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Administration and Fiscal Affairs May 22, 2008

MEMORANDUM TO: Faculty and Staff FROM: Ray Hauke, Vice President of Administration and Fiscal Affairs RE: Pool vehicle rates and changes

POOL VEHCILE RATES AND CHANGES FY 2009

Changes Effective July 1, 2008

Effective July 1, 2008 the ESU pool vehicle rates will increase to $.51 for autos, $.61 for minivans, and $.70 for the 15 passenger vans. Rates have not increased since FY 2004 so the current rates were in desperate need of review and change. Due to the increasing cost of gasoline and other vehicle related expenses it is imperative to increase rates to cover the daily expenses of operation. In an effort to avoid reservations being made and not utilized, a ‘no cancellation fee’ is being added. If you have not canceled the reservation prior to four hours after the beginning time of the reservation a set fee will be added to your monthly billing in most circumstances. The rates are $15 for autos and $20 for both minivans and the 15 passenger vans. Once the four hour window has passed and the vehicle reservation has not been canceled or picked up by the driver, the reservation will automatically be deleted. At that point the vehicle will be available for another reservation. Effective July 1, 2008 the car system will go live in Banner. Training will be available June 3, June 5, and June 9 at 9:00 am and 2:00pm each day for those who have current access in the Mainframe system. Sign up for training at emporia.edu/tcs/pdapp. At this time private vehicle mileage rates for FY 09 are unknown. Once the rates are released notification will be sent out. Currently in the Mainframe, select local organizations are allowed to make reservations. However only state accounts will be accepted in Banner. If a local organization would like to pay for a charge, a check will have to be issued to the state account originally reserving the vehicle. That department can then deposit the check into their state account.

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Sign into SSB through Buzz In and select the Cars tab. Prior to July 1, 2008 use http://inb.emporia.edu:9090/, SSB, Pre-Production (PPRD). Select the Vehicle Make Reservation link.

Select the Start a New Reservation link.

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Select the vehicle category wanted, enter the beginning date and time, and the ending date and time. Make sure to select AM or PM. Use the arrow keys to move between AM and PM. Note that it is not required to use / for the date or : for the time. However, MMDDYYYY and HHMM format is required. Select the View Vehicles link.

Select the vehicle to be reserved.

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Enter the driver’s E number in the University ID field. Select the Get Driver Info link to have driver name, phone and org show up for verification of correct E number. Select the Submit Driver link if information is correct – this will take to the next screen.

Enter the index if known. Select the Use Index Code link to default in the fund, org, and prog. Select the Add link to update information. Make sure to add an activity code wanted at the time of billing.

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If only the fund, org, and prog are known they can be entered to retrieve the index. If so, use the Get Index Using Above Codes link. Select the Add link.

If the index is unknown, click on the Index Code arrow to utilize a drop down box for choices. Select the Submit Acci Code link once a selection has been made. Select the Use Index Code link then the Add link.

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If multiple indexes are desired, enter an additional index code and select the Use Index Code link. A percent or dollar amount must be entered if more than one index is used. Utilize the Edit or Delete links to make necessary changes to accounting information already added. Select the Update link for changes made when using the Edit or Delete links. If an index is changed, select the Use Index Code link.

Once done with funding, select the Submit Accounting link. At this point fill out the appropriate fields for the trip. The Trip Destination should be used for the traveler’s final destination. The Vehicle Destination is required for the maintenance staff to know the final destination of the vehicle for proper servicing prior to the trip.

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Select the Create Reservation link.

If the reservation is saved you will get a ‘Record Created’ message at the top of the form.

Contact Information:

Accounts Payable Sarah Nix Tess House

341-5134 341-5145

[email protected] [email protected]

TCS Patty Delmott Don Morfitt

341-5684 341-5117

[email protected] [email protected]

Controller’s Office Cheryl Wooderson

341-5413

[email protected]

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CHANGES AND CORRECTIONS AFTER RESERVATIONS ARE MADE *Sign into SSB through Buzz In. *Select the Cars tab. *Select the Vehicle Reservations link. *Select the category of vehicle and enter the date of the reservation. *Select the View Reservations link. *Find the reservation that needs changed. *Select the Reservation link that is next to the reservation that needs changed. *Select the appropriate instructions from below for the required change. Change Vehicle or Dates *Select the Change Vehicle or Dates link. *Make necessary changes. *Select the View Vehicles link. *Select the Select link next to the vehicle wanted. *The change will not be permanent until the Update Reservation link is selected at the bottom of the page. *A ‘Record Update’ message will confirm the change. Change Driver *Select the Change Driver link. *Change the E# to the individual that should be the driver. *Select the Submit Driver link. * The change will not be permanent until the Update Reservation link is selected at the bottom of the page.

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*A ‘Record Update’ message will confirm the change. Change Accounting *Select the Change Accounting link. *If an index needs changed select the Edit link to the right of the index number.

*Enter the new index number.

*Select the Use Index Code link.

*Select the Select the Update link. *Select the Submit Accounting link.

* The change will not be permanent until the Update Reservation link is selected at the bottom of the page.

*A ‘Record Update’ message will confirm the change. *If an index needs added select the Change Accounting link and create as when the reservation was set up. Make sure to enter either a dollar amount or percentage. Change trip information *If any of the trip information needs to be changed, make changes and select the Update Reservation link. Canceling a reservation *Verify that the reservation is the correct one. *Select the Delete Reservation link. *A prompt will then ask you ‘Are you sure you want to Delete the Reservation’? *You have the option of “OK” or “Cancel”. *A ‘Record Deleted’ message will confirm the deletion.

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Billing CARS in Finance When the CAR bills are run, the contact person(s) for each organization that had pool car usage in the prior month will receive an email indicating their CAR bills are ready to review. CAR bills may be reviewed in e~print. To access e~print, log into Buzz-In and select the e~print link in the right column of the home page. Enter your User ID and Password, then click Finance PROD from the Repository drop-down box. Note: This is your Banner password which might not be the same as your Novel password that you use every morning. If you don’t know or don’t have a Banner password, please contact Harold Schwinn in TCS.

Once in e~print, you will see all Finance reports that you have authority to view. Banner naming standards were followed, so the name of the CAR billing report is YAPCBIL:

Y – ESU Custom program code A – Finance P – Program/Process CBIL – CAR billing

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