Practical guides to SDU's Vehicle Fleet - from key pickup to charging and refueling

Some cars are unlocked with a physical key, while others are keyless and can only be unlocked via the Mileage Book Fleet app.

If the car is unlocked via the app, the app must be installed to use the car.

When you book a car via Mileage Book, the name of the car will indicate whether it is unlocked with a physical key or the app.  See more in the guide for booking a car via Mileage Book. 

Odense

In Odense, you can pick up and drop off car keys at Logistics during working hours Monday to Thursday 07:00-15:30 and Friday 07:00-14:30.

See Logistics' location on SDU Maps.

If you need to pick up keys outside working hours, please contact Technical Services at 8888@sdu.dk or 6550 8888 no later than one working day before.

It is possible to leave your keys in a key drop at Logistics outside working hours. The key box is located by the goods yard, to the right of the gate. The key drop is clearly marked.

See location for key drop on SDU Maps.

The cities

• Esbjerg: A key box will be set up that is opened with the SDU employee card. The box will only be operational from 12 January. It will be placed on the wall outside the caretakers' office, room 81001. Keys are handed in at the same box.
• Kolding: A key box will be installed that can be opened with the SDU employee card. The box will only start working from 12 January. It will be placed on the wall outside the caretakers' office, room 11.16. The keys are handed in at the same box.
• Sønderborg: The cars in Sønderborg are keyless, so it is not necessary to pick up a key.
• Slagelse: Key collection takes place as usual.

Some cars are keyless. When you book a car in Mileage Book, you will be able to see if the car you are booking is keyless or has a physical key. It is a requirement that you have the Mileage Book Fleet app installed on your phone in order to open a keyless car.

How to unlock and lock a keyless car using the Mileage Booke Fleet app

1. When you’re near the car (within 2–3 meters), open the Mileage Book Fleet app on your phone.
2.  In the app, tap ‘Car key’ in the menu bar. (Make sure the app has permission to use Bluetooth and location services — otherwise, it won’t be able to find the car.)
3. The car will appear with its license plate and name. Tap the car you’ve booked.
4. You’ll now see information about the car and its location. At the bottom, you’ll see two buttons:
   • ‘Lock’ – locks the car
   • ‘Unlock’ – unlocks the car
5. As long as your booking is active, you can lock and unlock the car as many times as needed.
6. You must keep your phone in the car while driving — otherwise, the car won’t start.

If you have trouble unlocking the car

1. fully close the app,
2. wait a few minutes
3. reopen the app.

If this does not work, please try the following steps:

1. Make sure you’ve downloaded the correct app. The app is called Mileage Book Fleet.
2.  Make sure your phone has installed all system/software updates.
3. Check that you’ve allowed the Mileage Book Fleet app to access your location.
4. Check that you’ve allowed the Mileage Book Fleet app to use Bluetooth.

If the issue continues, call Technical Service at 6550 8888.

Important:
You can only unlock and lock the car during your booked time slot. If you’re unexpectedly delayed, remember to extend your booking.
If the car is booked by someone else, contact Technical Service immediately at 6550 8888.

 

 

Odense

In Odense, the cars are located at P8-West and P1-East. You can find the location on SDU Maps.

When you book a car via Mileage Book, the exact location of the car will appear in the car name.

Each car is assigned its own parking bay, which is marked with a licence plate and car number. The cars must be picked up and parked in their parking bay.

Please note that some cars can only be unlocked via the app, while others require a physical key.

The cities

Cars are parked where they are usually parked. Contact the officers for more information about the location of the cars.
In Sønderborg, please contact the Campus Coordinator.

There is a Quick Guide in the glove box in every car that you should read before you start your journey.

The Quick Guides will contain important information about the car, including:

• the code for using the fuel card
• roadside assistance information
• whether the car is an electric, petrol or diesel car
• how much the car can tow.

If the Quick Guide is missing from your car, please contact 6550 8888 before you start your journey.

 

The mileage log is automatically and electronically filled in via Mileage Book when you begin and end your drive. Therefore, you do not need to fill out a physical mileage log.

When you book a car, you are expected to know the basic functions. Therefore, there is no guide to the car's operation and individual functions.

However, if you need an introduction to the car before your first drive, Technical Services will be happy to help. You can book an introduction via 8888@sdu.dk, where you can arrange to meet a Technical Services employee at the car before departure.

Each car contain a charging tag that must be used when charging the car.

SDU has entered into a charging agreement with Clever. If you charge with a provider other than Clever, the cost is not covered by the vehicle fleet.

The charging tag is personal to the individual car and may not be used for other cars.

Video guide for car charging will follow.

Each cars contains two fuel cards - one for each provider that SDU has an agreement with.

The cards must be used when refuelling the car. If they are not used, the cost is not covered by the vehicle fleet.

You do not need to provide a receipt for refuelling.

The code to use when refuelling can be found in the car's Quick Guide.

The fuel cards are personalised for each car and may not be used for other cars.

Please note that there are both petrol and diesel cars in the vehicle fleet

The cars are registered for automatic toll payment via Pay by Plate and can be used on the Storebælt Bridge and the Øresund Bridge.

Pay by Plate cannot be used for ferries.

 

Each car contains a vignettes/Green Environmental Bedge for Germany.  You are responsible for obtaining vignettes/ecolabels for other countries.

Parking, ferries, foreign tolls, etc. are not covered by the vehicle fleet and must be paid locally.

Odense

Each car has been assigned its own parking bay, which is marked with a number plate and car number. The cars must be returned and parked in their own, specific parking bay.

You can hand in your car keys at Logistics during working hours Monday to Thursday 07:00-15:30 and Friday 07:00-14:30. See Logistics' location on SDU Maps

Outside working hours, you can return your keys in a key deposit at Logistics. The key deposit is located by the goods yard, to the right of the gate. The key deposit is clearly marked.

The cities

• Esbjerg: The keys are returned in the same key box where they were collected. Please note that the box will not be operational until 12 January. The box is opened with the SDU employee card. It is placed on the wall outside the caretakers' office, room 11.16.
• Kolding: The keys are returned to the same key box where they were collected. Please note that the box will only be operational from 12 January. The box is opened with the SDU employee card. It will be placed on the wall outside the caretakers' office, room 11.16.
• Sønderborg: The cars in Sønderborg are keyless, so it is not necessary to pick up a key.
• Slagelse: Key collection takes place as usual.

After use, the cars must be returned in a tidy condition.

Electrical car 

When returning the car, it must be plugged in to charge in its designated parking bay. The parking bay is marked with number plate and car number

Users are also encouraged to return the vehicle with at least 60% battery charge, out of consideration for the next user.

Fuel cars

The cars must be returned with a full tank.

 

The mileage log is automatically and electronically filled in via Mileage Book when you begin and end your drive. Therefore, you do not need to fill out a physical mileage log.