7 passenger SUVs), 4 small SUVs, 4 hybrid SUVs, 2 large and 1 small pickups, and 1 to 3 sedan

  • 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)
    • 12 UCARs, 6 minivans, 5 hybrid sedans, and 1 compact pickup

  • South Campus Center (Mid-level S1 Parking Garage, outside the second floor entrance to South Campus Center)
    • 12 UCARs, 3 (8 passenger SUVs), 3 (7 passenger minivans), 5 hybrid sedans, and 1 compact pickup

  • UW Tower A Garage (Level 4E in the A Garage next to the elevator)
    • 8 UCARs, 2 (7 passenger minivans), 4 hyrbid sedans, 1 sedan, and 1 compact pickup

  • N22 Lot located across the street from the Hall Health building
    • 4 UCARs, 1 (7 passenger minivan), 3 hybrid sedans

  • UW Bothell (located on the 4th level of the South Parking Garage)
    • 5 UCARs, 2 (7 passegner minivans), 3 hybrid sedans

  • Portage Bay Parking Facility(formally the West Campus Garage) 3745 15th Ave NE, across from the Foege Genome Sciences and Bioengineering Building
    • 4 UCARs, 1 (7 passenger minivan), 3 hybrid sedans

  • N1 Lot Located just off of Memorial Way between the Burke Museum and the William H. Gates building.
    • 4 UCARs, 2 (8-passenger SUVs) and 2 hybrid sedans

  • UW Tacoma Located on UW Tacoma Campus, 1742 Market Street, Student Medical Clinic parking area
    • 4 UCARs, 3 (7-passenger minivans), 1 (7-passenger SUV)

Email Fleet Servicesyour UCAR location suggestions.

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How does the UCAR reservation system work?

In four simple steps:

  1. 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. Click here to set up your UCAR account .
  2. 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.
  3. 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.
  4. UCAR billing system will automatically track your trip information and bill your budget via an ISD. A copy of the ISD billing detail will be sent via email to your department budget billing contact.

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How do I get a new email confirmation for my UCAR reservation?

  1. Log on to UCAR system
  2. Click on the My Reservations tab
  3. Select Change for the reservation you would like the new email confirmation for
  4. From here, select "send modification request" even though no information has been altered
  5. From the confirmation page, check all the required fields and hit confirm
  6. You will receive a new email shortly

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What happens when UCAR reservations are fully booked?

  • Fleet Services has contracts with Enterprise. Email fsrent@uw.edu if a UCAR isn't available. The Fleet Services rental office may be able to find a vehicle that can work for you..

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What vehicles can I choose?

  • The UCAR fleet is currently composed of a variety of vehicle types at the following locations:
  • Central Plaza Garage: Hybrid sedans, mini vans, pick up truck
  • E2 Parking Lot: Small and Large SUV's, sedan, pick up trucks
  • N22 lot: Hybrid Sedans, mini van
  • Portage Bay Parking Facility: Hybrid sedans, and a minivan
  • South Campus Center: Hybrid sedans, large SUV's, pick up truck
  • UW Bothell: Hybrid sedans, mini van
  • UW Tower: Hybrid Sedans, mini vans, sedans, and a pickup truck
  • N1 lot: Large SUV's, and hybrid sedans

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How does insurance work?

  • Collision: Coverage protects authorized drivers from vehicle damages not recovered from a third party. However, property damage sustained from a vehicle accident may be charged back to the responsible department. 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.

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How can UCAR benefit you and your department?

  • Using the UCAR for UW business means you don't need to bring your car to campus. Save on parking, maintenance and high 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.
  • Insurance is included in the hourly fee. No out of pocket insurance deductibles.
  • Reduce administrative effort to process reimbursements and track reimbursements.
  • Billing is automatically charged to the budget via ISD and a copy of the trip detail is sent to the billing contact via email.

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Do I need to refuel my UCAR?

  • You're required to refuel your UCAR when there's a 1/4 tank left. If you're within 5 miles of campus, refuel at Fleet Services, 4659 25th Ave NE, Seattle Washington, 98105 (next to University Village). Every UCAR also comes with a Comdata Fuel Card, for those times you're further away. This card can be used at any major gas station. All cards will require a pin number and odometer reading. The pin number can be found in the Comdata brochure, which is located in the glove box.

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How do I start my UCAR?

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How long can I keep my UCAR?

  • 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 Request Form.

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What about Parking?

  • UCAR's can be parked free of charge in any general UW parking location, as well as any metered parking stall within the City of Seattle. 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 you convenience.

Permit 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

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Can I use my UCAR outside of Washington State?

  • Yes. Fleet Services no longer requires an out of area form for vehicle travel outside prescribed areas.

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