CARS Custom Self-Service: Overview

Tags CARS

How To:

  • Access vehicle reservations 
  • View vehicle reservations by date 
  • Update/Edit vehicle reservation entries
  • Check-in/Check-out vehicle (for car admin / facilities admin ONLY) 

Applies To:

  • Employees, Staff 

Getting Started:

This guide references a variety of different features in the cars application. Depending on the report you are trying to access, you will need at least one of the following roles assigned:  

Roles Needed for Cars Reports 

 
 
 
 
 
 

 
 
 
 
 

User 
 
 
 
 

Check-In User 
 
 
 
 

Motor Pool User 
 
 
 
 

Athletics User 
 
 
 
 

Vehicle Master User 
 
 
 
 

Administrator 
 
 
 
 

Report: Reservations by Vehicle 
 
 

No 
 
 

No 
 
 

No 
 
 

Yes 
 
 

Yes 
 
 

Yes 
 
 
 
 

Report: Vehicle Requisition Forms by Date 
 
 

No 
 
 

Yes 
 
 

No 
 
 

No 
 
 

No 
 
 

Yes 
 
 
 
 

Report: Maintenance All Vehicle Summary 
 
 

No 
 
 

No 
 
 

Yes 
 
 

No 
 
 

No 
 
 

Yes 
 
 
 
 

Report: Reservations by Organization 
 
 

Yes 
 
 

Yes 
 
 

No 
 
 

Yes 
 
 

Yes 
 
 

Yes 
 
 
 
 

Report: Vehicle Repairs Needed 
 
 

No 
 
 

No 
 
 

Yes 
 
 

No 
 
 

No 
 
 

Yes 

 

Roles Needed for Reservations 

 
 
 
 
 
 

 
 
 
 
 

User 
 
 
 
 

Check-In User 
 
 
 
 

Motor Pool User 
 
 
 
 

Athletics User 
 
 
 
 

Vehicle Master User 
 
 
 
 

Administrator 
 
 
 
 

My Reservation 
 
 

Yes 
 
 

Yes 
 
 

Yes 
 
 

Yes 
 
 

Yes 
 
 

Yes 
 
 
 
 

New Vehicle Reservations 
 
 

Yes 
 
 

No 
 
 

No 
 
 

Yes (athletic only) 
 
 

Yes 
 
 

Yes 
 
 
 
 

List Vehicle Reservations – Maintenance 
 
 

No 
 
 

No 
 
 

No 
 
 

No 
 
 

Yes 
 
 

Yes 
 
 
 
 

List Vehicle Reservations – Edit/Delete 
 
 

Yes  

(Access varies) 
 
 

No 
 
 

No 
 
 

Yes (athletic only) 
 
 

Yes 
 
 

Yes 
 
 
 
 

List Vehicle Reservations – Check-in/out, Requisition Form 
 
 

No 
 
 

Yes 
 
 

No 
 
 

Yes 

(athletic only) 
 
 

Yes 
 
 

Yes 
 
 
 
 

List Vehicle Reservations – trip Expenses 
 
 

No 
 
 

No 
 
 

No 
 
 

Yes 
 
 

Yes 
 
 

Yes 

 

Roles Needed for Cars Master Access 

 
 
 
 
 
 

 
 
 
 
 

User 
 
 
 
 

Check-In User 
 
 
 
 

Motor Pool User 
 
 
 
 

Athletics User 
 
 
 
 

Vehicle Master User 
 
 
 
 

Administrator 
 
 
 
 

Cars Master – Vehicle Information 
 
 

No 
 
 

No 
 
 

No 
 
 

Yes 
 
 

Yes 
 
 

Yes 
 
 
 
 

Cars Master – Turnpike Information 
 
 

No 
 
 

No 
 
 

No 
 
 

No 
 
 

Yes 
 
 

Yes 
 
 
 
 

Cars Master – Vehicle Billing Rate 
 
 

No 
 
 

No 
 
 

No 
 
 

Yes 
 
 

Yes 
 
 

Yes 
 
 
 
 

Cars Master – Driver Control and Verification 
 
 

No 
 
 

No 
 
 

No 
 
 

No 
 
 

Yes 
 
 

Yes 

 

Steps:

Depending on the role you are assigned (from the chart above), for this guide you will need at least the administrator or vehicle master user role in order to access all the following options: 

Website interface

  • List Vehicle Reservations – view vehicle reservations list by date that can be selected to perform actions with a reservation. This is where you can update a reservation, check-in/check-out a reservation, and update milage or add repair notes on an individual vehicle based on the reservation.
  • New Vehicle Reservation – create a new reservation for a vehicle. Some roles have more vehicle options for reservations – including service vehicles and police cars (for maintenance purposes).
  • New Maintenance Reservation – create a new vehicle maintenance reservation.
  • Cars Master – setup of vehicles and other items needed for the cars system.
  • Cars Reports – vehicle reports for the cars system. Depending on the assigned role, you can run maintenance reports and reports of vehicle repairs needed, in addition to reservation reports, vehicle requisition forms, and reservation reports by organization.

Need additional help? If you have a question about reserving a car, contact the University Facilities – Stormont Maintenance Center (620-341-5331). For questions about the CARS application, please contact the IT Help Desk (620-341-5555). For access to the facilities admin user roles, please work with your administrator or supervisor to complete the IT – Banner Access Request form available via OnBase.

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