Vehicle Reservations
An authorized signer is the only organization member that can request a vehicle. All reservations will need the following information to be processed:
- Event Information
- Name of event
- Destination
- Number of people attending
- Description of event or activity
- Purpose for attending
- Event Date
- Departure and Return Date
- Type and Number of Vehicles Needed
- Unique Names of Drivers
- Trip Leader Contact Information
Depending on your organization's status, you'll need some specific information to complete the reservation process. Continue reading below for the requirements for Voluntary Student Organizations and Sponsored Student Organizations respectively.
Please note, reservations must be submitted at least 48 hours before the date of travel. CCI and SOAS does not process requests on weekends or when the University is closed.
Each rented vehicle needs an approved driver at pickup. For 3 vehicles, 3 different approved drivers are required. Reservations will be placed regardless of the listed driver names but will need to be updated for pickup.
Cancellations
If your organization needs to cancel your vehicle reservation, you must contact LTP to do so. Canceling only on the request website does not do this.
You must cancel your vehicle request 24 hours before your scheduled pick-up time. Doing so with less than 24 hours notice will incur a late cancellation charge.
Voluntary Student Organizations
Voluntary Student Organizations (VSOs) will also need the following information:
- Attendee Excel List Including
- First and last name of all UM Student Attendees traveling in the vehicles
- Cell phone or contact number for all individuals traveling
- Emergency contact name
- Emergency contact phone number
- Travel Itinerary
- Overnight lodging information (if applicable)
For VSOs, your submission will be reviewed by CCI and SOAS to ensure we have the necessary information and there are enough funds in your account. Once approved by SOAS, the reservation will be sent to Logistics, Parking, and Transportation Services.
Sponsored Student Organizations
Sponsored Student Organizations (SSOs) will also need the following information:
- Unique Name for Advisor on Record
Your Advisor on record can be found in the "About" section of your organization's Maize Page
For SSOs, your Advisor will receive an email to approve the request. SSOs are expected to comply with any Department or Unit requirements for travel. Following your Advisor's approval, CCI and SOAS will review your submission to ensure we have the necessary information and there are enough funds in your account. Once approved by SOAS, the reservation will be sent to Logistics, Parking, and Transportation Services.