Requesting a Fleet Vehicle and Checking Out Keys from the KIOSK

Issue/Question

• How do I request a state vehicle using the vehicle reservation system?
• What is the process to check out my keys from the KIOSK at the Life Sciences Building?

Environment

• Fleet Vehicles
• Kiosk at Life Science building 

Cause

• I need to travel off campus for work.
• ​​​​​​​I need to pick up my vehicle keys.

Resolution

SD Fleet and Travel launched a new reservation system.
Below is the information you need to get started.

1. Profile Creation Required

All drivers must create a profile through the SD Fleet and Travel website before reserving a vehicle.
You will not be able to make a reservation without an active profile.

Website: SD Fleet and Travel – Vehicle Reservation System

• If you have the Authenticator App installed, verify your identity when prompted.

• If not, follow the instructions to set up the Authenticator App or request a text verification code.

Profile Setup Steps:

1. Click “SIGN UP NOW” and complete all required fields.

2. Select “1561 Black Hills State University” from the drop-down list for the MSA Center.

3. Enter your FOAP information.

4. Review and update your profile as needed under “MY PROFILE.”

Completing this step ensures uninterrupted access to the vehicle reservation system.

2. Reserving a State Vehicle

BHSU maintains a fleet of approximately 30 vehicles through the State of South Dakota Fleet and Travel Management program.
Vehicles range from small SUVs to 12-passenger vans.

• Schedule your vehicle at: SD Fleet and Travel Website

• Keys are available 24/7 at the KIOSK in the main entrance of the Life Sciences Building.

Driver Responsibilities:

• Vehicles must be returned with a full tank of gas.

• Refer to pages 6 and 7 of the Fleet and Travel Procedures Manual for detailed driver responsibilities.

• Student drivers must complete the Volunteer Agreement Form (through Human Resources) for insurance purposes.

3. KIOSK Operation

The KIOSK is now fully operational!

You can check out and return state vehicle keys at any time using the KIOSK in the Life Sciences Building.

Key Check-Out Process:

• Log in using your BH credentials (same as your campus computer).

• You will need your phone for authentication.

• Keys can be checked out one hour before and up to one hour after your scheduled departure time.

• Only the assigned driver may pick up keys for their vehicle.

Instructions are posted next to the KIOSK and available as an attachment.

Additional Information

• Facilities Services: 605-642-6244

  • Hours: 7:00 AM – 5:00 PM, Monday–Friday

  • For after-hours issues, call the same number and follow the voicemail prompts.

• Helpful Resources:

  • Fleet & Travel Management Policy & Procedure Handbook

  • Fleet & Travel Management Rates

  • BHSU Vehicle Travel Rates (see attached)

  • Instructions for key check out/In (see attached)

If you need assistance, please submit a Work Request Form or contact Facilities Services.