Transportation Services Handbook - Oregon State University

Transportation Services Handbook


MISSION STATEMENT

	The mission of Transportation Services is to provide courteous, timely, efficient, and cost effective ground transportation service to OSU and other authorized governmental entities.


BASIC POLICIES

	Transportation Services vehicles are for the use of university employees and or students on official business and may not be used for personal business. Knowledge of and obeying state laws, rules and regulations are the responsibility of the driver and failure could result in suspension of user privileges. Violation fines are the responsibility of the driver and no university funds may be used. Driver must have a valid US or Canadian drivers license with a satisfactory driving record, an updated drivers’ authorization on file with the motor pool and no major traffic offenses. Damage/restoration costs resulting from unauthorized or illegal use of state vehicles will be the complete responsibility of the driver. Home-to-office travel is not authorized and shall be considered vehicle misuse. No children or other family members, pets, or hitchhikers are permitted.


STUDENT/VOLUNTEER AUTHORIZATION

	Students and volunteers can be authorized for a period of up to 2 years or until their drivers license expires (which ever comes first) to use motor pool vehicles on official university business.


FACULTY/STAFF AUTHORIZATION

	Faculty and staff will be authorized until their drivers license needs to be renewed. At this time they will also need to renew their drivers authorization with Transportation Services.


USE OF 12 AND 15 PASSENGER VANS

	Any person who will be driving a 12 or 15 passenger van is required to go through a training and test. Students will need to retake this training at the beginning of every year. Faculty and staff will need to retake this training when they renew their drivers license and authorization.


MAKING A RESERVATION

	You can make a reservation by calling the office between 7:00 am and 6:00 pm at 737-4141 or using the web at: http://oregonstate.edu/admin/facilities/transport/index.html. Please be prepared to provide: Your drivers license number Your department Your account number Your destination Your time of departure and time of return The type of vehicle you prefer Number of passengers to be in the vehicle

EXTENDING/CANCELING A RESERVATION

	If it becomes necessary to cancel or extend your reservation beyond the estimated return time, please call the motor pool office at 737-4141 as soon as possible.


FORFEITURE OF A RESERVATION

	Reservation not exercised within two hours of the designated time is forfeited. Forfeited reservations will be billed to the department at a daily minimum charge, unless an emergency situation exists


EXTENDED USE VEHICLES

	Vehicles needed for extended use (1 month or more) need to be reserved in writing by either our web site (http://oregonstate.edu/admin/facilities/transport/index.html) or by fax at 541-737-7093. The same information as in ‘making a reservation’ above is needed for extended use vehicles.


SERVICE ON EXTENDED USE VEHICLES

	If you need to get any kind of service while you are using the vehicle you need to call our toll free number, 1-866-253-5671, on the front of the dispatch book for authorization. Vehicles on extended assignment need to call the service department 737-4142, and arrange for the type of service you require. Unauthorized charges for repair will be billed to the individual or to the department.


CHECKING OUT A VEHICLE

	You can check out your vehicle by: Coming to the Transportation Services Office. Making arrangements for Transportation Services to pick you up. Be sure to have your driver’s license with you or we will not be able to let you have the vehicle.


RETURNING A VEHICLE

	When you return a vehicle you will need to: Park in the area designated for returning state vehicles on the east side of the motor pool building Fill in return date, time and ending mileage Note any issue with the vehicle that we need to know Leave dispatch book in the vehicle and lock it up Put the key in the key drop on the east side of the motor pool building


PARKING YOUR PERSONAL VEHICLE

	If you have stickers there are three parking lots within easy walking distance of Transportation Services (Crop Science lot east of motor pool, gravel lot west of our chain link fence and gravel lot across the street on the north) If you don’t have stickers, Transportation Services can issue you temporary parking permits for those same parking lots.


PARKING MOTOR POOL VEHICLES

	Motor pool vehicles can be parked in any lot on campus except for reserved, handicap, and service spaces. If you park in a metered space, you must put money in the parking meter.

RATES SCHEDULE

	Charges include a daily rate and a mileage rate depending upon what type vehicle you rent. Mileage rate includes all your gas, maintenance, and insurance. You can obtain this schedule either on our web page or by calling the motor pool office at 541-737-4141. You can get our rate schedule and comparison by going to our web site http://oregonstate.edu/admin/facilities/transport/index.html


PAYMENTS

	Payments for use of Transportation Services vehicles or departmental fuel purchases and work orders, etc. will be made against department budgets through journal vouchers processed by the GURFEED system, indicated by a “VM” Document Coded Journal Voucher. Visa/MC will now be accepted from any external state agency or any federal agency.


EMERGENCY KITS

	All Transportation Services vehicles are equipped with first aid kits and road flares.


INSURANCE COVERAGE

	All insurance coverage is for the driver, passengers or vehicles owned, leased or controlled by the state when used for official state business. If more information is needed please contact Shirley Breazeal at 737-7087.


VEHICLE DAMAGE

	Accident report forms are in the vehicle packet you are given when you pick up your vehicle. Report damage to or caused by a Transportation Services vehicle no later than the following workday. Serious accidents must be reported immediately to the police. The $1,000 limit provided by state law does not apply to university owned vehicles. All damage must be reported to Transportation Services no matter the dollar amount. All departments will be charged the $2500 deductible if the accident is determined to be preventable by the Accident Review Committee. Failure to report damage could result in legal action being brought against the driver. Cost for the repairs of damage not reported to Transportation Services within 30 days will be billed in full to the using department.


PROJECT RELATED DAMAGE

	Defined as any damage resulting from unusual or improper use of a vehicle, excessive wear and tear resulting from operation on primitive roads or off roads in snow, ice or flood or other adverse conditions. The full cost of repairs for this damage will be billed to the using department.


ACCIDENT REVIEW BOARD

	The Accident Review Board is charged with reviewing each accident/incident involving drivers of state owned vehicles engaged in state business to determine whether it was preventable. If preventable, the board may recommend appropriate action to the responsible administrative office.


ALTERATIONS TO VEHICLES

	No alterations may be made to vehicles without prior permission from Transportation Service. Any damage resulting from alterations will be billed to the using department.

CITIZEN COMPLAINTS

	No anonymous complaint will be accepted. The Transportation Services Manager refers the complaint to the driver’s supervisor, who is asked to discuss the situation with the driver and obtain a written response, which will be sent to the Transportation Services Manager. The driver’s response is the basis for the reply to the complainant. Both the identities of the complainant and driver remain confidential unless released by action of the Transportation Services Manager. If you have a complaint please call Shirley Breazeal at 737-7087.


SUSPENSION OF VEHICLE USE PRIVILEGE

	Any individual or group can be suspended from use of official vehicles by the Transportation Services Manager, if in the best interest of the university. Causes for suspension may include, but are not limited to: Citations for moving violations Physical evidence of alcoholic beverage having been in vehicle Evidence of possession or use of unlawful drugs in vehicle Operation of vehicles while under the influence of intoxicants or drugs, whether or not a citation is issued or conviction occurs Damage or excessive soiling of vehicle interior Citizen’s complaint of misuse of vehicle Citizen’s complaint of vulgar or other unseemly conduct Any action detrimental to the function or public image of the university Suspensions may be appealed by written request to the Director of Business Services


FURTHER INFORMATION

	Vehicle Safety Safety Procedures Handbook, Chapter XV, Vehicle Safety Travel Policies and Procedures Travel Procedures Handbook

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Page revised: 06.28.02
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