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)
- How to find the Requisition Form for Car Reservations
- How to add car expenses from a reservation
Applies To:
Getting Started:
This guide references the check -in/out feature 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 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
|
Steps:
As a CARS user, you have access to the following menu options.
How to Check-in/Check-out:
- For vehicle reservation information, select the List Vehicle Reservation icon:
For CARS check-in users, vehicle master user, and administrator users, this feature will include additional reservation options, such as the Check-in/Checkout, Requisition Form, and Trip Expenses options (options are available when selecting a result from the listing). Athletics users will also have check in/out options but those will be limited to athletic vehicles.
When selecting the “Checkin/Checkout” option, you will receive information about the individual reservation, with the following information box to update, with check-in time, checkout time, beginning odometer, ending odometer, and notes for needed repairs.
The Requisition form is also available under the List Reservations menu and any trip expenses (expenses from Turnpike or gas expenses) can be documented here as well. To document an expense, select the Trip Expenses option, which will take you to the Trip Expenses menu:
To add expenses, click the (+) at the right, and enter the trip expenses as it applies to the trip:
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.