Car Reservation Service

Services

The office provides a wide range of services, including:

• Shuttle transportation

• Cargo delivery

• Fire truck and emergency vehicle maintenance

• Private car reservations for trips within and outside Cairo

• Additional services include airport transfers, travel across Egypt

• Accessible vehicles for individuals with disabilities

Reservation Procedures

• Reservation requests must be made via this link to check availability. The service is based on resource availability and on a first-come, first-served basis only.
• Mention any special assistance needed or handicapped special arrangements.
• The client will be informed of the cost according to the car reservation service prices below and the payment method, depending on the request type:
  • Business requests: The client must send a request via this link.
  • Grant requests: The client must send a printout of the fund reservation with the cost of the trip, with a request via this link.  
  • Private requests: The client must send a request via this link and the fleet team will send the client the collection advice form as a scanned copy to pay at the bank or at the cashier. The client must send a soft copy of the payment receipt to the fleet team through carpool@aucegypt.edu.
• For business requests, fill out the assigned reservation form and submit it prior to the desired date by one business day. Consent of the area head must be secured on the request form or via email approvals.
• The reservation fleet team receives the client's reservation form and takes the following actions:
  • Checks the available capacity (vehicles and drivers) to fulfill the request
  • Calculates the trip cost (as per the car reservation service prices)
  • Provides the client with the required amount and terms of payment (fund reservation form for a business trip or collection advice form for personal trips)
• Proceed with the payment through departmental transfer (fund reservation form or depositing the amount at the cashier's office/CIB on-campus branch).
• Send an email attaching the receipt as proof of payment.
• The client will receive a confirmation email after payment is settled, including the information below:
  • Vehicle plate number and brand
  • Driver name and mobile number
  • Operation supervisor contact for any emergency or complaint
• In case of emergency reservations (not less than three hours before the intended service delivery time, before 3 pm and only during working days), the following rules apply:
  • For emergency reservations, contact the fleet team at the following numbers: +2.012.7000.1788/+2.012.12223425/+2.012.1222134849
• After fulfilling the service request, all clients must sign the Job Order Completion form.

Modification Procedures

• Send a modification request to carpool@aucegypt.edu at least 24 business hours before the determined trip date. 
• In case the modification request is sent less than 24 business hours before the determined trip date, the new trip cost will be calculated and deducted in addition to any extra fee.
• If the client informed the driver of the modification directly, the driver should direct the client to contact the reservation office at carpool@aucegypt.edu to place the modification request. In case the client doesn’t follow the instructions, the driver will not change the destination.

Cancellation Procedures

• Send a cancellation request to carpool@aucegypt.edu 24 business hours before the determined trip date.
• In case the cancellation request is sent less than 24 business hours, 50% of the trip cost is deducted. 
• In case the cancellation is done after the driver arrives at the destination, the full trip cost is deducted.
• If the client informs the driver of the cancellation directly, the driver should direct the client to contact the reservation office at carpool@aucegypt.edu to place a cancellation request. In case the client doesn’t follow the instructions and the driver is dispatched, a full trip cost is deducted.