Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

TRAVEL
95.35
Revised 12-16
Motor Pool
509-335-9085

Motor Pool

PDF link

OVERVIEW

Motor Pool provides vehicles to authorized WSU faculty, staff, and students who travel on WSU business. Motor Pool provides vehicles for WSU Pullman and some non-Pullman locations.

WSU Pullman Motor Pool

Motor Pool is located in the Markley Services Building on 2325 East Grimes Way at the WSU Pullman campus.

Motor Pool is operated by Facilities Services, Operations.

Non-Pullman Motor Vehicle Departments

Some non-Pullman locations have campus motor vehicle departments, which provide vehicles to authorized faculty, staff, and students who travel on WSU business.

Contact the campus motor vehicle department for information about scheduling vehicle rentals, and for vehicle release and return times, procedures, and requirements for non-Pullman locations.

Report needed service or repairs to the campus motor vehicle department, as applicable, when returning a vehicle. See below.

SCHEDULING PULLMAN MOTOR POOL VEHICLES

Use the Administrative Information Systems (AIS) Campus Automobile Reservations System (CARS) application to schedule Motor Pool vehicles. Refer to 85.33 to obtain approval to reserve vehicles through CARS. Sedans, station wagons, all-wheel-drive vehicles, 7- and 8-passenger vans, cargo vans, pick-ups, and towing pick-up trucks may be scheduled through CARS. Refer to the Motor Pool Rates website for the rate schedule, at:

http://facilitiesservices.wsu.edu/MotorPool_Rates.aspx

If access to CARS is not available, telephone Motor Pool at 509-335-9085. Provide Motor Pool with the following information:

The scheduling date determines priority. Normally, scheduling one to three weeks in advance of need insures availability. However, it is sometimes possible to obtain a vehicle on very short notice.

Cancellations

Scheduled vehicles must be canceled prior to 24 hours before the scheduled pick-up time in order to avoid a penalty assessment of one day's minimum daily charge. Use CARS or telephone the Motor Pool office to cancel a vehicle rental.

As a customer service policy, the Director of Plant Services has authority to approve adjustments to rental charges if extenuating circumstances arise.

Long-Term Rentals

Vehicle rentals of 30 days or more qualify for the lower long-term rental rate. (NOTE: Long-term rentals cannot be scheduled through CARS.) See the Motor Pool Rates website for the rate schedule, at:

http://facilitiesservices.wsu.edu/MotorPool_Rates.aspx

Requirements

At least one of the following conditions must exist prior to assignment of a passenger motor vehicle on a long-term basis:

Travel Requirements

For passenger motor vehicles, travel requirements are demonstrated to average or are reasonably estimated to average not less than 2,000 miles per year or 80 percent of working days.

This travel shall not include any travel by the assignee between home and duty station. Those permanently-assigned passenger motor vehicles that do not maintain this mileage over a three-month period are to be returned to Motor Pool.

24-Hour Call

Individuals requiring the vehicle are on 24-hour call and all of the following conditions exist:

Special Needs

A need exists for a specially equipped or special purpose passenger motor vehicle which limits the use or which is essential to a particular program, individual, or purpose. See below.

Exceptions

The permanent assignment of a passenger motor vehicle for any purpose other than those listed above can only be done after a written justification for such assignment has been approved by the Washington State Office of Financial Management.

Travel from Home to Work

The permanent assignment of a vehicle to an employee for use on official state business is not in itself sufficient justification to utilize that vehicle for travel between the duty station and home.

Scheduling

To schedule a long-term rental, the department chair sends a completed Vehicle Request/Justification form to the Motor Pool office. Complete and/or print the PDF master on 95.35.16 to obtain supplies of the Vehicle Request/Justification.

Enter the following information:

NOTE: All University- or department-owned vehicles must be maintained by Motor Pool personnel, unless the department has staff available who are appropriately classified and qualified to perform vehicle maintenance.

Driver Responsibilities

Each driver of a long-term rental vehicle is responsible for conducting a visual inspection of her or his assigned vehicle on a daily basis. The driver must inspect the following:

The driver is responsible for notifying Motor Pool and scheduling service for all maintenance needs noted as soon as possible.

Special Purpose Vehicle

A special purpose vehicle is defined as any vehicle:

Canopies
Liftgates
Air bag shocks
Fog lights
Overload springs
Winch/bumper

Request Documentation

Any department requesting a special purpose vehicle must submit a Vehicle Request/Justification form signed by the department chair or manager and complete the Special Purpose Vehicle agreement section of the form.

Complete and/or print the master on 95.35.16 to obtain supplies of the Vehicle Request/Justification.

Motor Pool Approval

A department must obtain prior approval from Motor Pool before any vehicle alterations are permitted. If alterations are done without approval and damage is done to the vehicle, the department is held financially responsible for the repairs.

Damage

Facilities Services and Risk Management Services evaluate vehicle or property damage potentially resulting from gross negligence, abuse, neglect, or added-on devices or accessories. The evaluation determines whether the department or Facilities Services is chargeable for the vehicle repair.

Costs

Approval of the completed Special Purpose Vehicle agreement section of the Vehicle Request/Justification form binds the department to paying an agreed rental rate for a predetermined amount of time. This allows Motor Pool to recoup the expense of purchasing and altering the vehicle. The additional cost of any alteration and/or accessory is added into the rental rate over the predetermined time period.

Special purpose vehicle costs cannot be recouped at the sale of the vehicle. These costs include:

Motor Pool makes every attempt possible to find a new customer for a special purpose vehicle if the original department no longer needs the vehicle.

WSU PULLMAN VEHICLE RELEASE

Check out vehicles between 7:00 a.m. to 5:00 p.m. Monday through Friday. Motor Pool is closed weekends and holidays.

Vehicle Release

The driver's department completes a Vehicle Release Authorization.

Authorization

Vehicles are not released without a properly authorized and completed authorization form. Obtain supplies of the Vehicle Release Authorization by completing and/or printing the PDF master form on 95.35.17. (NOTE: CARS users may print completed authorization forms by using Entire Connection software or printing the online form screen.)

Form Completion

The following form instructions are keyed to the numbers on the sample in the PDF version of 95.35.6. Form sections not described are considered self-explanatory.

Requisition No. (1)

If the department has established a blanket requisition with Motor Pool, enter the number in this block.

CARS Reference No. (2)

Enter the reference number assigned by CARS. If the vehicle is scheduled by telephone, Motor Pool personnel provide this number. This number is used to track the transaction in CARS and Account Balances.

Account Code (3)

Enter the account code for supporting accounts. This is not necessary if Requisition No. is entered.

Distribution (4)

Enter the percentage or dollar amount to be supported by each indicated account. Do not complete if only one account supports the rental.

Rental Period (5)

The rental period begins when the trip actually commences.

Purpose of Travel (6)

Enter the purpose of travel. The travel must be for official University business.

Approval (7)

The trip must be approved by an individual who is delegated authority to approve travel (see 95.01 and 95.05). Trip approval may be documented on a Travel Authority form. If a Travel Authority was not issued for the trip, the individual with authority to approve travel signs the Vehicle Release Authorization.

Even if a Travel Authority was previously issued, the Vehicle Release Authorization must be signed by a departmental officer who has been delegated expenditure authority for the supporting account. See 70.02 for an explanation of expenditure authority.

A traveler may not approve a Vehicle Release Authorization for his or her own travel.

Driver's Signature (8)

The driver should not sign the form until the vehicle is actually checked out.

Distribution

The department retains the yellow copy or a photocopy of the approved original. The driver brings the approved original to Motor Pool when the vehicle is checked out.

Check Out

Only the individual indicated as driver on the Vehicle Release Authorization may check out vehicles from Motor Pool. Exception: If the indicated individual isn't available, the department may authorize another person to pick up the vehicle using the signed Vehicle Release Authorization form.

The driver must exhibit a valid driver's license before the Motor Pool office releases the vehicle. The driver's license number is listed on the Vehicle Sign-Out Ticket prior to release of the vehicle. NOTE: The license must be valid for the type of vehicle driven.

Upon checking out a Motor Pool vehicle, the driver assumes responsibility for care and maintenance of the vehicle.

Sign-Out Ticket

The driver visually inspects the assigned vehicle and indicates any damage on a Vehicle Sign-Out Ticket. The driver signs the Ticket and returns it to the Motor Pool office.

Drivers may leave private vehicles in the on-street parking area north of the Markley Services Building while using Motor Pool vehicles. Motor Pool staff issue parking hang-tags to drivers for this purpose.

Weekend/Holiday Departure

Present the completed and authorized Vehicle Release Authorization to the Motor Pool office prior to 4:30 p.m. on the last working day prior to the weekend or holiday. Motor Pool issues the vehicle at this time. Contact the campus motor pool office for weekend/holiday deadlines for non-Pullman locations.

The "per day" charge begins when the trip actually begins. Motor Pool staff inquire when travel actually begins for vehicles picked up after 3:00 p.m.

Sign-In Ticket

Motor Pool issues a Sign-In Ticket when the vehicle is released. The driver is responsible for retaining the Sign-In Ticket for completion upon return. If a Sign-In Ticket is lost, ticket replacement cards are available in the Motor Pool lobby.

RETURNING PULLMAN VEHICLES

During Regular Hours

Either the driver fills the vehicle with fuel before returning it to Motor Pool or Motor Pool personnel fill the vehicle at the Motor Pool fuel site upon return. Motor Pool charges departments the current Pullman retail price for fuel.

Return the vehicle to the Motor Pool compound.

Enter the return mileage and sign the Sign-In Ticket.

Return the keys and the completed Sign-In Ticket to the Motor Pool office.

Report needed service or repairs to Motor Pool when returning a vehicle.

After Hours

Park the vehicle in the parking area near the north gate of Motor Pool.

Lock the vehicle.

Deposit the keys and a completed vehicle Sign-In Ticket in the locked receptacle drop slot in the Motor Pool lobby.

Report Needed Service/Prompt Return

Note needed service or repairs on the Sign-In Ticket. Drivers are requested to return vehicles at the scheduled time to permit Motor Pool to meet commitments to other users.

Should circumstances arise which delay the turn-in time, promptly notify Motor Pool. If possible, Motor Pool will alter the schedule to accommodate the user.

Penalty

Failure to return the vehicle at the proper time can result in a penalty assessment of one day's minimum daily charge for each day or portion thereof that the vehicle is overdue. This fee is in addition to the regular rental charge.

REPORTING ACCIDENTS

Report accidents on a State of Washington Vehicle Accident Report. See SPPM 7.20 for details.

SERVICE AND REPAIRS

WSU Pullman

To limit costs, operators of WSU Pullman Motor Pool vehicles must obtain oil, repairs and maintenance from Motor Pool whenever possible.

Repairs and Service

All WSU Pullman vehicles must be maintained by Motor Pool, unless the department has staff available that are appropriately classified and qualified to perform vehicle maintenance. Contact Human Resource Services for employee classification information.

Departments are required to have emissions testing, as required, and annual safety inspections conducted by Motor Pool for each vehicle.

Motor Pool maintains all inspection, maintenance, and testing records for WSU Pullman vehicles. Departments must submit record copies to Motor Pool for any maintenance performed by qualified and classified departmental personnel.

As a customer service policy, the Director of Facilities Services has authority to approve adjustments to service charges if extenuating circumstances arise.

Fuel Purchases

Departments are responsible for all fuel purchases for rental vehicles.

Departments may obtain WSU fuel credit cards to purchase fuel at a discount contract rate. For information regarding obtaining and using WSU fuel credit cards, see 95.37.

In the event that a department doesn't have a WSU fuel credit card, Motor Pool supplies a card upon request. Motor Pool bills the department at a later time (usually the following month) for fuel purchased with a Motor Pool-assigned fuel credit card.

Personal Credit Card or Cash

Drivers who use a personal credit card or cash to pay for fuel purchases complete a Travel Expense Voucher (see 95.20) after returning to campus. Send the voucher and receipt to Travel Services.

Long-Term Rentals

Departments are to use access cards to purchase fuel for long-term rental vehicles from the Motor Pool fuel site. Contact Motor Pool to obtain access cards to the campus Kardgard system for obtaining fuel.

Motor Pool sends a monthly report listing all fuel site purchases to each department that obtains fuel from Motor Pool with an access card.

Non-Pullman Locations

Repairs and Service

Non-Pullman locations use local vendors, unless appropriately classified vehicle maintenance staff are qualified and available to perform repairs and service. Contact Human Resource Services for employee classification information.

The state of Washington has a contract for tire purchases. A non-Pullman department must obtain a recommendation from Motor Pool for a participating state contract vendor.

Motor Pool or the campus motor vehicle department pays for all repairs to daily and long-term WSU rental plan vehicles. Departments are responsible for scheduling service and repairs.

Non-Pullman location departments are required to have emissions testing, as required, and annual safety inspections conducted by qualified and classified personnel or local vendors for each vehicle.

Non-Pullman locations must maintain all maintenance, inspection, and testing records for departmental vehicles.

Fuel Purchases

Departments are responsible for all vehicle fuel purchases.

Departments may obtain WSU fuel credit cards to purchase fuel at a discount contract rate. For information regarding obtaining and using WSU fuel credit cards, see 95.37.

In the event that a department doesn't have a WSU fuel credit card, Motor Pool supplies a card upon request. Motor Pool bills the department at a later time (usually the following month) for fuel purchased with a Motor Pool-assigned fuel credit card.

Personal Credit Card or Cash

Drivers who use a personal credit card or cash to pay for fuel purchases complete a Travel Expense Voucher (see 95.20) after returning to campus. Send the voucher and receipt to Travel Services.

On the Road

WSU Fuel Credit Card (Routine Service)

Departments that obtain prior approval from Purchasing Services may provide WSU fuel credit cards (Comdata credit cards) to drivers to purchase routine maintenance services for University-owned vehicles. See 95.37.

Personal Credit Card or Cash (Routine Service)

Drivers who use a personal credit card or cash to pay for routine service complete a Travel Expense Voucher (see 95.20) after returning to campus. Send the voucher and the receipt to Motor Pool for budget information and the Facilities Services Director's signature. Motor Pool then routes the Travel Expense Voucher to Travel Services.

Major Repair

WSU Pullman Vehicles

All major repairs of $200 or more must be authorized by Motor Pool.

Telephone Motor Pool at 509-335-9085 during regular working hours or Facilities Services, Operations at 509-335-9000 after hours and weekends. They either approve repairs or suggest an alternative. If the vehicle is to be repaired, Motor Pool provides the operator with the name of an approved private garage or a nearby Washington State Department of Highways facility.

The driver signs the bill acknowledging receipt of labor and materials and returns the copy of the bill to Motor Pool. The vendor mails another copy directly to WSU Motor Pool.

Non-Pullman Vehicles

All major repairs of $200 or more must be authorized by the campus motor vehicle department.

Telephone the campus motor vehicle department during regular working hours or Facilities Services, Operations at 509-335-9000 after hours and weekends. They either approve repairs or suggest an alternative. If the vehicle is to be repaired, the campus motor vehicle department provides the operator with the name of an approved private garage or a nearby Washington State Department of Highways facility.

The driver signs the bill acknowledging receipt of labor and materials and returns the copy of the bill to the campus motor vehicle department. The vendor mails another copy directly to the campus motor vehicle department.

Winter Driving

Motor Pool or the campus motor vehicle department furnishes chains and snow tires for winter driving conditions. Pass and road condition reports are available at the Washington Department of Transportation web site at:

http://www.wsdot.com/traffic/

CHARGES

WSU Pullman Motor Pool Rental Fees

Charging Rental Fees

The rental fee consists of the daily rate and, if appropriate, a premium charge for extra miles. See the Motor Pool Rates website for the rate schedule, at:

http://facilitiesservices.wsu.edu/MotorPool_Rates.aspx

Rental days are calculated in 24-hour periods, beginning with the trip start time indicated on the Vehicle Release Authorization. Minimum charge is for one day. Example: A vehicle picked up at 8 a.m. and returned at noon the following day results in a two-day charge. If it is returned at 7:30 a.m. the following day, a one-day charge is assessed.

NOTE: Half-day (reduced) rates are available for 7- and 8-passenger vans and cargo vans which are picked up and dropped off within four hours during a working day.

Motor Pool charges rental fees on the basis of the information on the Vehicle Release Authorization and the Sign-In Ticket.

Short-term Rentals

After the billing document is received from Motor Pool, compare billed mileage with the original trip itinerary to verify the reasonableness of charges.

Long-term Rentals

The requisitioning department reports mileage and itemized maintenance expense for each vehicle by the 25th of each month.

Non-Pullman Location Rental Fees

Non-Pullman campus motor vehicle departments charge rental fees based on information on applicable release and sign-in materials. Contact the campus motor vehicle department for more information about rental fee charges, as well as short- and long-term rentals.

Included Operating Costs

Certain operating costs are included in the rental fee which departments pay Motor Pool or the campus motor vehicle department.

These paid costs include:

Costs Not Included

Operating costs not covered by the rental fee include:

RESTRICTIONS ON VEHICLE USE

Personal Use

Motor Pool vehicles are to be used for official University business only, regardless of the source of travel funds. Use of state-owned vehicles for personal business is absolutely prohibited.

Road Conditions

University owned vehicles are to be driven on maintained roads whenever possible. When official University business requires that vehicles be used off-road, the following process must be followed:

Damage investigations and final assessment of damages for off-road use of motor pool vehicles are made by Risk Management Services and Motor Pool.

Drivers

Authorization to drive WSU vehicles is granted by the department chair who is responsible for the vehicle and the conduct of the driver and passengers. See SPPM 7.10 for driver requirements.

Students

Only students who have been authorized by the department chair may drive.

Student Driver Authorization

The department chair grants authority to drive motor pool vehicles on a Student Driver Authorization form.

Obtain a blank copy of the authorization form by completing and/or printing the PDF master on 95.35.15.

Route the completed and signed Student Driver Authorization to the applicable motor vehicle office.

Student Organizations

ASWSU organizations and committees may rent vehicles from Motor Pool or the campus motor vehicle department. Other student organizations are not eligible to obtain Motor Pool vehicles.

Passengers

See SPPM 7.10 for passenger requirements.

Animals

Obtain authorization from Motor Pool or the campus motor vehicle department manager for transporting animals, birds, insects or reptiles in WSU motor pool vehicles. Permission may be granted if animals, birds, insects, or reptiles are properly caged or contained.

See the PDF master forms:
95.35.15: Student Driver Authorization,
95.35.16: Vehicle Request/Justification, and
95.35.17: Vehicle Release Authorization
Complete and/or print as needed