GSA Fleet Drive-thru

User's Guide for Mileage Express and Reports Carryout

**(CUSTOMER VERSION)**

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## Updated: August 16, 2000

[**Part 1 -** **Mileage Express**]{.underline}

1\. **Introduction.** Welcome to Mileage Express -- GSA Fleet's
innovative mileage reporting system. We hope this guide will be helpful
when using Mileage Express. If you need additional assistance, please
contact your servicing Fleet Management Center point of contact or call
our Assistance Line at (703) 308-1435. ***[REMINDER]{.underline}:
[Vehicle mileages should be reported monthly. The reporting period
begins with the first business day of a current month, up to and
including, the last business day of a current month.]{.underline}***

2.  Mileage Express is located at the internet site:

[www.fss.gsa.gov/mileageexpress](https://feds.fss.gsa.gov/scripts/ihpsmain.dll?fms)

a\. GSA Fleet Drive-thru is upper-case sensitive and you may use your
browser keys to work within this application.

b\. There is a link on the top of this page that will take you to our
FSS home page. You can find additional information regarding GSA Fleet
Drive-thru and a copy of our most recent user's guide for downloading at
this site.

![](media/image1.png){width="5.1in" height="3.4270833333333335in"}

3\. This is the first screen you will see when logging on to GSA Fleet
Drive-thru.

Click on the "Fleet Drive-thru" button to continue.

4\. Please enter the user code and password displayed below. The
usercode and password will be the same for all users -- it establishes a
link to our mainframe.

# Username: FMSFLEET

# Password: DRIVEWAY

![](media/image2.png){width="6.4992125984251965in"
height="3.6562992125984253in"}![](media/image3.png){width="2.239763779527559in"
height="1.1688976377952756in"}

Then hit "**OK**" to continue.

5\. Next, you will be prompted for your customer number and access code.

![](media/image4.png){width="5.85in" height="2.5027777777777778in"}

If you don't know your customer number or access code, please contact
your servicing Fleet Management Center point of contact.

![](media/image5.png){width="5.7in"
height="3.2916666666666665in"}**Please note:** If you type the wrong
access code three or more times, you will be locked out of Mileage
Express and will have to arrange for your servicing Fleet Management
Center point of contact to "unlock" you from the system. A message that
reads "**Permission denied; contact servicing FMC**" will display on
your screen when this happens. See example below:

6\. Next, go to the GSA Fleet Drive-thru Menu. Select "**Mileage
Express**" to continue.

![](media/image6.png){width="5.9944444444444445in" height="3.2in"}

7\. Next, you will see the Mileage Express introductory screen. Please
read the instructions carefully! (1) You don't have to fill in all your
mileages in one session -- you can come back another time; (2) You have
from the first business day of a current month, up to and including, the
last business day a current month to enter your mileages.

![](media/image7.png){width="5.9944444444444445in"
height="3.4194444444444443in"}

Other options you have on this page before you continue to the next
screen:

a\. You can decide whether or not you want to receive GSA Form 494.

b\. You can decide whether or not you want a monthly email reminder to
report your vehicle mileages.

c\. You can add or update your email address.

d\. You can search for one particular tag number.

**IMPORTANT: You cannot elect to receive both GSA Form 494 and a monthly
email reminder. Please select only one of the two methods. Mileage
Express will not allow you continue if you have selected "Yes" for both
boxes. See example below:**

![](media/image8.png){width="6.398425196850393in"
height="3.499212598425197in"}![](media/image9.png){width="2.8590551181102364in"
height="0.7937007874015748in"}

Another item to watch out for: The email address field is mandatory only
if you elect to receive a monthly email reminder. If you have a "Yes"
for email reminder, and you don't have an email address, Mileage Express
will prompt you for one in the following way:

![](media/image10.png){width="6.299212598425197in"
height="3.399212598425197in"}![](media/image11.png){width="2.619291338582677in"
height="0.6783464566929134in"}

8\. After you have made your selection(s), click on "**Next**" to
continue. Mileage Express will display the following screen (8 tags per
screen). Notice how the status indicator column is reflecting "**Ready
for Update**" for each vehicle. That means no mileage has been reported
for these vehicles as of yet.

![](media/image12.png){width="5.644444444444445in"
height="3.4347222222222222in"}

9\. Go ahead and enter your mileage and click on "**Update**".

Notice how the status indicator now reflects "**Update Successful**" for
tags G10-39903 and G10 39926. That means the mileage entered transferred
successfully to our database.

![](media/image13.png){width="5.9944444444444445in"
height="3.5166666666666666in"}

If you were to exit Mileage Express and then reenter again, you would
notice that the "**Update Successful**" message changed to "**Already
Updated.**"

![](media/image14.png){width="5.9in" height="2.9in"}

Important: If you enter the incorrect mileage for a vehicle and then
click on "Update," it will update our database and you will not be able
to correct the mistake in Mileage Express. Please contact your servicing
Fleet Management Center point of contact within the same day in order to
make the correction. If you are unable to contact the Fleet Management
Center, call the Assistance Line at (703) 308-1435.

10\. In this example, the mileage for G10-39926 was "**Already
Updated**," but the user still attempted to re-report the mileage within
the same month. When this occurs, Mileage Express will display the
message "**Mileage Already Reported**" in the status indicator column
and will not allow you to continue.

![](media/image15.png){width="5.9944444444444445in"
height="3.3833333333333333in"}

In the next example, the customer erroneously entered 300,000 for
G10-39930 instead of entering 30,000 miles as intended. Since a
vehicle's monthly ending mileage normally cannot exceed 9999 miles of
last reported monthly mileage (and in this case, previous reported
mileage is 27,912), Mileage Express will automatically pick up on the
error and display the following message**: "Over 10,000; Contact FMC**."
If a situation arises where you need to input a mileage that exceeds
9999 miles, please contact your servicing Fleet Management Center point
of contact for assistance.

![](media/image16.png){width="5.9944444444444445in"
height="4.027777777777778in"}

Other items to note:

1\. Mileage Express will place an "**EST**" indicator next to a mileage
in the "Last Month Mileage" column if that mileage was estimated in the
previous month (see above screen). If you don't know why your mileage
was estimated, contact your servicing Fleet Management Center point of
contact for additional assistance.

2\. The FC, Acct No 1, and Acct No 2 can only be updated when you are
entering your end of month mileage. Also, please do not add symbols in
the FC, Acct No 1, and Acct No 2 fields. The following message will
appear if you do:

![](media/image17.png){width="6.599212598425197in"
height="3.599212598425197in"}![](media/image18.png){width="2.1653543307086616in"
height="0.6326771653543307in"}

Congratulations! You have just used Mileage Express.

[Part 2 -- Reports Carryout]{.underline}

#### GSA Fleet's Inventory Reporting System

1\. **[Introduction]{.underline}**. Welcome to Reports Carryout ! With
Reports Carryout, you will can generate a GSA Fleet vehicle inventory
report on the internet whenever the need arises. You can generate a
report by selecting one of the following options:

**[Customer number]{.underline}**: Reports Carryout automatically
displays the customer number you used to gain access into GSA Fleet
Drive-thru, and will generate a vehicle inventory report based on this
number.

**[Another customer number]{.underline}**: By selecting the "another
customer number" option, you can generate a vehicle inventory report for
any particular customer number, as long as it is within your agency.

**[BOAC Number]{.underline}**: If you select the BOAC number option, you
can generate a vehicle inventory report for any BOAC number within your
agency, nationwide.

**[Agency Number]{.underline}**: This is the "whole picture" option. By
selecting the agency number option, you will generate a report for your
entire agency, nationwide.

Reports Carryout will provide the specified report in a text (.txt)
format that can be opened in either Microsoft Word or Excel (as well as
other applications). Our standardized report will provide information in
the following areas:

Class and Tag Number

Region, Fleet Management Center, Sub-Fleet Management Center, and Bureau
Code

Make, Model and Year of Vehicle

Average Monthly Mileage, as well as, Current Monthly Mileage

Equipment Code

Fuel Type of Vehicle (here you can determine if vehicle is an alternate
fuel vehicle)

Vehicle point of contact, location (city, state), and contact number

Monthly and mileage rates

2\. Reports Carryout is located on the GSA Fleet Drive-thru website and
can be accessed at:

[www.fss.gsa.gov/mileageexpress](https://feds.fss.gsa.gov/scripts/ihpsmain.dll?fms)

a\. GSA Fleet Drive-thru is upper-case sensitive and you may use your
browser keys to work within this application.

b\. There is a link on the top of this page that will take you to our
FSS home page. You can find additional information regarding GSA Fleet
Drive-thru and a copy of our most recent user's guide for downloading at
this site.

![](media/image1.png){width="5.1in" height="3.4270833333333335in"}

3\. This is the first screen you will see when logging on to GSA Fleet
Drive-thru.

Click on the "Fleet Drive-thru" button to continue.

4\. Please enter the user code and password displayed below. The
usercode and password will be the same for all users -- it establishes a
link to our mainframe.

# Username: FMSFLEET

# Password: DRIVEWAY

![](media/image2.png){width="6.4992125984251965in"
height="3.6562992125984253in"}![](media/image3.png){width="2.239763779527559in"
height="1.1688976377952756in"}

Then hit "**OK**" to continue.

5\. Next, you will be prompted for your customer number and access code.

![](media/image4.png){width="5.85in" height="2.5027777777777778in"}

If you don't know your customer number or access code, please contact
your servicing Fleet Management Center point of contact.

![](media/image5.png){width="5.7in"
height="3.2916666666666665in"}**Please note:** If you type the wrong
access code three or more times, you will be locked out of Mileage
Express and will have to arrange for your servicing Fleet Management
Center point of contact to "unlock" you from the system. A message that
reads "**Permission denied; contact servicing FMC**" will display on
your screen when this happens. See example below:

6\. Next, go to the GSA Fleet Drive-thru Menu. Select "**Reports
Carryout**" to continue.

![](media/image6.png){width="5.9944444444444445in" height="3.575in"}

7\. Next, you will see the introductory screen for Reports Carryout.
Click on "**Next**" to continue.

![](media/image19.png){width="5.9944444444444445in" height="3.6in"}

7.  Here is the "meat" of Reports Carryout.

![](media/image20.png){width="6.294444444444444in"
height="4.095833333333333in"}

Notice how Reports Carryout prefills the customer number you used to
access the application. Also, the first two digits (also known as agency
code) in your BOAC are prefilled and cannot be altered. This is a
precaution we have taken to ensure the user can only obtain vehicle
information on vehicles within their agency. After you have decided on
the option you want, select it and move to the Report Generation
Options. At this point, you need to decide whether you want this report
via email in a text (.txt) format or faxed.

![](media/image20.png){width="5.9944444444444445in"
height="4.495833333333334in"}

**[Option #1: Email Report:]{.underline}**

Your email report will be sent in a .txt format and can be opened in
almost any application. When you receive your report, you will also
receive a set of instructions on how to open this file in Microsoft
Excel (recommended application).

The email address contained in our database will prefill in the email
address field. You can change the email address for the purpose of
receiving the report. It will not update/change the email address we
have on file for you.

**[Option #2 Faxed Report:]{.underline}**

If you select fax, please ensure your vehicle inventory does not exceed
375 vehicles.

The fax number contained in our database will prefill in the fax number

field. You can change the fax number for the purpose of receiving the

report. It will not update/change the email address we have on file for
you

Finally, click on "**Submit**" after you have made your report selection
and the following message will appear:

![](media/image21.png){width="5.9944444444444445in"
height="4.027777777777778in"}

**Congratulations! You have just used Reports Carryout!**