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BEFORE BEGINNING YOUR ABSENCE- Please make sure you have all travel costs and budget codes available

 

Beginning an Absence from Campus Request:

  • Click Make Request located in the toolbar on the left side of the screen
  • If the request is for yourself, please select This request is for me
  • If the request is for someone else, please select This request is for ____

 

*If you do not know the User ID of the person you are submitting the request for, you may use the search tool located to the right of the blank.

 

Click Next to continue the request

 

Non-Motor Pool Requests

 

Non-motor pool requests can still be completed through FleetCommander

 

  • If your request involves air travel, please select the air travel button
  • If you plan to use your personal vehicle, please select the personal vehicle button
  • If your absence does not involve air travel or a personal vehicle, please select no vehicle
  • Click Next after your selection is made

 

Request Information:

 

Please treat this the same way you would a paper Absence from Campus form.

  • Put the date and time you will be leaving/returning under pick-up date/time and return date/time.
  • For a non-motor pool request select NONE, under Usage Type
  • Complete the additional information section (enter 0 if no cost is incurred or N/A if the field is not applicable)
  • If you have any comments or special requirements please use the comment field at the bottom of the form to explain.
  • Click Next to continue

 

Confirmation Page:

 

You will be able to review your absence form before it is submitted

  • If you wish to change request, click change request
  • If you wish to cancel request, click cancel request
  • If you wish to submit request, click submit request
  • If you plan to fill out a similar request, please click submit and make similar request

 

After Submission:

 

You will receive a confirmation email once your request has been submitted. Please note that this is not your absence number.

 

 

Motor Pool Requests

 

Once you've logged in and chose who the vehicle is for, please select the Local Vehicle or College Vehicle button

    NOTE: Local Vehicle is for those traveling locally. Local travel is considered less than 60 miles round trip. It is also intended to use when there are no reimbursements involved.

Click Next to continue

 

Please treat this the same way you would a paper Absence from Campus form.

 

  • Put the date and time you will be leaving/returning under pick-up date/time and return date/time.
  • Select a Usage Type based on your needs
  • Sedan
  • Mini-Van
  • Suburban
  • Bus
  • Be sure to select the number of occupants/travelers
  • Complete the additional information section (enter 0 if no cost is incurred or N/A if the field is not applicable)
  • Any special requirements such as a trailer and or trailer hitch should be noted in the comments section.
  • Click Next

 

 

Confirmation Page:

 

You will be able to review your absence form before it is submitted

  • If you wish to change request, click change request
  • If you wish to cancel request, click cancel request
  • If you wish to submit request, click submit request
  • If you plan to fill out a similar request, please click submit and make similar request

 

After Submission:

 

You will receive a confirmation email once your request has been submitted. Please note that this is not your absence number.

 

Approval Process

 

Local Absences that only involve the motor pool budget do not need approved by a supervisor unless there are other types of funds involved (i.e. lunch, fees, etc.) They must however be submitted into FleetCommander for us to keep an accurate record of vehicles.

 

All other absences involving funds must be approved by the supervisor, the Associate Vice President (if there is one in the chain of command) and the appropriate Vice President. If the Vice President is unavailable for 5 days, an Associate Vice President may approve the absence.

 

The request will be sent to your supervisor for approval. If approved, your supervisor will then forward the request to the appropriate VP (or Associate VP if needed) for their approval. Once the VP (or in their absence the Associate VP) approves the absence, you will receive a confirmation email that contains your official Absence from Campus number.

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