Reserve a Car: A Guide for Users

How To:

• Make a Car Reservation as a User

Applies To:

• Employees

Steps:

This guide references the My Reservations feature for creating reservations. You will need the USER role to access this feature.

As a user, you have access to the following four menu options:

All student, employee, faculty roles have access to the first menu option, “My Reservations”, which gives the individual access to information needed about the vehicle they have currently reserved. This option will also give the individual information about their lock box, which is available a few days prior to the reservation date. For more details about the Custom Self Service menu, see the Reserve a Car: Custom Self Service guide here.

The remaining three menu options are only available with user role. The user role is usually assigned to office managers or administrators since they are typically the individuals who make reservations for people within their department. These options provide the following:

• List Vehicle Reservations – lists reservations by date (this is where you can edit and delete reservations)
• New Vehicle Reservation – this guide (reserve a car: a guide for users) will explain this feature in more detail
• Cars Report – this feature will pull reports for organizations on number of drivers, date of reservations, milage by date, etc.

To reserve a car, proceed through the following instructions by clicking the New Vehicle Reservation tile:

• Step 1 – New Vehicle Reservation: Fill out the reservation by filling out the date for the reservation. The form will automatically identify vehicles available to reserve based on the date range selected. Tip: You can use short cuts in the date/time field, such as noon for 12:00 PM.

• Step 2 – Driver Information: For ESU employees, start by searching for the employee by their E# in the University ID field. The form will automatically fill out the remaining fields. For non-ESU employees, you will select the non-employee option and manually complete the form.

• Step 3 – Vehicle Accounting: This section includes the indexing information which will also automatically fill out if you select the department index field first. Things to note: You can leave the activity and location field blank if you don’t know this information. Some departments, like the Foundation Department, might find it easier to search under location to fill out this section instead of starting the form by index.

• You can also divide out your index information by percentages if you are in a situation where you are using multiple index numbers (e.g.  multiple passengers that are funded with different departments). In this case, complete the form including the percentage (e.g. 50%) for one index and click the “select” button. Then, scroll back down to the index section (listed as accounting) and click the edit icon to add another index option to add the remaining indexes and percentages needed.
• Step 4: Trip Information: Finally, include the trip information. Tip: You can include up to 3 digits under the state field with INT = International.

Now, your reservation is complete. To edit or delete your reservation, return to the menu, and click the “List Vehicle Reservations” icon. You can search for your reservation and then update or delete it from the menu available.