Facilities Management

Motor Pool Policies and Procedures

Revised: September 2003

(Return to Facilities Management)



Index

A. Use of Vehicles
B. Procedures
C. Rates and Additional Charges
D. Billing Procedures
E. Moving Van Rental

A. USE OF VEHICLES

  1. Pacific vehicles are to be used for official school functions and driven by *authorized drivers only.
  2. State driving laws and speed limits are to be obeyed at all times.
    For 15-passenger vans, the National Highway Traffic Safety Administration (NHTSA) consumer warning states "the risk of rollover increases under certain conditions." Due to these increased risks, it is recommended that these vans not exceed the maximum posted speed limit for "Trucks" in all states. Due to the size of the vehicle, this recommendation also applies when driving a minibus.
  3. Vehicles are to be used for passenger use only, not heavy-duty hauling.
  4. Vehicles are to be reserved in advance on a "first come-first serve" basis, with assignment based on destination and planned activity. Subsequent reservations will receive existing available vehicles.

B. PROCEDURES

  1. Reservations: Reservations must be made with the Facilities Management Office prior to the use of a vehicle.
    • Reservation of the vehicle will be accomplished by:
      • Confirming availability of vehicle.
      • Completing a Vehicle Reservation form with budget number, signature of budget authority, requesting group/department, type of vehicle, number of passengers, driver's name, date/time of vehicle pick up/return, type of activity and destination.
      • Returning completed form to the Facilities Management Office (Vehicle will not be considered reserved until this form is received in the office).

    • All Motor Pool vehicles will be prioritized and assigned by:
      • Date the Facilities Management office received the reservation form.
      • Distance to be traveled.
      • Type of planned activity.

    • Trips to airport: If a requesting group requires a vehicle for airport transportation, the group must request a vehicle for the day of departure and the day of return. Due to the limited number of vehicles in the Motor Pool, Pacific University vehicles cannot be left at the airport.

    • Rentals: In the event all University vehicles are reserved, efforts will be made to secure vehicles from rental agencies. (One of the requirements for rented vehicles is that the driver be at least 21 years of age).

      It is required that the Facilities Management office makes the arrangements for the rented vehicle.

      Enterprise Rent-a-Car is the most commonly used rental agency. They have agreed, to the best of their ability due to staffing, to deliver and pickup rentals on Monday - Friday, during their regular working hours. The rental agency requires at least a one-week notice to deliver the vehicle to Pacific University. For arrangements made less than one week in advance, the requesting party may be required to pickup and return the vehicle at Enterprise's Hillsboro lot. The rental agency does not deliver or return vehicles on weekends. Therefore, any vehicles requiring a pickup or return on Saturdays or Sundays will be the responsibility of the requesting party.

      If the vehicle is a 15-passenger van or minivan, the rental agency charges a two-day minimum rental fee if the days requested are needed for Friday, Saturday or Sunday. To avoid any additional charges, the requesting party will be required to return the van to the rental agency's lot immediately following use. Any vehicles left in the motor pool for the rental agency to pickup will incur additional charges as assessed by the rental agency, not covered in the original rental agreement.

  2. Cancellations:
    University Vehicles:     Cancellation notice must be given 24 hours prior to scheduled departure time. Saturday and Sunday trips must be canceled by noon the previous Friday. Cancellations needing to be rescheduled will be considered new reservation requests.

    Rental Vehicles: Cancellation notice must be given to the Facilities Management office 72 hours prior to scheduled departure time. (Other restrictions may apply depending on the rental agency policies and time of year.) Saturday and Sunday trips must be canceled by noon on the prior Wednesday. Cancellations needing to be rescheduled will be considered new reservations.

    Failure to cancel reservations will result in penalty fees and/or rental fees.

  3. Vehicle Pick-up:

    A packet containing keys, gasoline credit card(s), trip record card and Vehicle Pre-Trip Condition Report will be prepared and available for pickup at Facilities Management Office for all reserved vehicles. These packets need to be picked up Mondays through Fridays from 8:30 AM until 4:30 PM. Packets for weekend trips need to be picked up by the Friday prior to the weekend. University and Rental vehicles can be picked up from the secured Motor Pool parking lot located at 2219 Cedar Street.

  4. Before leaving Pacific University, please inspect the vehicle's interior and exterior noting any dents, scratches or damage (not already listed) on the Vehicle Pre-Trip Condition Report. Leave the card in the Motor Pool drop box, located on the Motor Pool building door. This will prevent the department from being charged for damages discovered by other individuals.

  5. Vehicle must be used only by the group and for the activity to which it was assigned.

  6. Return of vehicles:
    • Trip Record (Yellow card) must be accurately and completely filled out to ensure that the department/group will not be charged for additional mileage. Information required: Driver's printed name and signature (applies to all trip drivers), number of passengers, actual hours spent behind the wheel, starting and returning mileage (odometer reading).
    • The issued motor pool credit cards are to be used for refueling the vehicle if needed during the trip and before returning it to campus (the Pacific Pride Gas Station in Forest Grove has 24 hour access for trips returning late in the evening). Occasionally the vehicles are reserved for more than one group to use during the day. For this reason, failure to refuel prior to returning the vehicle to campus will result in an assessment of $3.00 per gallon to the department/group. Credit Cards may NOT be used to fuel vehicles not owned or rented by Pacific University.
    • Return packet containing completed trip record card with keys, credit card and any gasoline receipts to the Motor Pool drop box located on the Motor Pool building door.
    • Vehicles must be left in a clean and presentable condition.
    • Park vehicle in the designated space in the Motor Pool lot. Please make sure all windows are closed tightly, interior and exterior lighting turned off and all vehicle doors are locked.
       

C. RATES AND ADDITIONAL CHARGES

  1. There will be a minimum charge for the use of a Motor Pool vehicle. Minimum rates vary depending on the type of vehicle used. Contact the Facilities Management office at ext. 2213 for the current minimum charge.
  2. Mileage rates differ with the type of university vehicle used. These rates may also vary depending upon the prices of fuel. Please contact the Facilities Management office at ext. 2213 for the current costs. There is no additional charge for the use of a trailer. Costs for rented vehicles are billed to the user groups at the full rental rate. If gasoline cards are issued from the Facilities Management office for fueling a rented vehicle, the user will only be billed for the amount that was actually charged to the card.
  3. Vehicles left dirty will be cleaned and a $20.00 per hour cleaning charge assessed.
  4. Failure to record mileage will result in an additional $10.00 fee being added to the trip cost for the group. Since the mileage for these trips must be estimated, those miles will be determined by the Facilities Management Office.
  5. If a vehicle is not returned to the proper parking location, causing Motor Pool staff to locate and retrieve it, a $10.00 fee will be added.
  6. Any materials (keys, credit cards, etc.) not returned will result in a $5.00 per day additional charge.
  7. Any department using the vehicle before the allocated departure time or not returning a vehicle on time will be responsible for the cost of any replacement vehicle for the next reservation group (this could include costs to secure a rented vehicle).
  8. If a reservation cancellation is not made in advance and the vehicle goes unused during the specified time of the original reservation, a $10.00 fee will be charged to the budget unit listed on the form. (The full rental agency fee will be assessed if a vehicle was rented and the Facilities Department receives a billing.)
  9. If an accident occurs, the department using the vehicle will be charged for repairs to the vehicle (and/or trailer if involved) up to the amount of any insurance deductible.

D. BILLING PROCEDURES

  1. At the beginning of each month, the charges for the previous month will be computed from the information included on the trip record card and entered on the reservation form. Charges can be computed prior to the first of the month if requested.
  2. A reservation form copy will be returned to the budget unit once all charges have been compiled.
  3. A billing form will be sent to the Business Office for processing.
  4. Any discrepancies must be resolved directly with the Facilities Management Office.

 E. MOVING VAN RENTAL

When a moving van is needed, arrangements with the rental agency must be made through the Facilities Management Office. A vehicle reservation request will be required. (Purchase Orders are required when costs exceed $1,000.00). The driver must be a Pacific University authorized driver and be on file at the Facilities Management Office for insurance coverage.

*Anyone driving Pacific University or rental vehicles must have completed the entire Pacific University Driver Training Course and be registered at the Facilities Management Office. Drivers of any rental vehicle MUST BE 21 years of age. Drivers of the university's cars/minivans MUST BE older than 18 years of age.

  (return to top of page)
This page is maintained by B. Ray.