Making a Vehicle Reservation

If the user does not currently have access to the CAR system (sign on name and password), complete an "Online Task Security Authorization Form." All users need to be authorized to use CARA and CARJ. After this form has appropriate department signatures it must be sent to the Controller for approval. It is then sent to TCS for processing.

In the mainframe system, type CAR.  Items 1 (CARA) and 8 (CARJ) are the only items that are accessible to the department secretary.  To determine vehicles which are available for a certain time period, type "1," then press ENTER.

On the next screen, enter the letter of the type of vehicle to be reserved, or enter "Z" to check all types of vehicles. Enter the date and the time the vehicle will be picked up from the motor pool; indicate AM or PM by placing an "X" after the appropriate indicator. The pickup and return times need to be appropriate.  Do not expect to be allowed to pick up the vehicle early; and do not return the vehicle late.

Tab to the next field, if necessary. Enter the date and time the vehicle will be returned. The ending time must be after the start date and time or the CAR program will not accept the request. If an ending date is not entered, the program will default to the same date as the beginning date. When the information is complete, press ENTER.

Any information entered incorrectly will be highlighted after pressing "enter."  Corrections can be made to the screen and repeat pressing ENTER.

The next screen will list vehicles of the type requested which are available for use during the period specified. If no vehicles are listed, then no vehicles of that category are available for the dates and times entered. If one of the listed vehicles is to be reserved, tab to the line of the selected vehicle.  Type an "X" under 'SEL' and press ENTER.

On the next screen, information must be entered to make the vehicle reservation. Enter the requested information in the appropriate field.  Do not enter anything under "Driver Approved" and "Driver."  Entering the social security number will provide information for those fields.  The name provided in the driver field is the person who is going to be driving the vehicle and is responsible for the vehicle.  The driver must be a state employee and have a valid driver's license. Enter phone, department and social security number.

There is space for up to three account numbers to be entered.  This allows for split funding of the trip.  If only one account number is entered, the whole trip will be charged to that account.  If two or three account numbers are entered, the cost of the trip will be divided evenly between the accounts entered.  If two or three account numbers are entered, and an entry is made in one of the "Dollar Amts" fields, the cost of the trip, up to the dollar amount entered will be charged to the corresponding account and any additional charges, if any, will be charged to the remaining account(s).  If two or three account numbers are entered, and an entry is made in the "Percents" fields, that percent of the trip cost will be charged to the corresponding account(s).

The destination should be the farthest city to be visited if the trip is going to include more than one city.  If the trip includes both in-state destinations and out-of-state destinations, the fields should be out-of-state city and state.  List "Passengers" and the "Reason for Trip."  If there will be a co-driver, list in the Passenger area as "John Doe, co-driver."  Press ENTER.  The "Driver Approved" tab should change from "N" to "Y."

Car Schedule

If an individual would like to know which vehicles have been reserved, or to verify a reservation, enter 8 (CARJ) on the CAR main menu screen.  The screen lists all vehicle reservations for the date entered.  When the screen is first accessed, the current date and category "Z" are default entries.  If an individual wishes to look at a different date or a certain type of vehicle, enter the vehicle category and/or date into the field(s) at the bottom of the screen.

Changing a Reservation

If the dates and/or times need to be changed, the reservation needs to be deleted and reentered.  Be advised that doing so may affect the availability of vehicles.  The same vehicle may not be available for the new time period because of other pre-existing reservations.  The traveler should either decide to stay with the originally scheduled times or be prepared to make other arrangements.  If the new times are within the existing reservation times, it is not necessary to cancel unless the departure or return times differ by two hours or more.

To change a vehicle reservation, access the vehicle schedule screen (enter 8, CARJ).  Tab down to the desired vehicle, enter a "C" in the "SEL" column beside the reservation to be changed, and press ENTER.  Once the CARC screen has appeared, any of the entries on that screen can be changed except the date and time of departure and return.  To change the date or time fields, the current reservation must be cancelled and a new reservation entered.

Canceling a Reservation

To cancel a vehicle reservation, access the vehicle schedule screen (enter 8, CARJ).  Tab down to the desired vehicle, enter a "C" beside the reservation to be cancelled, and press ENTER.  Enter Z's in the entire driver name field and press PF7.
 

Back to State Vehicles Information

Revised October 2002

For additional or more current information,
contact Accounts Payable, 103M Plumb Hall, 341-5145.

Last Updated June 28, 2007