Fleet Vehicle Reservations

Detailed Instructions for 25Live Fields

• Event Name
  • Event Name should be specific to the Event (HORT Conference)
• Event Title for Published Calendars
  • DO NOT Add anything to this field
• Event Type
  • Fleet Vehicle Request should be the ONLY event type used for Fleet
• Primary Organization for this Event
  • Select Division or Department requesting Fleet Vehicle for Event
• Expected Attendance
  • Number of Employee/Students traveling in the Fleet Vehicle
• Event Description
  • Add Additional event information see picture below (Optional Field)
• Event Date and Time
  • Event Starts: Date & Time you will be picking up the Fleet Vehicle
  • Event End: Date & Time the Fleet Vehicle will be back on Campus

NOTE: If Fleet Vehicle is being checked out for multiple days uncheck box below Event End Date and Time. Event Duration show total time Vehicle is checked out for this Event.

• Additional Time
  • You can leave both the Additional time before & after “NO”
• Event Repeats Dates
  • If the event happens on repeated dates, click on the Arrow and select the additional dates for this event (Event Title & Time(s) have to be the same in order to use this feature)
  • Occurrence List will show you all the dates you have entered for this event
• Locations
  • The Location you originally selected will be listed
  • If you would like to select another Vehicle to reserve for the same event enter “Fleet” in the “Search for Locations” box.
• Resources
  • No Additional resources need to be added to Fleet Vehicle Requests
• Attached File
  • If you haven’t already completed & submitted your Driver Information form with you Driver’s License Number and Expiration date you can attach that form here
• Scheduler
  • When you submit this request it should have your name
  • When the request is confirmed the scheduler’s name will be changed to the employee that confirmed the reservation
• Requestor
  • Should have the name of the person requesting to use the Vehicle
• Requirements:
  • Answer the required questions for Fleet Vehicle Request
    • Yes, I have already completed and submitted the Driver Information Form
    • No, I have NOT completed or submitted the Driver Information Form

NOTE: If you select No, Please complete Driver information form please complete online DES Driver Information form (Link to Online form)

• Comments: (Optional)
  • You can add additional comments or reservation notes to this section
• Confirmation Notes: (Optional)
  • Notes about reservation added by the employee that confirmed the reservation
• Internal Notes: (Not Needed)
  • Noting should be added to this section for Fleet Vehicle Requests
• Event State: Tentative
  • Event state will always be tentative until the reservation is confirmed by employee(s) in the approver group