SERVICES
Vehicle Pool
Stellenbosch
Vehicles are made available to staff and students for official use, such as for research, clinical rotations, sports and cultural activities. No private trips may be undertaken. Drivers must be in possession of a valid driver’s license of at least one year old, which must be shown upon request.
Keys for booked vehicles may be collected at the booking office in Banghoek Road from Mondays to Fridays from 08:00 to 16:00. Access to the vehicle pool gates are obtained by first touching your staff/student card against the access control system and afterwards the rented vehicle’s identity card.
Drivers receive a trip card, which must be completed in full in the case of each vehicle rented. Together with this they receive a key which must be handed in at the reservation office after the vehicle has been used. If after hours, place the keys in the slot in the wall of the building on the left-hand side just outside the exit gate. It is compulsory to lock the vehicle as well as to close the safety lock. Reservation times and rules must be complied with strictly. Cancellations must be done 24 hours prior to departure in order to avoid a fine.
Any damage to a vehicle must be reported to the reservation office before departure and recorded on the trip card under complaints/defects. If after hours, record the damage on the trip card and place it in the slot in the wall of the building on the left-hand side just outside the exit gate.
In the case of theft or an accident, contact 021 808 4611 (08:00 –16:30), 021 808 9334 (16:30 – 21:30) and USBD (21:30 – 08:00) at 021 808 4891/2330 immediately.
The relevant department will be liable for the cost of any damage that may occur during a trip.
Download the Rules and regulations relating to the use of the Stellenbosch Vehicle pool.
Marieta van Wyk: 021 808 4611 | mvw@sun.ac.za
Tygerberg
Vehicles are made available to staff and students for official use such as for research, clinical rotations, sports and cultural activities. No private trips may be undertaken. Drivers must be in possession of a valid driver’s license of at least one year old, which must be shown upon request.
Keys for booked vehicles may be collected Monday to Friday between 08:00 to 16:30 at the booking office behind the elective housing, next to the swimming pool wall, opposite the periphery parking area P11. Obtain access to the Vehicle Pool gates by tapping your staff/student card against the access control system and then (within three seconds) the identity card of the rented vehicle.
Drivers receive a trip card which must be completed in full in the case of each vehicle rented. Together with this they receive a key which must be handed in at the reservation office after the vehicle has been used. If after hours, place the keys in the slot in the wall of the building on the left-hand side just outside the exit gate. Locking the vehicle is compulsory. Booking times and rules must be complied with strictly. Cancellations must be done 24 hours prior to departure time to avoid a fine.
Any existing damage to a vehicle must be reported to the reservation office before departure and recorded on the trip card under complaints/defects. Additional damage incurred during the trip must be recorded on the trip card under complaints/defects and reported to the reservation office upon return, before 16h30. After hours damage must be recorded on the trip card and reported to the reservation office the next working day.
In the case of theft or an accident, immediately call 021 938 9349/50/51 (08:00 – 16:30) or Campus Security (after hours) on 021 938 9500/7.
The relevant department will be liable for the cost of any damage that may occur during a trip.
Download the Rules and regulations relating to the use of the Tygerberg Vehicle pool.
Elzaan van der Merwe: 021 938 9351 | meis@sun.ac.za
Traffic violations
The relevant traffic department forwards all traffic fines in respect of SU vehicles to Transport Services. Transport Services will establish who the driver was at the time of the transgression. The name of the transgressor is inserted on the flipside of the first notice and forwarded to the relevant department. If the driver cannot be traced, the head of department or head of division will be held liable.
Contact person: Stephen Festus 021 808 9722 | festus@sun.ac.za
Vehicle Insurance and Claims
Societies and residences
Vehicles are made available to registered student organisations for official purposes only. No cash is handled, and therefore all bookings are recorded and processed against the cost point. Application forms are completed and handed in when the key is received. The signatures of the chairman of the organisation and the director: Student Affairs must appear on the application form.
Division A – Vehicle pool: Collect application form and/or tariffs from Marieta van Wyk, 021 808 4611, mvw@sun.ac.za [Stellenbosch] or Elzaan van der Merwe, 021 938 9351, meis@sun.ac.za [Tygerberg]
Division B – SR office: Treasurer of residence (society) creates a booking on the computer in SR office and writes the booking number at the bottom of the application form.
Division C – Student Affairs: Approves the application by Student Governance. They must sign off the form (tel 021 808 9149).
Stellenbosch: Form to be handed in at the vehicle pool, Marieta van Wyk, Mondays to Fridays (08:00 – 16:00), together with copies of the driver’s or drivers’ valid driver’s(s’) licence(s).
Tygerberg: Form handed in at the vehicle pool, Elzaan van der Merwe, Mondays to Fridays (08:00 – 16:30), together with driver’s actual student card and drivers’ licence, where it will be scanned onto the database.
The keys and trip card are handed in. Keys of vehicles booked over weekends (Saturdays and Sundays) must be collected on Fridays before 15:00. Offices are closed over weekends.
Travelling Claims
Before using their own vehicles, staff members must first determine if the vehicle pool does not have an available vehicle. Should no vehicle be available, staff members may use their own vehicles. An application form must subsequently be completed for the reimbursement of travelling fees, which must be submitted to the vehicle pool, K102, together with an approved requisition.
An employee who does not receive a monthly transport/travelling allowance, can claim a maximum of R3.82 per kilometre tax free. The claims of employees who receive a transport/travelling allowance, including those that amount to less than R3.82 per kilometre, are fully taxable. Therefore, in most cases it is advisable not to claim more than R3.82 per kilometre.
Contact person: Eric van Niekerk 021 808 4548 | ericvn@sun.ac.za
Tariffs
New tariffs (rand / km) effective from 1 January 2026
Bookings
Vehicle and Driver Bookings: EVB100P
More information
Stellenbosch: Marieta van Wyk – 021 808 4611
Tygerberg: Elzaan van der Merwe – 021 938 9351