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Here are some helpful tips for making your Motor Fleet Request.
· ALWAYS chose the drivers name from the drop down list. If you do not you will get an error. Students will not show up in the drop down list. Choose another name for the department and indicate the actual driver in the comment section.
· Make sure the department code reflects the department paying for the vehicle. Some people work for several different departments or will drive for a different department than they work for. Archibus pulls the department code based on the department the driver is listed under in Banner. There is no way to change the department code once the submit button is hit. To correct this you will have to reject the request and redo it.
· Fill in the form as completely as possible. All the information asked for is important to determine estimated costs, the vehicle you need and planning for the future of the Motor Fleet.
· Please estimate the mileage as closely as possible. The estimate that will appear on the work order after approval will be based on that mileage.
· Use the Comment section. Any information you feel either I or your FAM may need to complete your request in a timely manner should be included in the comment section. The FAM will get the reservation before I do. Indicating the fund number may speed up the process as they will not have to contact you to determine this. If you are van certified and can drive a minivan instead of a car, indicating that in the comment section, may keep your request from being denied
· Remember that Travel Authorizations are always required. Your FAM can help you fill this out. If one is not completed prior to travel the Travel Department may not be able to issue any reimbursements.
· Please Cancel 24 hours before your pick up time. If you cancel after that time you will charged the minimum of 60 miles.
I hope these tips will be helpful. Please contact me with any other tips you may have happened upon. I will try to include them in future news.
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