How to request and approve a company vehicle
What is it for?
It books a company vehicle for a business trip, with the approval of the person responsible. It prevents two people from counting on the same vehicle and records the kilometres driven.
When to use it?
- The employee is going to need a company vehicle.
- The person responsible for the vehicle has a request to decide.
- The employee has come back and must enter the odometer reading.
Where to find it?
- The requester: My space › Trips and expenses › Request a vehicle.
- Human Resources: People › Business trips › Vehicle requests, with everyone's requests.
Before you start
- Any employee can make the request. The steps were done in full with the Worker profile, to request and return, and with the HR manager, responsible for the vehicle, to approve.
- The vehicle must be in the fleet and appear in the Vehicle list. If it does not, ask whoever manages the fleet.
How to use it
Request the vehicle
- Open My space › Trips and expenses › Request a vehicle and click New.
- Choose the Vehicle. The Plate fills in by itself.
- Enter the Pick-up and the Return (date and time), the Destination and the Reason.
- Click Request. The request gets a reference (here VR/0001) and the state changes to Waiting for approval.
Approve or refuse
- The person responsible for the vehicle receives an activity to approve. They can also open People › Business trips › Vehicle requests and the request.
- Click Approve or Refuse. When approved, the state changes to Approved and Approved by shows the name of whoever approved.
Register the return
- Open the request in Request a vehicle.
- Fill in the Odometer at the return (here, 1180).
- Click Register the return.
Expected result
- The state changes to Returned and Kilometres done shows the difference: from 1000 km at departure to 1180 km on return gives 180.00.
- The vehicle's odometer in the fleet changes to 1180.
Important notes
- Who approves. The person responsible for the vehicle approves or, if the vehicle has no one responsible, whoever manages the fleet. If the requester is the vehicle's usual driver, the request is approved straight away. Pending on-screen validation: in the demonstration only the case with a responsible person was seen.
- The Approve and Refuse buttons also appear to the requester, but only the person responsible for the vehicle or fleet management can use them (see “Common problems”).
- Business trip. A trip in a company vehicle can only be submitted with an approved request by that person for those days. Pending on-screen validation. See How to record a business trip and claim per diems.
- After requesting, the details cannot be changed. To change the vehicle, the dates or the destination, click Cancel and make another request.
- What the requester sees of the vehicle. Anyone who does not manage the fleet does not see the vehicle's costs or values.
- There is no calendar per vehicle. To find out whether it is free, request it: an overlap is refused.
Common problems
“The vehicle is already requested from … to …”
- Symptom: when you click Request, “The vehicle is already requested from 16-11-2026 09:00 to 16-11-2026 18:00 (VR/0001). How to fix it: choose another vehicle or other dates.” appears.
- Cause: another request waiting for approval or approved covers those hours.
- What to do: choose another vehicle or other dates.
“… has no odometer at the return”
- Symptom: when you click Register the return, “VR/0001 has no odometer at the return. How to fix it: fill in the odometer at the return.” appears.
- Cause: the field is empty.
- What to do: fill in Odometer at the return and click the button again.
“… is approved by the vehicle manager …”
- Symptom: the requester clicks Approve and “VR/0003: it is approved by the vehicle manager (RH (demonstração)) or the fleet managers, and never by the person who asks. How to fix it: ask them.” appears.
- Cause: the button appears to everyone, but only the person responsible for the vehicle or fleet management can approve.
- What to do: ask them to approve.