In addition to mileage reimbursement, the agency offers a Zipcar business account membership for project-related meetings, fieldwork, public engagement events, or other work-related travel. The organization maintains a business account with Zipcar for this purpose. This account is strictly for business use; personal use is not permitted.

To set up your membership under this business account, please review, sign, and submit the Zipcar User Agreement (PDF) to [email protected]. This agreement outlines the organization’s policies and requirements for establishing and maintaining your Zipcar account.

Once your user agreement is processed, the HR and Operations Coordinator will email you an invitation to join the agency’s Zipcar Business Account. Zipcar will provide instructions on setting up your account, which will include uploading a copy of your driver’s license and other personal information. Once approved, you will receive your Zipcard within two weeks. The Zipcard allows you to access and unlock reserved vehicles. You may also use the Zipcar app for this purpose.

In addition to the cost of Zipcar membership and standard driving rates, other fees and charges may apply. Please review the Zipcar website to familiarize yourself with your obligations, including information on late fees. For example, you must return the car with at least ¼ filled gas tank. A gas card is provided in the driver’s side visor.

Once the user agreement is signed, the Zipcar rules and regulations are reviewed, and your account is set up, you can reserve a vehicle by following these steps:

1. Get a quote: Obtain a cost estimate for your specific reservation from the Zipcar website.
2. Submit a Request for Purchase Order (PO): In Deltek, submit a PO request for each reservation. Instructions on submitting POs are in the How To section of the Intranet.  Include a description, estimated cost, and the project number. Your PO will need approvals from your supervisor, the finance team, and the Executive Director. These approvals will be processed through Deltek. This step ensures the finance team has the necessary information to reconcile Zipcar charges with the organization’s credit card statement. Allow 3-5 business days to receive approval after submitting your PO.
3. Reserve Your Zipcar: Once you receive email approval of your PO through Deltek, you can secure your Zipcar through the Zipcar website or the app.

On the day of the reservation, locate your car, complete your business travel, and return the car to the specified location. After your trip, the invoice will be sent directly to the finance team for payment.

If you have any questions or need assistance regarding this process, please contact a member of the Finance and Operations group at [email protected].