1 confidential Zipcar at Rice University

2 confidential Zipcar 101 Zipcar is car-sharing, an alternative to car ownership that gives you wheels when you want them.  Cars are self-service and on-demand (the keys are right inside the cars!).  6 cars live right on campus in the Lovett Lot.  Gas, insurance, maintenance, and 180 miles/day are included in every reservation  Reservations start at $7.50/hour and $69/day Learn more at zipcar.com/rice Just 4 simple steps puts you in the driver’s seat: join reserve unlock drive

3 confidential Who can drive?  All Rice students, faculty, and staff ages 18+ are eligible for Zipcar –Members must have had a driver’s license for at least one year in any country. –Faculty and Staff are eligible for the same discounted membership as students –Drivers 21+ can use any of Zipcar’s 10,000 vehicles in 26 major cities in the US, UK, Spain, Austria, and Canada to get to an internship or when they move off campus after graduation

4 confidential Getting started  Visit zipcar.com/rice  Click “join now” to create a personal membership  Join for only $25 for the first year and get $35 in free driving  For department use “join my department’s existing account.”  Joining department accounts is free.  Complete Zipcar’s online application

5 confidential  Please select a department administrator for the Zipcar account and provide them this information packet.  A credit card will be needed to set up the account.  Invite employees to join department account.  Zipcards are mailed to department account admin.  Members activate Zipcards online following instruction packet.  Members and or Admins create reservations.  Enjoy the ride! Setting up a Department Account

6 confidential  What is a “department administrator” on a Zipcar account? –The person who sets up the departments account is designated as the “department administrator.” –They’re kind of like the Zipcar ambassador for your department.  As an department administrator, you’ll need to: –Inform employees about the account. –Approve new members on the account. –Remove members from the account, if necessary. –Access the account invoice. –Manage account payment information. –Verify account use for business purposes (not personal use). Determine a Department Administrator

7 confidential  Can an account have more than one department administrator? –Yes, you can set up multiple people within your department as Zipcar administrators. –Having multiple administrators is helpful for things like: Ensuring new members are approved in someone’s absence. Allowing finance to access Zipcar’s online invoices. If you would like to add a coworker as a department administrator, please contact Zipcar at Please note that only a current administrator can add another administrator. Determine a Department Administrator

8 confidential  Does a department administrator have to be a Zipcar member? –No, anyone in your department can be set up as an administrator at your request. –Contact Zipcar at , we will need their full name and address to set them up. Determine a Department Administrator

9 confidential  Log onto:  Select “I’d like to open a new account for my department.” Let’s Get Started!

10 confidential  Complete the contact form Let’s Get Started!

11 confidential  A confirmation screen appears when the form is submitted  An with further instructions will be sent to your inbox Let’s Get Started!

12 confidential  You’ll receive an from a Zipcar Member Service Associate to schedule a time to complete the account setup  Please reply to this to complete the Department Account Setup Let’s Get Started!

13 confidential  Department Account Setup Call –Make sure you have a credit card and billing information ready –If you have individual credit cards request the “Affiliate Setup” type. –Zipcar will walk you through preferences and how to add members. –A follow up will be issued with a link to the account and contact information  Zipcards will be mailed to the Department Admin –EVERYONE driving a Zipcar needs to apply individually and receive their own Zipcard –For group travel, drivers of the car must have a Zipcar membership –Your Zipcard for department use can be linked to a personal account. Call Zipcar if you’d like to setup a personal account. Additional Information

14 confidential  How do drivers join the account? –Manage program by inviting only eligible department members. –Once a member of a department account you can also create a personal membership for non- departmental driving. –Members are presented with a “drop-down” to which account to bill –Drivers only need to be 18+ to join. Additional Information

15 confidential  Account Controls: –Mandatory fields describing each trip. – notifications when reservations are booked. – Administrator has ability to cancel reservations. –Administrator (if a driver) can make “proxy reservations” for other account members.  Consolidated Tracking and Billing: –24/7 access to invoices, past reservations, future reservations, member list (remove members at any time), billing in  Consistent Member Experience: –Existing members reserve, unlock, and drive as they are accustomed to with their personal accounts (only the billing info changes) –Members with both accounts (personal and departmental) see a “drop- down” menu to bill reservations for either for personal or departmental use. Additional Information

16 confidential Questions?  Zipcar 24/7 Member Service Line – ZIPCAR ( )  Zipcar University Member Services –  Catie Clemens –Houston Market Manager –  Travis Reik –Zipcar Account Manager –