Setting up Users for the Motor Fleet Management System North Carolina Department of Administration Division of Motor Fleet Management

Designed for Flexibility Agency defined authorization level – End User (Vehicle assignee) – Cost Center – Division – Department Agency Retains Control of who can access information.

Step one: Accessing the system To access the electronic travel log system simply go to: The first time you go to this site if you are not have not been there previously see the PowerPoint presentation on NCID.

Adding Agency Users to the Motor Fleet system

Mileage Log Roles Dept/Agency Admin Dept of Administration Cost Center Bill Code Division Bill Code Division Bill Code Individual Driver’s License No. Individual Driver’s License No. Individual Driver’s License No.

Dept/Agency Administrator Role Sets up and assigns roles for other users for the dept/agency. View all vehicles within the fleet for the dept/agency Update any mileage log within the dept/agency Are the ONLY ones that can modify budget codes for individual vehicles.

Division Role Agencies can allow users to update mileage logs for a division. NCAS Agencies bill code must be a valid NCAS company/fund center. Non-NCAS agencies will not have their bill code validated.

Cost Centers Role Agencies can assign vehicles to specific cost centers (Company, Fund and RCC). Cost Centers allow agencies to assign a specific subset of vehicles to an individual to update the mileage logs.

Driver’s Role Used for individual driver’s to update mileage logs assigned to their driver’s license number.

Set up and Approve New User Request Dept/Agency Administrator will receive an Log on to the Motor Fleet system Click on Approve Pending Requests

 Click Edit icon to set up user

 Click Dept/Univ Admin  Click Approve User Set Up Dept/Univ Admin  Click Approve Request

Setting Up Division Users

Set Up Division User  Click Division  See next screen to choose to enter NCAS or Non-NCAS division information.

Set Up Non-NCAS Division User  Type Division Bill Code  Click Add  Click Approve User  Click Approve Request To remove Bill Code  Click on Bill code in box  Click Remove Bill Code

 Click Approve User  Click Approve Request To Add a Bill Code  Click Available Bill Code (eg )  Click Button to Move to to Assigned Bill Code < To Remove a Bill Code  Click Assigned Bill Code (eg )  Click Button to remove > Set Up NCAS Division User

Setting Up Cost Center Users

Set Up Cost Center User  Click Cost Center  See next screen to choose to enter NCAS or Non-NCAS cost center information.

Set Up Non-NCAS Cost Center User  Type Cost Center Bill Code  Click Add  Click Approve User  Click Approve Request To remove Bill Code  Click on Bill code in box  Click Remove Bill Code

 Click Approve User  Click Approve Request To Add a Bill Code  Click Available Bill Code (eg )  Click Button to Move to to Assigned Bill Code < To Remove a Bill Code  Click Assigned Bill Code (eg )  Click Button to remove > Set Up NCAS Cost Center User  Click Approve User  Click Approve Request

Set Up Individual User  Click Individual  Type in Driver’s license Number  Click Approve User  Click Approve Request

Denying Agency Users Access to the Motor Fleet system

Delete a Request for a User  Click Delete Request