Instructions for approved staff to reserve, use and report mileage for designated DSP pool vehicles.
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Navigate to the DSP Pool Vehicle Reservation Calendar/Mileage Reporting to see if any suitable pool vehicles are available for the dates/times in question. If a specific vehicle that you need shows as already reserved, feel free to contact the employee who reserved it directly to determine a workaround for the both of you.
If a vehicle that you wish to reserve has not already been reserved, hover your cursor over the day on the calendar that you want to reserve a vehicle. Click on the +Add button in the lower right of the day on the calendar.
Record the particulars for the vehicle to be used, along with the reason for use, destination etc. in the form that opens and click Save. *Note - The miles traveled/Project ID can be recorded when the vehicle is returned.
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Park your personal vehicle near or in the same space that the pool vehicle is kept in to assure that we are not blocking other parking lot lanes or vehicles/equipment. Personal vehicle can be kept in the secured lot overnight if necessary.
Note the starting mileage in the pool vehicle.
Complete your travels in the pool vehicle noting the number or miles traveled that may need to be charged to different Project IDs.
Fully refuel the pool vehicle before returning it using the fuel card that is kept in the vehicle. To do this, employees must know their PIN for the use of the “WEX” fuel card. More information about the refueling process is maintained here: Fuel Card (sharepoint.com)
Remove all garbage and personal items from the pool vehicle.
Park the pool vehicle in the same parking spot you located it in.
Note the ending mileage.
Open your the vehicle reservation for the day in question in the DSP Pool Vehicle Reservation Calendar/Mileage Reporting and record the number of miles traveled under the appropriate Project ID(s) and click Save. This information is required for monthly vehicle mileage reporting. *Note - If the reservation is a reoccurring one, be sure to choose the “Edit Item” option, rather than the “Edit Series” option to record your mileage for the specific day only (not the entire series).
Appropriate/Approved DSP fleet vehicle use is outlined in WisDOT TAM and DSP Policy and Procedure.
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