How to Make a Vehicle Reservation
1. Using a Web Browser, go to the Physical Plant homepage, click on Services then click on Travel
Reservations. To make a reservation, click on the “Make A Reservation”. Here you will log on to the
Travel Bureau Reservation system by entering your username (in most cases this is your email
username) and password to validate your status as a University employee.
2. Click on the Reservations (Schedule) picture. Fill in the fields for Pickup & Return Date and Time,
Driver Username (you only need 1 entry), Destination, # of Passengers and enter the username of the
requestor making the reservation. Once the fields are entered, click on the Next button.
3. On the Equipment Availability screen, click on the picture of the Prius and the system will inform you if
a vehicle is available or not. If a vehicle is available, click on the Next button to take you to the Billing
and Operator Information screen. Otherwise, click the Cancel button.
4. On the Billing and Operator Information screen, fill in the mandatory fields for
Fund/Organization/Program and the Account Code (double check to insure all digits of the account
information are correct) then click the Finish button.
5. Confirmation of a reservation will be displayed on the screen. If you receive the message that a vehicle
is on standby, hit the cancel button at the bottom of the screen. DO NOT proceed with a standby
reservation. You may try different dates and times to enter a different reservation.
6. Print Screen for a copy of your reservation for your records.
Rates & Charges
1. Mileage and tolls will be charged against departmental travel budgets. For each vehicle there is a
$25.00 minimum charge per day, or a per mile charge, whichever is greater. Current per mile charges
are $0.41 a mile. A “day” is defined as the period of time from when the vehicle is picked up until the
time the keys are returned prior to 6:30 a.m. of the following day. Example: A car driven a total
of 10 miles to Ashland and back would owe the minimum $25 a day charge and not the $0.41 a mile
charge which would only be $4.10.
2. Credit cards for University vehicles are issued at the time the vehicle is dispatched. These cards should
only be used for gas, oil, and authorized emergency services. All repairs, replacements, and service
(plugs, points, tune-ups, tire purchases and filter replacements) are to be on an authorized basis only,
except for emergency service.
3. If it is necessary to purchase gasoline with personal credit cards, personal cash, or travel advance funds,
obtain a receipt. At the trip’s conclusion, turn in all receipts to the Physical Plant office for
reimbursement.
*There is an afterhours key drop box to the left of the Physical Plant main entrance should you return after
normal business hours.
*Physical Plant hours of operation are 7:00 AM to 4:00 PM, Monday – Friday.