DSP Pool Vehicle Reservations and Mileage Reporting
- David Harvey
Instructions for approved staff to reserve, use and report mileage for designated DSP pool vehicles.
A process has been established for the shared use of designated DSP fleet vehicles. Employees can navigate to the following SharePoint site to do so:
DSP Pool Vehicle Reservation Resources Site
The site contains information about the available DSP pool vehicles, where they are stored, and a shared calendar for reserving the vehicles and recording the Project IDs that the vehicle miles should be charged to.
Instructions for the end to end pool vehicle reservation/use process are as follows:
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.
4. Travel to the WisDOT Pierstoff Complex at 3601-3633 Pierstorff St, Madison, WI 53704
After hours, scan your WSP photo ID to open either of the automatic gates to the facility. Otherwise, simply enter the parking area for the facility and park by the Fleet Installation Center (FIC).
After hours, scan your WSP photo ID to enter the Fleet Installation Center (FIC). Otherwise, simply enter the FIC and look for the FIC office on your immediate right.
Enter the FIC office and obtain the keys for the fleet that you reserved from the pegboard on the wall. The pool vehicle keys are kept on the upper right section of the pegboard.
Locate the pool vehicle in the adjacent rear lot where the state vehicles are parked/secured.
9. See the photo below for the location of the Ford F-150 pool pickup truck that will be used. Other pool vehicles that are made available may found in other parts of the lot.
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 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.
Questions about any part of the DSP pool vehicle reservation/mileage reporting process can be taken up with your immediate supervisor.
Supervisors may submit a ticking through the WSP IT Service Desk to have employees granted after-hours access to the FIC and the facility gates.
