Fleet Services Updated Pickup Procedure
- July 25th, 2024
- in Uncategorized
Fleet Services has recently upgraded our automated key pickup system to a model that integrates with our fleet rental software. With this upgrade, there are some changes to pick-up procedures and how you will retrieve and return your keys. Attached you will find an updated rental guide with details listed below.
At the time of booking, we will provide you or your travel coordinator with a 6-digit confirmation/access code via email. This confirmation number is unique to your reservation and will serve as your credentials for key pickup/return. It is very important to have this number to access your key.
You will no longer need a pickup form, just the confirmation code. Reservations are now paperless.
Our key room will continue to be accessible via Action Card for 24/7 vehicle pickup.
Your key will become available in the box 15 minutes before your scheduled pickup time. If you need it any earlier, please let us know an accurate pickup time.
You must pick up your key within a 2-hour window of your scheduled pickup time. If the key is not picked up, the reservation will be automatically canceled and the key will be available for other users. Once again, keep us updated if your pickup time needs to change.
When returning your key, you must have the ending odometer reading to enter into the key box via keypad. This will allow for accurate fuel charges and eliminate the need for tracking odometer by hand. Your reservation will automatically close and be ready for billing once you return the key. Manual entry by Fleet will no longer be necessary.
We are working on an online portal for all reservations to be placed through, with a DocuSign option for Contract & Grant funds or other users wishing to use it. For the time being, please continue to fill out the pdf reservation form or have your travel approver send all pertinent travel information fleet@ua.edu to place your reservation.