UCSC Zipcar Program Departmental Information

Role of Department Administrator

The department administrator is responsible for:

• Having the department's Procard authorizer contact the campus Procard Administrator at
831-459-3343 to request Zipcar usage authorization for individual staff members.

• Verifying authorization of the completed application for staff and faculty within their department who wish to create an individual Zipcar business account. Individuals within the unit submit their application to Zipcar. Zipcar will route the application to the department administrator for authorization from the department. Upon approval, Zipcar processes the application and the individual is approved to use Zipcars for business purposes. The individuals applying for inclusion in the department Zipcar business account must have a credit card that is in their own name. See Payment Methods below.

• Training new users how to make a Zipcar reservation request. Business use of a Zipcar is limited to short-term trips (up to 24 hours) that are no more than 180 miles roundtrip. The UC business trip purpose must be fully documented at the time of reservation. Each individual must include their monthly Zipcar records/billing statement with their ProCard statement or reimbursement request ( Post Travel Form PDF or Post Travel Form Excel ).

• Educating all users and monitoring use of Zipcars to be sure that only insured Zipcar members drive the vehicles. Unauthorized use of Zipcars by staff members who are not insured by Zipcar will be the responsibility of the department, exposing the department to uninsured risks.

• Educating all department users regarding the department's policy on purchasing a Damage Fee Waiver through Zipcar. Unless a departmental user purchases a full or partial Damage Fee Waiver, the department will be responsible for the $500 deductible for any damage to a Zipcar vehicle. It is the responsibility of each department to determine their risk level and whether to purchase this waiver.

• Advising approved departmental users of their payment options by directing them to the websites for the UCSC ProCard, or the UCSC Corporate Travel card. Departmental users might also need guidance in the reimbursement process.

• Advising the ProCard administrator in each department to ensure that all appropriate travel information is provided in the detailed billing invoices attached to the ProCard statement. If appropriate documentation is not provided, use of the Zipcar program could be revoked. 

• Notifying faculty and staff when their application for an individual Zipcar business account has been authorized.

Payment Methods

Check the following web sites to read about credit card restrictions.

• UCSC ProCard – Please note that a journal entry is required to transfer costs to a travel
account code.
• 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.  

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