Instructions for using the Fleet Vehicle Reservation System
Important Note: This program will only work from on-campus workstations with access to the S-Drive.
1. Save the file named “SU Fleet Reservations” onto your computer desktop. The program can be
retrieved from the S:\Public\Employee\Travel folder.
2. Double click on the program (from your computer desktop) to open it.
3. The first time you open the program click on Enable Content.
4. To enter a reservation request, click the button “Enter a Reservation Request”. See page 2.
5. To see the availability calendar, click the button “Show Availability Calendar”. See page 3.
6. To see your request history, click the button “Show Reservation History/Change Reservation”.
See page 4.
7. To close the program, click the button “Close Application”.
If you receive the message that your program version is old, simply delete it from your computer and
retrieve a newer version (see step 1 above) and save to your computer desktop.
If you receive a message that the system is down for maintenance, please wait 15 minutes and try again.
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Enter a Reservation Request
When you click on “Enter a Reservation Request” the following screen will be displayed:
Your name, email address and cost center will display by default.
 To enter a request for another driver, enter their email address. Their name and cost
center will then display.
 If necessary, you may change the cost center number.
 Specify the type of vehicle you want from the dropdown box.
 Enter beginning date that the vehicle is required.
 Enter the estimated pickup time of day – when you expect to get the vehicle.
 Enter the ending date – the date the vehicle will be returned.
 Enter the estimated drop off time of day – when you expect to return the vehicle.
 Enter the number of occupants (including the driver) that will be in the vehicle.
 Enter the names of passengers other than the driver.
 Enter your destination(s) as city and state.
 Enter the purpose of the trip.
 Check box if you are willing to be placed on a waiting list should a vehicle not be
immediately available.
 Check box to agree to the terms of use.
Click “Submit Request”.
The driver (based on email address) will receive an email acknowledging receipt of the request as well as
updates when/if the request status changes.
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Click “Exit” to close the request form.
Show Availability Calendar
To get an idea of whether a fleet vehicle may be available click on this option. A screen similar to the
following will be displayed:
Weekend dates show in purple.
This display is no guarantee that a vehicle will be available for you but if you see no openings for the
timeframe you require a vehicle, it will give you a good indication of your chances of reserving a vehicle.
You can adjust the size of this display by dragging at the borders.
Click on the “X” in the upper right portion of the calendar screen to close this display.
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Show Reservation History/Change Reservation
This screen will display reservations either created by you or created for you and allow you to make
changes to “pending” reservations. Once a reservation request is no longer “pending” you will need to
contact vehicle dispatch at x1567 regarding any changes. To make a change, locate the reservation
request and click the “Go” button next to it.
Vehicle Dispatch will review requests regularly. The driver (based on email address entered) will receive
an email notifying them of request status changes.
Contact Vehicle Dispatch at x1567 with questions regarding your fleet needs.
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