DoIT Internal Operations - Fleet Vehicle Reservations

This document explains how to reserve a short or long-term vehicle rental with UW Fleet Services on behalf of an employee within the Division of Information Technology (DoIT).

Driver Authorization

An employee must be an authorized driver to drive for business purposes at UW-Madison.

Follow these steps to become an authorized driver.

Employees renting a fleet vehicle must have a Vehicle Use Agreement (VUA) on file.

Note: VUA submissions requesting driver authorization take 10 business days for processing.

Vehicle Use Agreement

Employees renting a fleet vehicle must have a Vehicle Use Agreement (VUA) on file.

Click here to access the Vehicle Use Agreement (VUA).

Vehicle Use Agreement Information

It takes 7-10 business days to be approved so you can make a reservation.
The requester and their supervisor will receive an email notification when the VUA is approved.
Use the Enterprise Fleet Management System (EFMS) website to view and confirm approved UW–Madison authorized drivers.

How to Reserve a Vehicle

Go to: https://fleetportal.wi.gov/my.policy
In the drop down menu on the left side, select UW and then UW-Madison.
Select Reservation.
- Are you the driver?
  - Select Yes if making the reservation for yourself. No additional information will be needed.
  - Select No if making the reservation for someone selse. Enter the Driver Information.
    - Driver's Name (first and last name)
    - Username (NetID@wisc.edu)
    - Email address
    - Department: UW Madison (auto-filled based on prior selection)
    - Approver Email (the driver's manager)
    - Approver Name (the driver's manager)
Provide Reservation Information requested.
- Pool Location
- Vehicle Type
- Pickup and Return Date
- Destination City and State
- No. of Passengers
- Customer Comments: Include a comment if you are requesting a particular vehicle for a particular reason or purpose (Additional space for supplies, luggage, etc.)
Use Codes (Funding)
- Use Code/T-Number/Project Code: Enter T04390896 (DoIT T Number)
  - Note: Non DoIT staff should contact their Divisional or departmental procurement team for their T Number.
- Percentage: 100
  - Note: If the expense will be split between two or more DoIT departments, provide DoIT Purchasing with the Department codes and percentages, so the expense can be processed internally.
Next select, Find Availability.
- A small message will show up at the bottom of the screen if your vehicle is available or not.
  - If the vehicle you have chosen is not available you will need to select another one.
Select Make Reservation once all information is entered correctly.
- A New Reservation message will appear asking if you want to make another reservation.
  - Select Yes or No to proceed.
    - IMPORTANT: If you or the person driving the vehicle need to leave a personal vehicle on site, a reservation MUST be made by selecting U PARK Parking Spot in Vehicle Type.
Go back to the homepage and your reservation(s) will appear in the appropriate section.
- My Vehicle Reservations or Vehicle Reservations Made of Behalf of Others
  - Click on Cancel Reservation or Edit Reservation to make updates.