New shared car fleet at SDU from January 2026

First things first

From 12 January 2026, a large proportion of SDU's company cars will be gathered in the SDU Shared Car Fleet – with central parking and a new booking system, Mileage Book. The fleet is managed by Technical Services.

The car fleet can be used by all employees at SDU. You can already book a car for use from 12 January in the new system.

SDU makes the shared fleet of cars available to employees without internal payment. Therefore, when you book a car for business travel, you don't have to worry about extra costs – the costs are covered centrally via SDU's budget model. This makes it easy for you to focus on the task at hand.

Several new electric cars have been purchased for the fleet and will be available for booking via Mileage Book. The existing diesel and petrol cars will gradually be phased out and replaced by electric cars.

If you have already booked a car

The transition to the new fleet means that all bookings from 5 January 2026 onwards for cars transitioning to the SDU shared fleet will be cancelled.

However, you are guaranteed a car – just follow the instructions here:

• Have you booked a car from 12 January 2026?
  Book a new car in Mileage Book now.
  If there are no cars available, contact Technical Services at 8888@sdu.dk no later than 1 December 2025 – they will ensure that you get a car on the requested date.
• Have you booked a car in the period 5-11 January 2026?
  Contact Technical Services as soon as possible at 8888@sdu.dk . You cannot book yourself during this period as the cars are being prepared for use.
• Have you booked a car before 5 January 2026?
  Your booking is unchanged. You do not need to take any action. New bookings of cars for use before 5 January will continue to be made via your faculty or department's booking system.

Get help with the new system

To make the transition as easy as possible, Technical Services has created a service page on SDUnet with everything you need to know about:

• The new Mileage Book booking system.
• Guidelines for using the cars.
• Questions and answers about the transition.

If you need help with your first trip, you can arrange to meet a member of Technical Services at the car – just write to 8888@sdu.dk .

Getting started with Mileage Book

Mileage Book is easy to use, and you can find guides for using the system on the new service pages. If you still need a little extra help, you can attend an introductory course – in person or online – in November. Attending the course is not a requirement to use the system.

See course dates and sign up here.

An important step in SDU's green transition

All cars get shared service and booking. The new system frees up time from local administration and car management and at the same time gives employees more flexible and simple options when using cars for work.

– When we bring SDU's cars together in a shared fleet and continuously replace diesel and petrol cars with electric cars, we take a concrete step towards greener and more efficient operations. It's about both reducing our carbon footprint and using our resources more wisely. When we gather the cars in one place and switch to electric, we get a more sustainable solution that also makes it easier for employees to book and use the cars, says University Director Thomas Buchvald Vind.

Do you have any questions?

Contact Technical Services at 8888@sdu.dk. They are ready to help you.

FACTS

SDU's car fleet accounts for most of the university's emissions from fossil fuels – around 100 tonnes of CO₂e annually. A full transition to electric cars and better utilisation of a smaller overall fleet is expected to reduce these emissions by up to 90%.