Vehicle Reservation

Vehicle Reservation System

All out-of-state travel must be approved by the President. Administrative travel will be approved only when required for the operation of the University.

You may verify your reservation and the cost by choosing the Reservation Search link. Submit your name, account number or tracking number to view your reservation:

Reservation Search

Locate reservation by one of the following criteria:

Tracking number: Computer generated number assigned per reservation
Driver name: Name submitted into the on-line reservation screen
Account number: Summary of all reservations for a particular department account number that has been submitted throughout the present fiscal year.

Each of the search options listed above will allow the department to view reservations that have been submitted to Facilities Services, the vehicle reservation status (pending, confirmed or deleted) and view the final cost of vehicle usage after the trip has been completed.

Vehicle Consent Form must be completed and processed for the motor vehicle record check prior to driving a state vehicle on state business followed by this timeline:
- Students: July 2008 through Fall 2008
- Staff: February 16, 2009
- Faculty: July 1, 2009
If you do not select a vehicle, "sedan" will be your default choice.
You must do 1 request for each vehicle/trailer needed
An email confirmation will be sent to the email address entered
Driver's license must be presented, or copy of approved Vehicle Consent Form Results, to office staff at time of key pick up

Vehicle Choice		New Vehicle Guideline effective July 2008 (PDF) Motor Vehicle Consent Form MSU Facilities Services Office only charges a day/half day rate for State vehicles. Fuel purchased for State vehicles is not charged to individual accounts. Effective Friday, March 6, 2009, automobile coverage for drivers under 21 years of old traveling out of state for Minnesota State University, Mankato has been approved. Automotive Liablity Insurance Memo (PDF) Half day rate requires the vehicle to return by 1:30 p.m. Full Day rate will take effect if the sedan or minivan is used all day or after 2:00 PM Half Day rate will take effect if the sedan or minivan is returned prior to 1:30 p.m. Large vans will be allowed a half day rate if they are used for 4 hours or less per day Vehicle charges begin when state vehicle is removed from its assigned stall. Do not remove state vehicle from its dedicated parking stall until the actual reserved time. Vehicle reimbursement rates effective as of January 1, 2009: State-owned vehicle not available 55.0 cents per mile State-owned vehicle available 48.0 cents per mile A large number of our State vehicles are fueled by E-85. Vehicles that are E-85 have logo's affixed on the gas cap door and on the key packs as a reminder for you. These vehicles may use unleaded or E-85 fuel. E-85 Stations in Mankato: Holiday, 1901 Adams Street Kwik Trip; 1271 River Drive (on Hwy 169) E-85 fuel station locator: www.e85refueling.com . $100/trip “surcharge” per vehicle/per trip for out-of-state travel on state vehicles.

Sedan Full Day: $42.00 Half Day: $26.00	7 Passenger Mini Van Full Day: $68.00 Half Day: $41.00

12 Passenger Van Full Day: $90.00 Half Day: $54.00 All 12 passenger van drivers must view the "Coaching the Van Driver 2: Defensive Driving Course" video at the Facilties Services, WC358, prior to the trip. Call 389-5466 to reserve a time to view the video	Small Trailer Daily: $16.00 Pulled by a MSU State-Owned minivan only Please reserve small trailer separately

Required fields have astericks

Leave & Return Dates: Valid formats: mm/dd/yyyy (i.e. 12/12/2008, 5/18/2008) A "500" error code will appear after you select the Submit button, if the date or time is improper. Improper format for entering Leave & Return dates would be: 2/12 (missing century and year) 4/2008 (missing month) 1/40/2008 (day out of range)		Leave & Return Times: Valid formats: hh:mm am or hh:mmam (i.e. 7:00 am , 4:30am) Improper format for entering Leave & Return times would be: colon is necessary, no periods allowed 7pm (no colon and missing minutes) 700am (no colon) 7:00p.m. (periods not allowed)
* (Leave Date) mm/dd/yyyy	* (Return Date) mm/dd/yyyy	* (Leave Time) 00:00 am/pm	* (Return Time) 00:00 am/pm
* Driver's MSU Tech ID (8 digits):
* Driver (FirstName LastName):		* Phone:
* Department:		Cell Phone:
* Destination City:		* Destination State:
Will this vehicle be taken out of the state? yes If Yes, all out-of-state travel must be approved by the President. Administrative travel will be approved only when required for the operation of the University.
* Purpose: Be specific, ex. Field trip Biol 101, Fin Aid Conference, etc.		* Account Number:
Driver's License #:		Expiration Date: (mm/yy)
Insurance Carrier:
Minnesota State University, Mankato information:
Are you a: student or * staff (If you are a student, you must enter the name of a personal supervisor in the "MSU responsible person box below)
MSU address:		* E-mail:
MSU responsible person (FirstName LastName):		Comments:

Creating this request for a vehicle is just the first step

You are strongly urged to verify that your request becomes a "confirmation" before coming to pick up your vehicle keys at Facilities Services, WC358
An email confirmation will be sent to the email address entered
Click the SEARCH word, a brief description of the details will appear on the following page after you click on the "Create Request" button below
You must do 1 request for each vehicle needed

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MSU Home Page>Vehicles Reservation Page

Last updated: September 24 2009