25.3.1 Reservations

We use a shared Google calendar for making vehicle reservations; Mark will add you to the user list. Please reserve a vehicle in advance of any trip and make sure no one else has a reservation that would conflict with yours (e.g., you’re planning to have a vehicle for several days and return on a Thursday, but someone else has planned to use the vehicle on Wednesday). Reservations should be added to the calendar as

LastName - VehicleName - Destination

Make sure you indicate your estimated dates/times of departure and arrival on the reservation as well.

25.3.2 Keys

All of the vehicle keys are kept inside the Coop Unit suite (FSH 242D). Each vehicle has its own clipboard containing keys and a gas purchase log. Make sure to take the proper clipboard with you.

25.3.3 First aid & assistance kits

You should take one of the first aid kits and roadside assistance kits with you when you expect to be out of the immediate Seattle area. You can find them on the shelf just inside the door to FSH 242D near the keys.

25.3.4 Trailering

If you need to tow a trailer, make sure to select the right vehicle for the task. All of our vehicle hitch mounts have a fixed 2” receiver, but we don’t leave the hitches/balls attached to the receiver to avoid theft. There are several hitches on the shelf and floor on the same shelf with the first aid and assistance kits. Make sure the hitch has the proper drop for the trailer you are towing. Please ask Mark if you are unsure about any of this.

25.3.5 Parking

The vehicles are typically parked on campus in lot W21, which is east of SAFS, west of Genome Sciences, and north of Agua Verde. On some occasions, there may be special events, construction, or other activity that will preclude you from parking in W21 when you return from your trip. If so, please park the vehicle in one of the nearby lots (see the map at the bottom of the vehicle mileage form). In theory, you should be able to park in any state-owned parking lot without issue, but please pay particular attention to any signage indicating possible restrictions.

25.3.6 Mileage & budget

When using a Unit vehicle, please make note of the beginning and ending mileage, as you will need to record these at the conclusion of your trip. Mark suggests using your phone to take a picture of the odometer before heading out to facilitate this process, but you can edit the mileage form after the fact. s To access the mileage form, use the camera on your phone to scan the QR code on the cover of the clipboard, which will open a web browser and take you to the form. There are several fixed fields with dropdown menus from which to select your options:

• Driver’s name
  
• Budget number & name
  
• Vehicle name

You will have to manually enter the following:

• Date
  
• Beginning mileage
  
• Ending mileage

Lastly, use the radio buttons to select the lot where the vehicle was parked.