12 Passenger Van Reservation Request

There will only be 12 passenger vans available from Vehicle Services starting August 2024.

All Vehicle Reservations are required to be submitted a minimum of 1 week prior to needing the vehicle. Last minute reservations will not be issued.

Step 1: Are you an approved driver?

  • All drivers need to fill out the Vehicle Use Agreement form BEFORE the reservation is submitted.
    • Once processed individuals will be notified if they are not approved to drive a state vehicle. 
    • Approval is good for 12 months.

Step 2: (Employees Only) Have you completed your Spend Authorization in Workday?

  • All Employee travel requires a Spend Authorization be completed by the employee BEFORE the reservation is submitted.
    • Once you have submitted the Spend Authorization you can download the PDF to upload to the request, you will also be prompted to enter the Spend Authorization number on the reservation request.

Step 2: (For Student Travel) Have you completed your Student Travel Request form, with all necessary signatures?

  • Students are required to complete the Student Travel Request form, with all approvals.
    • Students will then proceed to Step 3 to reserve the vehicle.

Step 3: Reserve the BSU Vehicle (12 passenger vans only)

  • Select the Reserve BSU vehicle button and answer all the prompts.
    • The following information is required for the reservation to be processed:
    1. Spend Authorization # and upload the completed approval (pdf).
    2. Date(s) of travel.
    3. Destination (City, State).
    4. Activity/Event.
    5. Number of vehicles requesting.
    6. Driver's Name/Tech ID ***List all drivers and verify they are all approved drivers prior to submitting the request***
    7. Cost Center/Program/Grant account to charge the mileage.
    8. Passenger Roster - Roster can either be uploaded into the request or you can enter each passengers Name, Tech ID, Cell Phone and Emergency Contact Name and Phone Number.

Step 4: Reservation Confirmation and Scheduling Key Packet Pickup from Deputy 350.

  • You will receive an email confirmation that the reservation has been accepted, or you can check the Vehicle Services Calendar.

Have a question about the reservation process or an upcoming reservation?