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Vehicle Booking System User Guide – Managed Pool Bookings

1. Business Purpose VBS Training Destination NTG House Number of passengers lo Other than the driver Special Requirements Small 4 cyl will suffice For example 4WD or seating for 8 Business and Private Example will automatically appear when Booked Over Multiple Days 26 June 2015 version 1 0 Fleet Management Page 4 of 7 Vehicle Booking System User Guide Managed Pool Bookings Vehicle Booking System TEST Windows Internet Explorer SEE 6 ey http tFinke nt goyv aufdcis TestEnv NTFLEET_VBS nsf mainFrameset OpenFrameset Frame frmBody amp Src 2Fdcis 2FT vi 4 X 300gle Pir File Edit View Favorites Tools Help BOOKING REQUEST Fields with a red asterisk are required to complete this form Check Info For help click the question mark icon located in each section Form Guide People Logs Booking Request Details Please enter the date and time that you wish to request the vehicle for 2 Requested Date and Time 05 01 2012 12 v 00 v Expected Return Date and Time 06 01 2012 08 v 00 v How many days will the vehicle m 1 be home garaged A vehicle is considered home garaged if it is not returned to an NTG workplace overnight See help for more details The Australian Tax Office considers any travel to and from your home to your usual place of work to be PRIVATE travel and as such this should be reflected in the
2. Click Submit to continue with the booking request E ehicle Booking System Microsoft Internet Explorer VEHICLE SELECTION Fields with a red asterisk are required to complete this form For help click the question mark icon located in each section Vehicle Selectiony Batchelor Institute Locations Vehicle Selection Please fill in the selection criteria and then select a vehicle Al ice S pri ngs Pool Driver I am booking a vehicle for myself Clam baoki a vehicle for biain person Batchelor Pool Division Health and Families Darwin 7 Batche lor B US Pool aii gE J Community Pool Top End Location hi lt Select gt BLDG 4 ROYAL DARWIN HOSPITAL BLOCK 4 ROYAL DARWIN HOSPITAL BORROLOOLA CASUARINA COMMUNITY CARE CENTRE CASUARINA PLAZA Community Pool Central Project Pool Top End Project Pool Central CASUARINA PLAZA COMPOUND CASUARINA PLAZA POOL COW DY WARD CAR PARK DALY RIVER DARWIN DENTAL CLINIC DWN NT FLEET DEPOT 26 June 2015 version 1 0 Fleet Management Page 2 of 7 Vehicle Booking System User Guide Managed Pool Bookings Click Select Click Contains to continue enter the first or last three letters of your name Click Go and your name will appear on the list Click Ok then your details will be added into the Driver Selection VEHICLE SELECTION Fields with a red asterisk are required to complete this form For help click the qu
3. O oe Norham Vehicle Booking System User Guide Managed Pool Government Bookings Managed Pool Bookings are used to request available fleet vehicles for business travel which is controlled and assigned in a centralised environment The electronic vehicle log book report can be produced for the purpose of monitoring vehicle utilisation The booking request is prepared by either the driver or another person for the driver PA or Admin Officer however assignment of the vehicle is managed by a pool manager Once the trip has been undertaken and the vehicle has been returned the driver enters the times kilometres and business splits This is also documented in the vehicle log book which is returned to the pool manager so that the vehicle can be returned for other staff members to use Note Managed Pool Bookings can also be cancelled by a pool manager How to Request a Vehicle 1 Click on Book a Vehicle gt eet Peed wey iyu ren Marri bet rart apherer NT Fleet Vehicle Booking System an i a Welcome Barbara _ Print this page You have no bookings a hae hern Tere teary Garner namert 2 You are presented with two options either to request the vehicle for yourself or to request on behalf of someone else It is important that the actual driver of the vehicle is nominated at this point If you are not requesting the vehicle yourself as the primary driver then select lam requesting a vehicle for anot
4. Purpose Type However if you are on call or anticipate a possible mix of both PRIVATE and BUSINESS travel such as a callout or leaving to an alternate work destination from home you should select the BUSINESS and PRIVATE option Purpose Type O Business Private travel Business and Private For accurate utilisation reporting and in order for Business travel to be accepted by the Australian Tax Office start and end odometer readings must be recorded when the vehicle is returned otherwise the trip will be recorded as Private travel Business Purpose On call for Cyclone Michael or Early start travel to Katherine Destination Home or Katherine visit Number of passengers i Other than the driver Special Requirements Medium size sedan to carry boxes For example 4WD or seating for 8 9 A window will open advising that your vehicle has been requested If a vehicle is not available alternative transport will need to be organised 10 Click on OK to complete booking icjx BOOKING REQUEST REQUESTED Request Processed Booking time Wed 28 04 2010 2 00 pm to 3 00 pm A vehicle has been requested PLEASE NOTE Vehicle will be provided on a first come first served basis If a vehicle is not available alternate transportation will need to be organised Booking Requests that are not used within an hour of the booking start time are removed ox A vehi
5. ad and accept the following e The declaration regarding reportable fringe benefits amount Read I accept e Employee s responsibilities Read 26 June 2015 version 1 0 Fleet Management Page 6 of 7 Vehicle Booking System User Guide Managed Pool Bookings Click on Approval complete the following details using the Select Button as per instruction 4 to find your managers approvers name HOME GARAGING APPROVAL REQUEST TBA READY FOR AUTHORISATION Fields with a red asterisk are required to complete this form For help click the question mark icon located in each section EETA Loos Home Garaging Approval Request Workflow The next step is to send the Home Garaging Request to your supervisor for endorsement or skip to approval if 2 supervisor authorisation not required Status Ready for Authorisation Please select further Endorsement or Approval Authorisation Type ii p Endorsement Approval The next step is to send the Home Garaging Request to the person who has the delegation to approve them Please select your appropriate agency delegate Choose the person by using the Select button Enter comments for to be sent to the approver Then click the Submit button Your Approver will receive an email for your home garaging to be approved HOME GARAGING REQUEST 15 1397 FOR VEHICLE TBA APPROVAL REQUESTED Request Processed Request Number 15 1397 Vehicle Rego TBA Thi
6. cle will be assigned to you by the pool management team on a first come first served basis when you arrive at the pool management office to pick up your vehicle or by contacting the Pool Manager 26 June 2015 version 1 0 Fleet Management Page 5 of 7 Vehicle Booking System User Guide Managed Pool Bookings HOME GARAGING REQUESTED 11 Click on REQUEST HOME GARAGING APPROVAL to complete booking BOOKING REQUEST REQUESTED Request Processed Booking time Tue 30 06 2015 8 00 am to Wed 01 07 2015 5 00 pm Destination Darwin A vehicle has been requested Booking Requests that are not used within an hour of the booking start time are removed Request Home Garaging Approval Complete information below making sure you read the the Employee s responsibilities then CLICK the accept box and submit HOME GARAGING APPROVAL REQUEST TBA DRAFT Fields with a red asterisk are required to complete this form For help click the question mark icon located in each section Ye eee aed People Vehicles Home Garaging Approval Request Details Details of the Home Garaging Request 2 Request Number TBA Date Requested 29 06 2015 Business Unit i PY Home Garaging Start Date 30 06 2015 Home Garaging End Date 01 07 2015 will be garaged Reason for request i Or attach business case Browse Business Case Document In making this home garaging request I declare that I have re
7. estion mark icon located in each section Driver Selection Please select the driver 2 Cost Centre Not Applicable Adamo Caroline Angell Jodie Arthur Kevin Austin Tamara Barnes Debbie Barnes Pauline gt Submit Bartlett Claire Bat Melodie Berlin Norelle Bronnimann Jurg Chick Elizabeth Cochrane Kathryn Coller Sarah Cooper Tarmara You must enter your details including your correct phone number mobile and cost code The email address must be spelt correctly to enable your confirmation of the assigned vehicle to be sent to you VEHICLE SELECTION t Fields with a red asterisk are required to complete this form For help click the question mark icon located in each section Vehicle Selection X Driver Selection Please select the driver 2 Name i Phone Number Email Address ulie muihead batcheloreduau Cost Centre 26 June 2015 version 1 0 Fleet Management Page 3 of 7 Vehicle Booking System User Guide Managed Pool Bookings 5 Enter the booking dates and times that the vehicle is required You must enter all the required information or the booking cannot be submitted 6 Select Business as the purpose type unless travel is of a private nature The Australian Tax Office considers any travel to and from your home to your usual place of work to be Private Travel and as such this should be reflected in the Purpose Type as Private Trave
8. her person The person you nominate will receive emailed advice of the booking made on their behalf Note Any traffic infringement notices will be the responsibility of the nominated driver of the vehicle 13 May 2014 version 1 0 Department of Corporate and Information Services Page 1 of 7 Vehicle Booking System User Guide Managed Pool Bookings 3 You need to identify your location by navigating through the drop down boxes of Division Area Location Vehicle Booking System Windows Internet Explorer GeO VEHICLE SELECTION Fields with a red asterisk are required to complete this form For help click the question mark icon located in each section Vehicle Selectiony Vehicle Selection http f Finke nt goy aufdcis NTFLEET_VBS nsf Batchelor Institute Areas Please fill in the selection criteria and then select a vehicle Alice Springs Driver I am booking a vehicle for myself Batchelor OI am booking a vehicle for another person Katherine Division NT Fleet Hire Pool v G Ove Area Darwin v i i Tennant Creek Location DWN SHORT TERM HIRE POOL v DWN SHORT TERM HIRE POOL is a Managed Vehicle Pool You will need to create a Booking Request A vehicle will be assigned to you by the pool management team depending on vehicle availability Please click Submit to continue with the booking request E 4
9. l However if you are on call or anticipate a possible mix of both Private and Business travel such as a callout or leaving to an alternate work destination from home you should select the Business and Private option 7 You will need to identify purpose and destination of your journey Enter the number of passengers other than the driver 8 Click on Submit once all details are entered Business or Private Example f Vehicle Booking System TEST Windows Internet Explorer Ge File Edit wiew Favorites Tools Help hd http j ifinke nt gow au dcis TestEny NTFLEET_VBS nsf mainFrameset OpenFrameSet amp Frame frmBody amp Src 2Fdcis o2FT Y gt X K BOOKING REQUEST Fields with a red asterisk are required to complete this form Check Info For help click the question mark icon located in each section Form Guide People Logs Booking Request Details Please enter the date and time that you wish to request the vehicle for 2 Requested Date and Time 05 01 2012 lao 00 v Expected Return Date and Time 05 01 2012 14 v 00 v Purpose Type Business O Private travel Business and Private For accurate utilisation reporting and in order for Business travel to be accepted by the Australian Tax Office start and end odometer readings must be recorded when the vehicle is returned otherwise the trip will be recorded as Private travel
10. s Home Garaging Request has been assigned the number 15 1397 The Home Garaging Request has been forwarded to Naomi Lee Bonson for Approval 26 June 2015 version 1 0 Fleet Management Page 7 of 7

Vehicle Booking System User Guide – Managed Pool Bookings

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Vehicle Booking System User Guide – Managed Pool Bookings