Zipcar for Short-term UCSC Business Travel

Overview of the Zipcar Program

Zipcar is the new car-sharing program recently initiated on the UCSC campus through TAPS. Zipcar is a membership-based car rental program providing UC students, staff and faculty self-service access to vehicles on and off campus, 24-hours a day. All UCSC staff, faculty, and UCSC students who are licensed drivers 18 years of age and older are eligible to apply for Zipcar membership. Membership is based on driving record and is approved by Zipcar.

While this program is primarily intended for personal travel needs, UC staff, faculty, and students may also use Zipcar for university business-related trips. Use of Zipcar for UC business travel is allowed for short-term trips (up to 24 hours) that are 180 miles or less roundtrip. If your business travel needs exceed either or both of these restrictions, Zipcar should not be used; instead, rental cars may be obtained through UC Fleet Services or the UC rental car contract agencies – National/Enterprise or Hertz. The purpose of the UC business trip must be documented at the time of your Zipcar reservation. A departmental business Zipcar account may not be used for personal travel. Only staff approved for membership by Zipcar may drive Zipcars.

There are two ways that UC staff, faculty, and students can pay for Zipcar for business-related travel:

1. Use a personal Zipcar account, and submit Zipcar charges to the department business office for reimbursement. Department approval for each business trip must be granted prior to travel.

2. Establish a departmental Zipcar account, plus individual business accounts for each potential traveler in the department. This process is outlined below.

Application Process for Departmental Zipcar Accounts

Step 1:  Create a departmental Zipcar account
Each department identifies a department administrator to establish and administer the primary departmental Zipcar account. The department administrator goes to Zipcar UCSC and follows the link to establish a department account with Zipcar. Zipcar currently charges an annual fee of $100 to the departmental ProCard to establish the account; this fee covers the cost of establishing all individual business accounts within the department. Learn about the role of department administrators for departmental Zipcar accounts...

Step 2:  Create an individual Zipcar business account for use in UC-related travel.
After a department has established an account with Zipcar, staff, faculty, and students can apply for their individual business account. To apply for this type of account, the individual must have a credit card in their name (e.g., a UCSC ProCard, a UCSC Corporate Travel card, or a personal credit card.) The employee then goes to the Zipcar web site and follows the links to join their department’s account for business use. Individuals will need to provide their credit card information during the application process for billing purposes; however, there is no charge for opening the account. Zipcar will contact the department administrator for authorization and check the individual’s driving record before approving the individual membership.

If an individual currently has a personal Zipcar account and also wishes to establish a Zipcar business account please contact Teresa Buika at TAPS, 831-469-1941. The process for establishing a business account for those with a personal Zipcar account varies slightly.

Step 3:  Application Approval                    
After the individual’s membership application is approved by Zipcar, the applicant will receive a Zipcard. The Zipcard is a “smart card” that provides the driver access to any vehicle that they reserve.

Step 4:  Payment Methods

•  UCSC ProCard 
•  UCSC Corporate Travel Card – Charges are paid by the traveler. Reimbursements for business travel are requested by submitting a Post Travel Form PDF or Post Travel Form Excel.
•  Personal Credit Card – Charges are paid by the traveler. Reimbursements for business travel are requested by submitting a Post Travel Form PDF or Post Travel Form Excel. 

Using a Zipcar

Reserving a Vehicle: Zipcar members use an Zipcar on-line reservation system.

Locations of Vehicles: Seven cars are currently available to UC affiliates: two are located at the East Field House Parking Lot 103, two are at the upper College 8 Parking Lot 146, one is at 2300 Delaware, and two are located at the University Town Center (Cathcart and Cedar Streets in Santa Cruz.)

Parking: When parking on campus, the Zipcar has the equivalent of an “A” permit and can park in designated “A” spots on campus. Zipcars may NOT be parked in the campus spaces that act as the designated “home” spot for other Zipcars. All meters and charges for other off-campus parking must be paid for by the traveler and may be claimed for reimbursement on a Post Travel Form PDF or Post Travel Form Excel, subject to department approval. Parking citations are a personal expense and cannot be reimbursed. 

Returning a Vehicle: Zipcars must be returned to the location where they were picked up before the end of the reservation to avoid being charged a late fee. Late fees are a personal expense and may not be charged to UC funds. 

Get more information about Zipcar. Questions about Zipcar use at UCSC should be directed to Teresa Buika
at 831-469-1941.