Fleet Vehicle Reservations

The college has three fleet passenger vehicles, Toyota Prius, and two 12-passenger vans available to employees and students for state business travel.

Fleet Vehicle	License Plate	Capacity
2016 Toyota Prius	Fleet-08520M	5
2017 Ford Transit Van	Fleet-08741M	12
2017 Ford Transit Van	Fleet-08701M	12

Vehicle Reservation Instructions

Feet reservations are approved on a first-come, first-served basis. All drivers are asked to wipe down all touch points in the vehicle using the disinfecting wipes provided prior to returning vehicle keys.

To reserve any one of the college fleet vehicles you will need to:

Make sure you and/or the driver of the vehicle for the event/meeting filled out the DES Driver Information form (form below). Approval should be complete 24-48 hours prior to use of fleet vehicle.
Make a reservation through the LWTech 25Live system
Once the reservation is confirmed an email confirmation will be sent to your email address.

Request a Fleet Vehicle in 25Live

DES Driver Authorization Form

All Faculty, Staff, and Students that are going to be driving need to complete drivers Authorization form, once you have completed the form and received your PIN you will only be requested to update information when your license is about to expire.

If you see this don't fill out this input box.
Personal (HRMS) SID Number

First Name

Last Name

Office Phone

Mobile Number

LWTech Email Address

Driver's License Expiration Date

25Live Instructions for Reserving a Vehicle

Login to 25Live with your LWTech user/password credentials.
- first.last@LWTech.edu
- LWTech Password
Click on “Locations”
In the Search Locations Type “Fleet”
Select Vehicle by clicking on 'Paper & Pencil' icon
- Only available vehicles will have the “Request It” button
Complete the following required fields (all other fields are optional)
1. Event Name
2. Event Type Fleet Vehicle Request should be the ONLY event type used for Fleet
3. Primary Organization for this Event
4. Expected Attendance
5. Repeating Event (Yes or No)
6. Event Start Date & Time
7. Event End Date & Time
8. Requestor
9. Answer Additional Question about Drivers Authorization
10. Save

View detailed instructions for each field in number 5

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

Note

If you click on the "STAR" icon on the left hand side this will make whichever room/Vehicle a Starred (favorite) location for future reference.

Request a Fleet Vehicle in 25Live

Contact Heidi Davis at (425) 739- 8218 or Heidi.Davis@lwtech.edu if you have any questions or concerns about reserving a fleet vehicle.