Using the On-Line Motor Pool Rental Request Form

Transcription

1 Accessing the Motor Pool Rental Request You will have a QuickLink on your AiM WorkDesk to get to this page, or you can just use the url: You could also set this up as a shortcut on your desktop. To submit a Motor Pool rental request, click on Submit New Request. You will be asked to Login: Use your ASU Username and Password to login. Page 1

2 Once you login you will see this screen: You will notice that your User Name, Organization, and Date are already filled in for you. You cannot change these fields. Notice in the upper left corner of the form, you have the option to return Home, View Requests, or Logout. You can choose these at any time. Just remember that whatever you have typed so far will be lost unless you have submitted it. By going Home, you could enter another request without having to log in again. Choosing View Requests will take you to previous requests you have entered. Here is a sample: Page 2

3 Your Request History and Status The Status code tells you whether a request is: OPEN = you have submitted but the vehicle is not yet reserved RESERVED = a vehicle has been reserved RELEASED = someone has picked up the vehicle CLOSED = the vehicle has been returned CANCELLED = this request or reservation was cancelled REJECTED = this request was rejected If you click on the Request No. it will bring up a detailed report of that request to view or save. If you are in this screen and want to go back to the list, click on the X in that tab. Page 3

4 Filling Out the Form 1. In the Traveler ID start typing the User Name or just the name of the person who will be driving the rental vehicle. (If you will be requesting a driver, just enter the leader of the group.) As you start typing a list of possible matches will come up and you can just choose the appropriate one. Once you do this, the Traveler ID, Name, and Department will fill in automatically. 2. Type in the Purpose of Travel. This would be something like Transportation to Airport, Training, or International Convention of Colleges & Universities, for example. 3. Choose the Fund to be charged for this rental. Use the drop-down arrow to bring up a list of your funds and choose the appropriate one. 4. Select the Account to be charged for this rental. Use the drop-down arrow to bring up the choices and choose the appropriate one. 5. Type in the Destination. Just the name of the City and State is needed here. 6. For the Pick-Up Date you will click in the field and a calendar will appear. Choose the date from the calendar and adjust the Hour and Minute with the sliding bars below. Note that it is Military time. 7. For the Return Date use the calendar again to choose the date and time the vehicle will be returned. 8. Type in the Estimated Miles for the trip. This will help the system estimate your charges. You can use the Google Map link if you want to check the actual miles to the destination. 9. For the Vehicle Type choose whether a Sedan, Minivan, or 12-Passenger Van is appropriate for the trip. 10. For the question, Motor Pool Driver Needed? choose Yes or No. If you choose Yes, the Estimated Charges will included the driver charges, but if it is long trip the estimate could be off due to changes in the amount of time driven each day, hotel and meals, etc. 11. Type in any Special Instructions you may have. An example of this might be; Need to pick up on Friday afternoon for Sunday travel. 12. You must pick one of the choices for the question, Have you completed a Travel Authorization Form? You will not be sending a copy of your approved Travel Authorization to the Motor Pool; instead you are attesting that you do have one and it is kept on file in your department. You will notice that once you choose a Vehicle Type, the Estimated Charges will appear. If you change the number of miles or add the Driver option, you will see estimate change. 13. Once you have the form filled out and you are satisfied with the data that you entered, click on the Submit button. This sends the request to the Motor Pool. Remember, this is just a request. You will be notified once the rental is reserved. Page 4

5 An example of a completed request before it is submitted: After you submit the request, the following screen will appear: Page 5

6 As it says, you can view and print your request by clicking here. This is what will be displayed: Once the rental is returned, you could look it up in the View Requests and would see the Total Charges on this view/report. When you are finished using the Motor Pool Rental Request system, just click on Logout from any screen you are in. After the Request is Submitted If you need to make a change to your request you will call the Motor Pool office. The number there is: , ext When your requested vehicle is reserved, you will receive an from the Motor Pool which will include an attachment of your MP Rental Confirmation that looks like this: Page 6

7 Reservation Confirmation You can then print or save this form in your files. You could also forward to the person who will be travelling. Remember soon after the rental has been returned, you can look it up on the Motor Pool Rental Request system and see the charges. Page 7