Requesting a Fleet Vehicle

Issue/Question

How do I request a state vehicle using the NEW vehicle reservation system?
What is the process to request a state vehicle? 

Environment

• Fleet Vehicle

Cause

I am needing to travel off campus for work. 

Resolution

SD Fleet and Travel is launching a new vehicle reservation system, set to go live on October 1, 2024. Here’s what you need to know to prepare:

1. Profile Creation Required: All drivers and potential drivers must create a profile through the SD Fleet and Travel website as soon as possible. Facilities Services will be unable to reserve a vehicle for you without this profile.

2. Vehicle Request Form: You will continue using the same Vehicle Request form as before.

3. Website Instructions:

   • Visit the SD Fleet and Travel website and click on " Click Here to Create a Profile"
   • Select “Fleet Commander – Motor Pool Reservation” located just below the large red box.
   •  If you have the Authenticator App installed, you’ll need to verify your identity. If not, follow the prompts to download and set up the Authenticator App.  Alternatively, you can choose to receive a code via text message to your phone.
      
   • 

4. Profile Setup:

   • Once logged in, click on “MY PROFILE” and complete all required fields.
   • You will need your MSA Center number, which is “1561 Black Hills State University” (select this from the drop-down menu).
   • Also, you’ll need your FOAP.

By ensuring your profile is created before the system goes live, you’ll avoid any disruptions in reserving state vehicles.

////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////

BHSU, through the State of South Dakota Fleet & Travel Management, maintains a fleet of approximately 30 vehicles for university use. The vehicles range from sedans to 12-passenger vans

1. To schedule a state vehicle, complete the online Vehicle Request Form
   • Keys are available for pickup at the Facilities Services office prior to departure (Monday - Friday 7am-5pm)
      
2. According to the Fleet policies drivers are required to have the vehicles full of gas when they return it.
   • See pages 6 and 7 for driver responsibilities in the Fleet and Travel procedures manual
      
3. Student drivers are required to complete the Volunteer Agreement Form for insurance purposes to protect the driver.
    
4. For additional information:
   • Facilities Services at 605-642-6244
   • Fleet & Travel Management Policy & Procedure Handbook
   • Fleet & Travel Management Rates  and BHSU Vehicle Travel Rates (see attachment)
      
5. BHSU Facilities Services hours are 7:00 AM – 5:00 PM, Monday through Friday.
   • For after hours issues, call the facilities services main office line (605-642-6244) for additional information on the voice mail.