Booking TEK cars

Bookings should be made through Outlook from your own calendar.

Follow the instructions below:

1. Create a calendar reservation in your Outlook calendar. Enter the subject, name, and destination. Choose the date and time period (the car can be booked one day at a time. If you need to book for multiple days, make several bookings).
2. Click on 'Scheduling Assistant' and select 'Add Attendees' at the top of the page.
3. Search for 'TEK car' and select the car you wish to book (here you can also see if the car is available).
4. Click 'Ok' and 'Send' - you will then receive an email confirmation. If you have attempted to book a car that is already booked, you will receive an email stating that the booking has been 'declined'.

Cars can be booked a maximum of three months in advance.

Be aware that car bookings will appear in your Outlook calendar, even if they have been declined.

Remember to cancel your booking if you no longer need the car.

If you are unsure about booking, please ask your secretariat.

All TEK cars have parking spaces in the front row in front of the TEK building. If the parking spaces are occupied upon your return, you can park in the guest parking area if a space is reserved. All secretariats can make reservations.

Car keys must be picked up/returned in the electronic locker in room Ø28-604a-1.

Use your employee ID to activate the locker (hold the card up to the locker) and then enter the four-digit code, which you also use for the main entrances.

There are multiple cars and therefore multiple sets of keys. In the cars, you will find a registration folder with predefined fields that you are requested to fill out (see an example in the folder). Always remember to refuel the car before returning it to SDU, and always keep a receipt when using the diesel card.

Diesel cards and information about roadside assistance are also available in the folder.

The driver of the car must have a valid driver's license.

Clean up after yourself and take any trash and bottles with you.

Car No. 1:
Brand: Mercedes-Benz Vito 113 Kombi 1, BLACK
Number of Seats: 8
Registration No: AH 46 091
VIN: WDF63970313825325
Has a trailer hitch

Car No. 2:
Brand: Renault Megane Sport Tourer 1, WHITE
Number of Seats: 5
Registration No: AM 66 000
VIN: VF1KZ140650658376

Car No. 3:
Brand: Fiat Doblo Cargo, WHITE
Number of Seats: 2
Registration No: AP 75 418
VIN: ZFA26300006152383

Car No. 4:

Brand: Renault Megane Sport Tourer 2, BLACK
Number of Seats: 5
Registration No: BP50189
VIN: VF1RFB00458463087

Car No. 5:
Brand: Mercedes Vito 116 Tourer 2, SILVER Automatic
Number of Seats: 9
Registration No: BS69293
VIN: WDF44770513284312

Car No. 6:
Brand: Mercedes Vito 116 Tourer 3, SILVER Automatic
Number of Seats: 9
Registration No: BS69294
VIN: WDF44770513300878
 

1. All TEK employees with a valid driver's license can borrow the cars for work-related purposes, provided the purpose is within official duties. Students who are employees can borrow a car if they have approval from their immediate supervisor.
   
   
2. The cars may not be used for:
   1. Transporting a third party (taxi service)
   2. Transporting goods that are unrelated to work.
   3. Traveling to and from employees' private residences or parking/overnight stays at family or other acquaintances.
      
      
3. The cars can be borrowed for transportation to/from TEK Campusvej, and should be picked up and returned to TEK on the same day as a general rule. You are not allowed to take detours or park the cars at your home address overnight.
   
   
4. If you need to be away for several days with overnight stays, including abroad, public transportation should be used as a general rule.
   
   
5. All fines are the responsibility of the person driving the car.
   
   

6. If an SDU vehicle, according to the rules in the traffic law regarding reckless driving, is confiscated while in the possession of an employee or another user, or if the user otherwise disregards the guidelines prescribed by SDU for the use of service vehicles, and this has financial implications for SDU, after a specific assessment of the circumstances of the case, SDU may file a compensation claim against the user responsible for the confiscation.

   In addition to a compensation claim, there may also be, following a specific assessment, employment-related consequences in case of a violation of the rules on reckless driving in SDU's vehicles, such as dismissal or termination.

7. When borrowing the cars, you must pick up the key from the key cabinet in room Ø28-604a-1.
   
   
8. Instruction and registration books, as well as a diesel card, are available in the cars.
   
   
9. GPS is integrated into some of the cars. In others, you will find GPS in the glove compartment.
   
   
10. The cars will normally be parked in the front row in front of the TEK building. If there are no parking spaces in front of the TEK building when you return, please find a space as close to the reserved spaces as possible. This is to make it easier for the next person borrowing the car. It is not allowed to park in the guest parking area without a reservation.
    
    
11. All cars have a Brobizz device.
    
    
12. SDU's cars may only be used in EU/EEA countries and Andorra, the Faroe Islands, Gibraltar, Greenland, Croatia, Monaco, San Marino, Switzerland, and the United Kingdom. It is NOT allowed to use the vehicle outside of these countries. The original registration certificate must be carried when driving abroad. This can be obtained from Laya Lykke in the Dean's Office Secretariat (lly@tek.sdu.dk) immediately before departure.
    
    
13. When returning the cars, please ensure the following:
    1. The cars should be refueled with diesel - use the diesel card from Q8 or Circle K. The Circle K card can also be used at Ingo gas stations. REMEMBER to keep the receipt and place it in the registration book.
    2. The cars should be emptied of trash and returned clean and tidy.
    3. Fill out the registration book with the date, name, location, and the name of the person you are visiting. Note the mileage at the start and end, as well as a detailed description of the purpose.
    4. Return the key to the key cabinet.
    5. Please inform Laya Lykke (TEK Dean's Office Secretariat) of any operational issues, damages, or other matters that should be investigated.

Errors and deficiencies must always be reported to Laya Lykke.

Bookings should be made through Outlook from your own calendar.

Follow the instructions below:

1. Create a calendar reservation in your Outlook calendar. Enter the subject, name, and destination. Select the date and time (the car can be booked one day at a time. If you need to book for multiple days, make multiple bookings).
2. Click on 'Scheduling Assistant,' select 'Add Attendee' at the top of the page.
3. Search for 'Alsion TEK Car' and select the car you wish to book (you can also check if the car is available).
4. Click 'Ok' and 'Send' - you will then receive an email confirmation. If you have tried to book a car that is already booked, you will receive an email stating that the booking has been 'rejected.'

Cars can be booked up to three months in advance.

Please note that car bookings will appear in your Outlook calendar, even if they have been rejected.

Remember to cancel your booking if you do not need the car after all.

If you have any doubts about the booking, please ask Lars Bjerrum.

All TEK vehicles have designated parking spaces in front of Alsion.

Car keys should be collected/returned to the electronic locker at Alsion located at basement level (0) of the stairwell between block A and B.

Use your employee ID to activate the locker (hold the card in front of the locker) and then enter the four-digit code that you also use for the main entrances.

There are multiple cars, hence multiple sets of keys. In the cars, you will find a registration folder with predefined fields to fill out (see example in the folder). Always remember to refuel the car before returning it to SDU, and always keep a receipt when using the tank card.

Tank cards and information about roadside assistance are also available in the folder.

The driver of the car must have a valid driver's license.

Clean up after yourself and take any trash and bottles with you.

Car No. 1:
Brand: Citroën C4 PureTech 100 Attraction (C4 GREY)
Number of Seats: 4
Registration No: DY 91 421
VIN: VR7BAHNEAPE059518
Fuel: Gasoline

Car No. 2:
Brand: Citroën C4 PureTech 100 Attraction (C4 WHITE)
Number of Seats: 4
Registration No: DY 91 420
VIN: VR7BAHNEAPE053206
Fuel: Gasoline

Car No. 3:
Brand: Mercedes-Benz Citan Tourer 110
Number of Seats: 4
Registration No: DY 28416
VIN: W1VT1ECZ0PU354646
Fuel: Gasoline

1. All TEK employees with a valid driver's license can borrow the cars for work-related purposes. Students who are employees can borrow a car with approval from their immediate supervisor.
   
   
2. The cars may not be used for:
   1. Transporting a third party (taxi service)
   2. Transporting goods that are unrelated to work
   3. Traveling to and from employees' private residences or parking/overnight stays at family or other acquaintances.
      
      
3. The cars can be borrowed for transportation to/from TEK Alsion and should be picked up and returned to TEK Alsion on the same day as a general rule. You are not allowed to take detours or park the cars at your home address overnight.
   
   
4. If you need to be away for several days with overnight stays, including abroad, public transportation should be used as a general rule.
   
   
5. All fines are the responsibility of the person driving the car.
   
   

6. If an SDU vehicle, according to the rules in the traffic law regarding reckless driving, is confiscated while in the possession of an employee or another user, or if the user otherwise disregards the guidelines prescribed by SDU for the use of service vehicles, and this has financial implications for SDU, after a specific assessment of the circumstances of the case, SDU may file a compensation claim against the user responsible for the confiscation.

   In addition to a compensation claim, there may also be, following a specific assessment, employment-related consequences in case of a violation of the rules on reckless driving in SDU's vehicles, such as dismissal or termination.
   
   

7. When borrowing the cars, you must pick up the key from the key cabinet in the basement area at Blok A.
   
   
8. Instruction and registration books, as well as a diesel card, are available in the cars.
   
   
9. GPS is integrated into some of the cars. In others, you will find GPS in the glove compartment.
   
   
10. The cars have designated parking spaces in front of Alsion, where the registration number is indicated.
    
    
11. SDU's cars may only be used in EU/EEA countries and Andorra, the Faroe Islands, Gibraltar, Greenland, Croatia, Monaco, San Marino, Switzerland, and the United Kingdom. It is NOT allowed to use the vehicle outside of these countries. The original registration certificate must be carried when driving abroad. This can be obtained from Lars Bjerrum (TEK Economics) (lvbj@tek.sdu.dk) immediately before departure.
    
    
12. When returning the cars, please ensure the following:
    1. The cars should be refueled with gasoline - use the tank card from Q8 or Circle K. The Circle K card can also be used at Ingo gas stations. REMEMBER to keep the receipt and place it in the registration book.
    2. The cars should be emptied of trash and returned clean and tidy.
    3. Fill out the registration book with the date, name, location, and the name of the person you are visiting. Note the mileage at the start and end, as well as a detailed description of the purpose.
    4. Return the key to the key cabinet.
    5. Please inform Lars Bjerrum (TEK Economics) of any operational issues, damages, or other matters that should be investigated.

Errors and deficiencies must always be reported to Lars Bjerrum (TEK Economics).