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Lending of university cars

The Faculty of Science has a number of cars that can be used by the faculty's employees and students. The Department of Biology handles the administration of the cars.

Drivers of the faculty's official cars are required to read the following rules for use of the cars before driving:

  • Users must read the instructions before driving cars. Only persons employed at University of Southern Denmark must use the cars. This means VIP's, TAP's, PhD-students and MSc-students. The cars must only be used for official purposes.

  • Drivers of the cars must have a driver license that is valid in Denmark.

  • Persons without any official association to the university must not be transported by the cars due to insurance regulations. Any breach of this rule by any person will lead to immediate suspension of the driving permit. Department of Biology performs spot checking to assure that this rule is not violated.

  • Use of cars for course teaching has first priority in the case of overlapping reservations. Other users may risk cancellation of their reservations if teaching activities require a car at the same time.

    If you are in doubt, please contact:

  • Password and username for login to the reservation system are the same as for the SDU-web.

  • The reservation is filled out with purpose of the trip, destination, expected duration, distance in km, account number, name and phone number of the driver. If the driver is another person than the registered driver, a message must be sent immediately before the trip via mail or sms to Niels C. W. Møller with name and phone number of the new driver.

  • Remember to sign up for brobizz if you will across Storebæltsbroen.

  • If you need to drive outside Denmark or need the car for more than 5 days, you must have permission from the car-coordinator Erik Kristensen or his substitute Kasper Reitzel. If you need a green insurance card, please contact the service department: 65508888, or send an e-mail to @8888 no later than 14 days before the trip (price ca. 300 kr.). You must provide information about car brand, registration number, travel dates, drivers name and institute, as well as the address to where the card should be mailed. 
  • 75 kr. per day plus 2.50 kr. per kilometer
  • Brobizz Storebælt costs 400 kr.
  • Brobizz Storebælt with trailer costs 500 kr.
  • Brobizz Øresund costs 600 kr.
  • Brobizz Øresund with trailer costs 1240 kr. 
  • The bag with keys, fuel cards for Shell, Circle K and Q8, as well as brobizz and mileage book can be picked up at the service office (V12-502a-1) where it will be handed out by Niels C. W. Møller. The codes for the fuel cards can be found in the glove compartment. Charging key for Clever charging stations is in the bag for Car 2 and 12. Users should download an app with information on the location of these charging stations.

  • The key bag can be picked up and returned at the service office within working hours 08.00-15:30. Outside working hours, the bag must be returned to the key-mailbox at the Department of Biology. 

  • If a reservation starts outside working hours, e.g. during weekends, the driver will receive a spare key bag during working hours.
  • The car must be picked up no later than ½ hour after the noted start time. Otherwise the reservation may be cancelled, and other users can take the car.

  • The car is checked for any damage. A list of all reported, but not yet fixed damages, can be found in the key bag. Any new unlisted damages must be reported to Niels C. W. Møller or Finn Andreasen together with the name of the previous driver according to the mileage book. The report must be handed in before starting the car, or no later than 08.00 the next working day if the trip is initiated outside normal working hours. 

  • Remember always locking the car when you leave it - regardless of the duration.

  • The car cannot be used for driving to or from private residences of employees or left at home overnight. 

  • If you are not trained in driving with trailer, please contact Niels C. W. Møller or Finn Andreasen for instruction.

  • Fish and seawater must only be transported trailers designed for the purpose (not inside the cars).

  • There will be a ban against driving in all university cars when the national authorities advise against non-essential travel due to weather conditions. Only emergency driving will be permitted and only after approval by Erik Kristensen.
  • Transport of dangerous goods (e.g. eksplosives, compressed gases, flammable liquids, poisonous materials, contagious materials and radioactive materials) in institute cars must follow the rules according to the international ”ADR-convention” (https://unece.org/adr-2021-files) and the Danish ”Bekendtgørelse om vejtransport af farligt gods” (https://www.retsinformation.dk/eli/lta/2017/828).

  • Liquid nitrogen is classified as dangerous goods and should be transported according to ADR. Liquid nitrogen must therefore not be transported inside institute cars or private cars.
  • Damages and accidents must be reported by the driver immediately in writing to the service group with detailed information about the circumstances (a damage report).

  • Niels C. W. Møller or Finn Andreasen must be contacted immediately in case of accidents where assistance is required. In case these persons cannot be reached, please contact Dansk Auto Hjælp (70108090), and the car will be transported to Møllegårdens Auto, Klokkestøbervej 23, 5230 Odense M (650933122).

  • Road accidents with personal injury and/or major property damage must always be reported to the police. Call 112 for serious injuries with an urgent need for help – call 114 for minor injuries with no need for emergency help.

  • If the same driver has repeated damages/accidents it may, depending on the circumstances, result in suspension of the driving permit.
  • Department of Biology is responsible for all cars and manages service and repairs. It is therefore strongly emphasized that everyone contributes to maintain the cars intact and without damage. All function errors must be reported immediately to Niels C. W. Møller or Finn Andreasen.
  • The car must be returned inside the fence at P4. Remember to close and lock the gate.

  • The car must be returned in the same condition as you wish to receive it. Please clean the car of garbage after the trip. If necessary, the mats must be cleaned for sand and gravel, and the seats must be swept with the brush placed in the car.

  • The mileage book must be filled out with information about the distance driven, fueling (receipts are saved together with the credit card), drivers name and destination.

  • The fuel level must be at least ¼ full when the car is returned. Car 2 and 12 must be set for charging.
  • Cars can be used for work-related purposes by SDU employed student assistants.

  • MSc students at Department of Biology can use car 1, 3, 4, 7 and 16 without special permission. Use of other cars requires permission via e-mail from Erik Kristensen.

  • MSc students can only use car 8 and 15 after instruction in the use of 4WD by Niels C. W. Møller or Finn Andreasen.

  • Other students who are not employes by SDU must apply for permission to use company cars by completing a driver form.

  • Students who are asked to drive the company cars in connection with field courses or excursions must be registered in the driver form as unpaid helpers.

  • Students who drive a company car in connection with courses or other study-related activities - for example, collecting samples or the like - are not insured by SDU in the event of a single-vehicle accident. They are also not insured by SDU when driving own car for study related purposes. They need a full-time accident insurance.
  • This is an electric car and must therefore be handled differently than the other cars. All drivers must therefore have instructions by Niels C. W. Møller or Finn Andreasen on how to use and handle this car before driving the first time.
  • Only users at Department of Biochemistry and Molecular Biology and Department of Physics, Chemistry and Pharmacy can make online reservations. Users at Department of Biology can only use this car after approval from Erik Kristensen – and only with short notice and if the car is available.

  • Reservations must be done in the existing booking system and after the current guidelines.

  • MSc students at Department of Biochemistry and Molecular Biology and Department of Physics, Chemistry and Pharmacy can use the car without special permission. All other students from these departments must have approval from their supervisor or teacher, as well as filling out the student driver form. The price for driving this car is like that for the other cars.
  • Electric car that primarily is used by employees and students for daily commuting to Marine Biological Research Center in Kerteminde. Reservations for this purpose are not required and Department of Biology pays the costs.

  • Use of this car for research purposes from Kerteminde must be registered with reservations, noted in the mileage book, and paid by own research funds – exactly as all other use of cars. These reservations must be agreed with and made by Magnus Wahlberg (22163950, magnus@biology.sdu.dk).
  • If the above rules are breached or if a driver is a nuisance or danger to passengers or other road users, the car-coordinator give warnings or in case of a serious offence immediately suspend the driving permit. Two warnings lead automatically to 3 months suspension of the driving permit.

  • These sanctions apply to all regardless of position and status.

If you have any questions in relation to booking or using the faculty's official cars, you can contact one of the following people:


Book one of the faculty's cars

General rules and regulations

Last Updated 12.09.2023