Motor Pool

000 Introductory Material

 

001: Introduction

Motor Pool Policy & Procedure Manual
Section 000: Introductory Material
Effective: 07/01/2006

 

The Motor Pool Policies and Procedures Manual (MPL) provides the policies and procedures applicable to the authorized use of university vehicles for official university business.  Motor Pool policies and procedures apply to all university departments and personnel. 

OSU Motor Pool vehicles are provided and maintained for OSU related business.  All drivers are expected to adhere to the policies and procedures in this manual.  The MPL Manual reflects OSU’s commitment to:

  • Providing and monitoring appropriate operator authorizations,
  • Determining specific safety requirements and recommendations,
  • Defining effective driving standards, consequences and corrective actions, and
  • Developing and implementing related training programs

The Motor Pool is responsible for the purchase, rental, service, maintenance, and surplus of the Motor Pool vehicle fleet.  The Motor Pool provides rental vehicles at economic rates for individuals authorized to travel on official University, Federal, State, County or local government business.  A rental pool of University-owned vehicles is maintained and supplemented when necessary by arranging services with an authorized commercial rental agency.  The Motor Pool can also provide assistance with vehicles designed for people with limited mobility. 

The MPL Manual is available on-line on the OSU Administrative Policy and Procedure Manual web page.  For assistance with transportation related services, contact the Motor Pool Office in Business Services at (541) 737-4141.  Additional Motor Pool services information can also be found on the Motor Pool web site

Corrections, changes, or suggestions for the Motor Pool Manual should be communicated to the MPL Manual Coordinator via email or phone (541) 737-4141.  Questions concerning the content of the MPL Manual should be directed to the Motor Pool Office at (541) 737-4141.

The University reserves the right to add, amend, or revoke any of the contained rules, policies, regulations, and instructions or incorporate additional ones, with or without notice, as circumstances or the best interests of the university community may require.

This online manual replaces earlier printed versions, which are no longer provided nor distributed.  A printout of this manual and each change to this manual, created from the original text source for the online version, is retained permanently as an official record at University Archives and is available for inspection.  Printouts of all revisions to online manuals will be similarly available.

In the event of an inconsistency or conflict, applicable law and State Board of Higher Education policies supersede University policies and University policies supersede college, department or lower unit bylaws, policies, or guidelines.

002: Motor Pool Mission

Motor Pool Policy & Procedure Manual
Section 000: Introductory Material
Effective: 07/01/2006

 

The Motor Pool is committed to:

  1. providing courteous, timely, efficient, and cost effective ground transportation service to OSU and other authorized governmental entities,
  2. operating the Motor Pool on a self-sustaining basis,
  3. providing regularly scheduled preventative maintenance and vehicle/equipment repair services in an economical and timely manner,
  4. providing each customer with exceptional customer service and resolving customer issues in an acceptable manner.

100 Vehicle Safety

101: Department and Driver Responsibilities

Motor Pool Policy & Procedure Manual
Section 100: Vehicle Safety
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To identify department and individual responsibilities associated with the renting and using of Motor Pool vehicles.

Applicability

All departments and individuals involved in the renting and using of Motor Pool vehicles.

Policy

Driver

  1. Read and comply with Motor Pool policies.
  2. Maintain a valid U.S. or Canadian driver’s license.
  3. Operate vehicles in accordance with Federal, state, and local regulations, traffic laws, and ordinances.
  4. Use safe driving practices at all times.
  5. Ensure all safety devices, including seat belts, are used by all passengers.
  6. Report unsafe vehicle conditions to the Motor Pool Manager.
  7. Report all accidents, suspension of driver’s license, and traffic violations to the driver’s department supervisor and the Motor Pool.
  8. Maintain the interior of the vehicle in a clean and orderly manner.
  9. Do not allow smoking, consumption or possession of alcohol in Motor Pool vehicles.
  10. Do not pick up hitchhikers.
  11. Lock the vehicle when not in use.
  12. Pay any traffic or parking fines incurred.
  13. Check oil and water levels on overnight trips.
  14. Notify the Motor Pool office if the vehicle cannot be returned on time.
  15. Return the vehicle to the Motor Pool in a clean and presentable condition upon completion of trip.
  16. Obtain and carry with them a Commercial Driver License (CDL), with appropriate endorsements  (as required by the State of Oregon irrespective of whether driving is an Incidental or Primary Duty) if they operate:
  • A single vehicle having a GVWR of 26,001 pounds or more.
  • A combination of vehicles having a gross combination weight rating of 26,001 pounds or more, towing vehicles not more than 10,000 pounds GVWR.
  • A vehicle towing another vehicle with a GVWR over 10,000 pounds.
  • A vehicle designed to carry 16 or more people (including the driver).
  • A vehicle carrying hazardous materials in such amounts that placarding is required.
  1. Obtain and maintain Vehicle Operator Licenses, Chauffeur Licenses and Commercial Driver Licenses.  These licenses are a personal expense and the responsibility of the employee. 

Department

  1. Allow only authorized drivers identified in MPL 201: Authorized Drivers & Passengers with valid U. S. or Canadian driver’s license to operate vehicles.
  2. Submit department list of drivers to the Motor Pool for annual license check.
  3. Verify drivers have adequate experience operating the type of vehicle to be driven.
  4. Coordinate department vehicle purchases with the Motor Pool and PaCS.
  5. Comply with authorization process for student drivers, volunteer drivers, and faculty/staff drivers.
  6. Verify licensing and medical certification for employees when the duties of a position necessitate vehicle operator licensure and medical certification.  Departments should reflect this requirement on the job position requisition form to ensure that vacancies are posted with appropriate job requirements.  Departments are also responsible for ensuring that these requirements are met on an ongoing basis.

Faculty Advisors or Student Organization Activities Office

  1. Verify all recognized student organizations using OSU Motor Pool vehicles are using them only for OSU or state related travel. 
  2. Verify student drivers meet the general MPL policy standards in this manual and are authorized to drive OSU Motor Pool vehicles.

Office of Risk Management

  1. Coordinate vehicle loss control program.
  2. Manage insurance claims of all Oregon State University business related vehicle accidents, except those involving personal vehicles.
  3. Provide information and/or training related to the Fleet Safety and MPL Vehicle Use.
  4. Act as the OSU liaison to Department of Administrative Services (DAS) Risk Management Division (RMD).
  5. Record vehicle program data and develop related reports.
  6. Verify and maintain certificates of insurance for affiliate organizations for auto liability coverage.
  7. Coordinate the identification of policy violators and enforcement of Motor Pool policies and procedures, including, but not limited to providing written warning(s) and suspension(s) of vehicle operating status.
  8. Communicate vehicle use issues as appropriate

Motor Pool

  1. Provide information and/or training on Fleet Safety and MPL Vehicle Use. 
  2. Coordinate record keeping for vehicle use and maintenance. 
  3. Schedule all maintenance work for MPL vehicles.
  4. Provide OSU Risk Management with reports of all Motor Pool vehicle accidents and assist with accident investigation.
  5. Allow only authorized drivers with valid U. S. and Canadian driver’s licenses to operate vehicles.
  6. Title, license and decal all Motor Pool vehicles.
  7. Perform annual vehicle safety inspections for all OSU motor pool vehicles.
  8. Upon request, perform annual vehicle safety inspections for department owned vehicles.

102: Required Safety Training

Motor Pool Policy & Procedure Manual
Section 100: Vehicle Safety
Effective: 02/01/1982
Revised: 04/03/2013

 

Purpose

To help drivers of Motor Pool vehicles operate the vehicles in a safe manner.

Applicability

All persons who will be operating a Motor Pool vehicle.

Policy

Any person driving a 12 passenger van is required to view the van safety training video and pass an online written exam prior to operating the van.  Students, volunteers and temporary faculty need to take the exam annually.  The video and online exam are located on the Motor Pool website

Roadcraft Advanced Driver Training classes are recommended for all drivers of Motor Pool vehicles.  Contact Environmental Health & Safety (541-737- 7083) for details.

103: Acceptable Driving Records

Motor Pool Policy & Procedure Manual
Section 100: Vehicle Safety
Effective: 07/01/2006

 

Purpose

To ensure the safe use of Motor Pool vehicles and to limit the risk of liability of Oregon State University.

Applicability

All persons who will be operating Motor Pool Vehicles.

Policy

Only drivers with acceptable driving records may operate Motor Pool vehicles.  If a motor pool vehicle has been involved in an accident, the driver's past driving record will be reviewed for accidents and violations to determine if the driver's driving record is still acceptable.  Drivers who have an unacceptable driving record will be denied the use of Motor Pool vehicles.

Unacceptable Driving Record

A driver's record is considered unacceptable if the driver has forfeited bail or been convicted for any of the following, or reasonably similar, driving violations:

  1. A single conviction, guilty plea or nolo contendere plea for operating a vehicle while under the influence of intoxicants, hit and run driving, vehicular negligent injury, reckless operation of a vehicle, failing to perform the duties of a driver, criminal driving while suspended or revoked, fleeing or attempting to elude a police officer, or similar violation within the past 24 months.
  2. Felony revocation of driving privileges or felony or misdemeanor driver license suspension in the past 24 months;
  3. More than three convictions, guilty pleas and/or nolo contendere pleas for moving traffic violations in the last 12 months;
  4. A careless driving conviction in the last 12 months; or
  5. A Class A moving traffic infraction in the last 12 months.

The time periods begin at the later date of the violation, forfeiture, or conviction.

Responsibilities

Drivers

  1. All drivers shall verify that their driving records are acceptable prior to requesting a Motor Pool vehicle. 
  2. Drivers must report immediately or within the next scheduled work day a revocation of their driver's license or any driving citations received.  Failure to report an accident, or citations obtained while operating a Motor Pool vehicle, or revocation/suspension of a drivers' license may be cause for disciplinary action.

Departments

  1. Departments must maintain a list of all approved department drivers. 
  2. The department head/supervisor must determine if an employee's job description includes driving a motor pool vehicle, and if so, assure that the employee possesses a valid driver's license for the type of Motor Pool vehicle to be driven prior to authorizing the driving assignment.

Cross Reference

MPL 203: Suspension of Vehicle Use Privileges

Oregon Administrative Rules (OARs) 125-155-0000 – 125-155-0900 STATE VEHICLE USE AND ACCESS

Oregon Revised Statutes - Chapter 153 — Violations and Traffic Offense

153-012 Violation categories

153.018 Schedule of penalties

104: Minimum Number of Drivers

Motor Pool Policy & Procedure Manual
Section 100: Vehicle Safety
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To help ensure the safety of drivers and occupants of Motor Pool vehicles by avoiding excessive driver fatigue.

Applicability

All departments and individuals who use Motor Pool vehicles.

Policy

A minimum number of drivers is required for long trips involving Motor Pool vans: 

  • Any trip exceeding 200 miles requires two qualified drivers, who must trade driving responsibilities every two hours.
  • On trips exceeding 300 miles, drivers shall be limited to 6 hours driving time, per day.

105: Safe Driving Practices

Motor Pool Policy & Procedure Manual
Section 100: Vehicle Safety
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To educate drivers of Motor Pool vehicles on safe driving practices.

Applicability

All departments and individuals who use Motor Pool vehicles.

Policy

Safe Driving Practices

A key feature of any motor vehicle safety program is the recognition of safe driving practices that have been shown to reduce accidents.  The OSU driving safety program emphasizes the following practices:

  • Observation Skills: Drivers should develop skills, which enable them to detect or anticipate hazards to be avoided.
  • Maintaining an Escape Route: Drivers should always position their vehicle in traffic to provide routes of escape in emergencies.
  • The Three Second Rule: Drivers should maintain the proper distance behind the vehicle in front of them. Under ordinary driving conditions, this distance is three seconds at any speed.
  • Safe Parking Practices: Parking lots contain special hazards, such as a lack of traffic controls, visual obstructions, and limited maneuvering room. Drivers must develop parking habits to mitigate these hazards.
  • Foul Weather Precautions: Foul weather creates many hazards such as reduced traction and vision, which require modified driving practices.
  • Traffic Management: Urban areas contain congested traffic, complex intersections, and limited access road ways that increase the danger of driving. Drivers should learn traffic management skills, which would increase their safety in these situations.
  • Emergency Reaction: Regardless of the caution exercised by drivers, unexpected actions by other drivers and unpredictable hazards can require drivers to use emergency reaction skills to avoid accidents.
  • Vehicle Maintenance and Inspection: Proper vehicle maintenance is essential to safe driving.  Drivers should learn to complete a vehicle safety check as listed on the Vehicle Release Order and Mileage Report form.
  • Driver Attitude: Lack of proper driver attitude often causes drivers to make mistakes due to excessive haste and lack of caution.  Planning ahead allows drivers to engage their responsibilities without the urge to forego safe driving precautions.
  • Accident Safety: Drivers are expected to know and follow procedures for reporting accidents and safeguarding University Motor Pool vehicles.
  • Seat Belts: In accordance with State of Oregon Law, as well as good safety practice, all drivers and passengers using University vehicles are required to use seat belts whenever the vehicle is in use.  Drivers are responsible to check and make sure that every passenger has his/her seat belt secured prior to departure on each segment.
  • Transportation of Animals: Transportation of animals in Motor Pool vehicles is not allowed unless prior arrangements are made with the Motor Pool Manager.
  • Crossing Sidewalks: Whenever crossing sidewalks to leave alleys or parking lots, drivers should bring vehicles to a complete stop to be sure the walkway is free of pedestrians.
  • Backing Up Large Vehicles: Whenever two or more persons are present in a van or large truck, one of them should assist the driver, as a spotter, when backing up the vehicle.

106: Vehicle Safety Equipment

Motor Pool Policy & Procedure Manual
Section 100: Vehicle Safety
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To identify the safety equipment placed in Motor Pool vehicles.

Applicability

All departments and individuals involved in the renting, using and maintenance of Motor Pool vehicles.

Policy

No equipment shall be added or taken from a Motor Pool vehicle without the expressed consent of the Motor Pool Manager.

Each vehicle shall be equipped with:

  1. first aid kit
  2. flares
  3. chains
  4. certificate of insurance, and
  5. accident reporting forms. 

These items are for use in or on the vehicle in which they are stored and for the safety of users of the vehicle.  Removal for non-authorized use results in an inconvenience to other users, increased costs of operation and reduced safety for the users.  Use of first aid kit, chains, or flares should be reported to the Motor Pool as soon as possible in order to replenish/replace the items.

The Motor Pool shall prepare a replacement schedule for vehicles based on industry/government practices taking into account budget constraints, historical usage, and cost of maintenance.

200 Authorizations

201: Authorized Drivers & Passengers

Motor Pool Policy & Procedure Manual
Section 200: Authorizations
Effective: 02/01/1982
Revised: 09/30/2011

 

Purpose

To identify personnel who may be authorized to operate or travel in Motor Pool vehicles.

Definitions

University Employees

Individuals employed by Oregon State University for wages or salary which is received in a University payroll check.

Student Employees

Students employed by Oregon State University for wages or salary which is received in a University payroll check.

Officially Sanctioned Programs

Any program undertaken to further the instructional, research, or service missions of Oregon State University or designed to promote the cultural and physical development of students.  Such programs include but are not limited to:

  1. Academic department programs;
  2. Co-curricular programs;
  3. Intramural, recreational sports, club sports, and intercollegiate athletic programs;
  4. Any student programs or activities identified by the Vice Provost for Student Affairs or designee. Examples of such activities include, but are not limited to, student government, student housing activities, and activities sponsored by student organizations that are consistent with the university's mission (OAR 576-035-0010).

Official University Business

Any activity for which all or part of the expenses may be reimbursed by any unit, department, or program of Oregon State University.

Official State Business

Any activity conducted in conformance to these rules and directed and controlled by a state agency to advance the lawful policies and purposes of the agency. State law requires a narrow interpretation of this term. Therefore, agencies' policies and purposes are only those that are official, in writing, and within statutory authority. These may be written in statutes, orders, rules, policy manuals, procedural guides, and position descriptions. They may be written in official statements of agency missions, goals, objectives, and performance measurement plans. They may be written in Oregon Benchmarks and OSSHE rules defining its officially sanctioned programs (OAR 125-155-0010).

Policy

Motor Pool vehicles may only be operated by authorized drivers who are:

  1. identified in this policy, and
  2. meet the criteria established in MPL 202: Age & License Requirements, and
  3. use Motor Pool vehicles in compliance with MPL 501: Vehicle Use

Driver Authorization

Only drivers who have acceptable driving records and have completed required safety training may be authorized to drive a Motor Pool vehicle.  All drivers must obtain authorization from the appropriate person (e.g. department chair, the head of the employing department/unit, faculty advisor, etc.) prior to operating a Motor Pool vehicle. 

Drivers must submit a completed Driver's Authorization form to the Motor Pool.

Scope of Authorization

Authorization to drive a Motor Pool vehicle is limited to the scope and course of the employment and duties of the driver which are defined by their job or volunteer position.  

Authorized Drivers

The following people may be authorized to operate Motor Pool vehicles for official University or State business:

  • University employees, including student employees
  • Temporary staff/faculty
  • Students
  • Students from Recognized Student Organizations
  • Officially authorized volunteers
  • Federal, State, County and City employees

Authorization Period

Authorization is only valid during actual periods of employment or volunteerism and terminates when the person is no longer employed or volunteering at the University or government agency.

  • Students, volunteers and temporary staff/faculty can be authorized for a period of up to 1 year or until their drivers license expires (which ever comes first) to use Motor Pool vehicles for official university business.  Upon renewal of their drivers' license, they will need to submit a new driver’s authorization form to the Motor Pool.
  • University and other State agency employees can be authorized up to 3 years or until their drivers license expires (which ever comes first) to use Motor Pool vehicles for official university business.  Upon renewal of their drivers' license, they will need to submit a new driver’s authorization form to the Motor Pool.

Authorized Passengers

Passengers not identified in this policy are prohibited from traveling in a Motor Pool vehicle.  The following people may be authorized to travel in Motor Pool vehicles:

  • Individuals traveling on official University or State of Oregon business.
  • Personnel employed by other public entities who are traveling on official public business may accompany an OSU driver if the use is for official OSU purposes.
  • Necessary chauffeurs (paid or unpaid) not currently operating the vehicle

Prohibited Passengers

Some examples include but are not limited to:

  • Persons not on Official University or State of Oregon business
  • Hitchhikers
  • Children
  • Family Members
  • Friends
  • Animals unrelated to Official University or State Business
  • Non-OSU students

Procedure

Obtaining Driver Authorization

Responsible Party Action
Driver
  1. Obtain a Driver Authorization form (pdf) from the Motor Pool website.
  2. Complete the form and obtain the signature of the appropriate authority.
  3. Submit to the Motor Pool via fax (514) 737-7093 or in person at 3200 SW Campus Way (between 30th and 35th streets) on the OSU main campus:
  • the completed Driver Authorization form, and
  • a copy of the driver's DMV record(s) or a consent form authorizing the Motor Pool to obtain the driver's DMV record(s).


Cross Reference

MPL 102: Required Safety Training

MPL 103 Driver Record Standards

MPL 202: Age and License Requirements

MPL 203: Suspension of Vehicle Use Privileges

MPL 501: Vehicle Use

Oregon Administrative Rule 125-155-0200 Voluntary and Compulsory Driver Standards

Oregon Administrative Rule 125-155-0300 Verifying Driver Qualifications

Oregon Administrative Rule 125-155-0400 Authorized Drivers

202: Age & License Requirements

Motor Pool Policy & Procedure Manual
Section 200: Authorizations
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To identify the age and license requirements of operators of Motor Pool vehicles. 

Applicability

All departments and personnel who use Motor Pool vehicles.  

Definitions

Acceptable Driver License

A regular, temporary, or commercial license that is lawful, current, and valid in the State of Oregon. It must be

  1. issued by the state or country where the employee actually resides,
  2. legal to use in the jurisdiction where the driver is driving,
  3. the kind or class or be endorsed as required by law for the kind of driving to be done.

Policy

Motor Pool vehicles may only be operated by drivers:

  1. who are 18 years of age or older,
  2. have an acceptable driver's license, and
  3. proof of auto insurance (as required by State of Oregon and any other appropriate laws, rules, and/or regulations) in their possession. 

Requests for the use of Motor Pool vehicles by drivers with international licenses will be reviewed on a case by case basis.

Cross Reference

Oregon Administrative Rule 125-155-0100 Minimum Driver Requirements

MPL 201: Authorized Drivers & Passengers

203: Suspension of Vehicle Use Privileges

Motor Pool Policy & Procedure Manual
Section 200: Authorizations
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To protect the best interests of the University. 

Applicability

All departments and personnel who use Motor Pool vehicles.  

Policy

Authorization to use a Motor Pool vehicle can be suspended by the Motor Pool Manager, if in the best interest of the University.  Causes for suspension may include, but are not limited to:

  • Unacceptable driving record, see MPL 103: Acceptable Driving Record
  • Operating Motor Pool vehicles in violation of the law, including posted speed limits and other moving violations
  • Noncompliance with Motor Pool policies and procedures.
  • Physical evidence of alcoholic beverages having been in a Motor Pool vehicle
  • Evidence of possession or use of alcohol or unlawful drugs in vehicle
  • Operation of vehicles while under the influence of intoxicants or drugs, whether or not a citation was issued or a conviction occurs
  • Damage or excessive soiling of the vehicle interior
  • Citizen’s complaint of misuse of a Motor Pool vehicle
  • Citizen’s complaint of vulgar or other unseemly conduct
  • Any action detrimental to the function or public image of the University
  • Convictions of a major traffic offense, as defined in Oregon Revised Statute Chapter 153 — Violations and Traffic Offenses
  • Major Traffic Offenses as defined in the appropriate Oregon Revised Statutes include:\
  1. Reckless driving
  2. Driving while under the influence of intoxicants
  3. Failure to perform the duties of a driver involved in an accident or collision
  4. Fleeing or attempting to elude a police officer
  5. Driving after being declared to be a habitual offender

Procedure

Reporting Requirements - Loss or Suspension/Restriction of Driver’s License

  1. Oregon State University employees and volunteers who use Motor Pool vehicles must report to their department/unit supervisor any situation that may lead to their driver’s license being revoked, rescinded, suspended, or renewal being denied. 
  2. The driver’s supervisor must immediately forward this information to the Office of Human Resources. 
  3. Human Resources will notify the manager of the Motor Pool and the Office of Risk Management of the situation.
  4. Failure to report such situations may result in the loss of the employee’s privilege to use Motor Pool vehicles.

300 Available Vehicles

301: Available Vehicles

Motor Pool Policy & Procedure Manual
Section 300: Available Vehicles
Effective: 02/01/1982
Revised: 07/01/2006

 

The Motor Pool currently has the following vehicles available for use:

  • 8 and 12 passenger vans
  • Compact, medium and full size automobiles
  • ½ and ¾ ton pick up trucks  
  • Hybrid vehicles

302: Extended Use Vehicles

Motor Pool Policy & Procedure Manual
Section 300: Available Vehicles
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To ensure the proper maintenance of extended use vehicles.  

Applicability

All departments and personnel who use Motor Pool vehicles.  

Definition

Extended Use Vehicles

Motor Pool vehicles that are needed for extended use of one month or more.

Policy

Reserving an Extended Use Motor Pool Vehicle

Extended Use Vehicles need to be reserved in writing through the Motor Pool website or by fax at 541-737-7093.

Servicing an Extended Use Vehicle

Departments need to call the Motor Pool Service department at 541-737-4142 to make arrangements to have their Motor Pool vehicle on extended use assignments serviced.

If an extended use Motor Pool vehicle needs any kind of maintenance service while in use, the department or driver needs to obtain authorization for the service by calling the Motor Pool toll free number 1-866- 253-567.  (This number is also located on the front of the dispatch book.) Unauthorized charges for repairs will be billed to the individual or department.

Cross Reference

Oregon Administrative Rule 576-030-0030 Permits and Parking Areas

400 Reservations

 

401: Making a Reservation

Motor Pool Policy & Procedure Manual
Section 400: Reservations
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To facilitate the reserving of Motor Pool vehicles.

Applicability

All departments and personnel who use Motor Pool vehicles.  

Policy

Motor Pool vehicles should be reserved at the earliest time possible to ensure vehicle availability.

Procedures

There are three ways to make reservations for Motor Pool vehicles: 

  1. ONLINE - Go to http://oregonstate.edu/transportation/rental/l
  2. PHONE - Call the Motor Pool (541) 737-4141 between 7:00 a.m. and 5:30 p.m. (M-F)
  3. IN PERSON – The Motor Pool office is located at 3200 Campus Way (between 30th and 35th) on OSU's main campus in Corvallis, Oregon.

A person making a reservation will need the following information:

  1. Departure - Month, Day & Time
  2. Return - Month, Day & Time
  3. Destination - City & State
  4. Number of passengers
  5. Driver(s) Name(s)
  6. OSU ID Number
  7. Phone Number
  8. Email Address
  9. Account Number
  10. Activity Code (if appropriate)
  11. Department Name
  12. Vehicle preference

Cross Reference

MPL 402: Extending/Canceling a Reservation

MPL 403: Forfeiture of a Reservation

402: Extending / Canceling a Reservation

Motor Pool Policy & Procedure Manual
Section 400: Reservations
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To maximize the use of Motor Pool vehicles.

Policy

Because the number of available vehicles is limited at the OSU Motor Pool, please notify the Motor Pool office (541-737-4141) as soon as possible if a reservation needs to be extended, cancelled, or fewer vehicles will be required.

A Late Cancellation Fee will be charged for reservations cancelled less than 24-hours prior to the proposed pick-up time. 

Cross Reference

MPL 401: Making a Reservation

MPL 403: Forfeiture of a Reservation

403: Forfeiture of a Reservation

Motor Pool Policy & Procedure Manual
Section 400: Reservations
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To help ensure fiscal responsibility regarding the reserving and use of Motor Pool vehicles.

Applicability

All departments and personnel who use Motor Pool vehicles.

Policy

No-Shows or reservations for Motor Pool vehicles not utilized within two hours of the designated pick up time will be forfeited. 

Forfeited reservations will be billed to the department unless an emergency situation existed.

Cross Reference

MPL 401: Making a Reservation

MPL 402:  Extending/Canceling a Reservation

500 Using a Vehicle

501: Vehicle Use

Motor Pool Policy & Procedure Manual
Section 500: Using a Vehicle
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To identify the authorized and unauthorized uses of Motor Pool vehicles. 

Applicability

All departments and individuals who use Motor Pool vehicles.

Policy

Persons meeting the requirements established in MPL 201: Authorized Drivers & Passengers and MPL 202: Age & License Requirements who read, agree, and abide by the Motor Pool policies may use a Motor Pool vehicle for official University purposes within the driver's scope of employment or duties, regardless of the source of travel funds. 

Motor Pool vehicles must be operated within the laws, rules, and regulations of the State of Oregon.  Drivers must use Motor Pool vehicles in a manner that will not reflect unfavorably on the University.  Motor Pool vehicle use privileges may be withdrawn from persons for inappropriate use of a Motor Pool vehicle.  See MPL 203: Suspension of Vehicle Use Privileges.

Prohibited uses of Motor Pool vehicles:

  • Office travel to home
  • Personal use

Prohibited Conduct in Motor Pool Vehicles

  • No consumption of alcoholic beverages or possession of alcoholic beverage containers (empty or full) are allowed in Motor Pool vehicles.
  • Smoking is not permitted in Motor Pool vehicles
  • Cell phone use is prohibited/restricted in some states when driving.  Although recognizing that circumstances will not always permit strict adherence, the Motor Pool recommends that the driver safely stop and park the vehicle to use a cell phone.

Altering or Defacing a MPL Vehicle

  • No advertising of any kind is permitted on MPL vehicles. 
  • No stickers or decals are permitted on MPL vehicles unless they are OSU related (such as "GO BEAVS" or "Beaver Nation") and do not interfere with the driver's vision or create a blind spot. 

Modifications to a MPL Vehicle

  • No modifications may be done to a MPL vehicle unless the expressed written consent is obtained from the MPL manager or MPL Shop Supervisor.

502: Picking Up a Vehicle

Motor Pool Policy & Procedure Manual
Section 500: Using a Vehicle
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To facilitate the checking out process of a Motor Pool vehicle. 

Applicability

All departments and individuals who use Motor Pool vehicles.

Policy

All drivers must present a valid driver’s license when picking up a vehicle. 

Where

Vehicles will be picked up at the Motor Pool Office, located at 3200 Campus Way between 30th and 35th streets on the OSU Main Campus in Corvallis, Oregon.

When

Monday though Friday, between 7:00am and 5:30pm.

Weekend Travel

If travel starts on a weekend, Motor Pool vehicles must be picked up prior to 5:30 p.m. on Friday.  Drivers will be charged only for the time the vehicle is used. 

Cross Reference

MPL 201: Authorized Drivers & Passengers

MPL 202: Age & License Requirements

MPL 501: Vehicle Use

503: Fueling a Vehicle

Motor Pool Policy & Procedure Manual
Section 500: Using a Vehicle
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To provide a cost effective and convenient manner to fuel of vehicles.

Applicability

All departments and individuals involved in the renting and using of Motor Pool vehicles.

Policy

Gasoline Powered Vehicles

Motor Pool vehicles located on the OSU main campus must fuel up at the Motor Pool, located at 3200 Campus Way between 30th and 35th streets in Corvallis.  The cost of fuel is included in the per mile rate.

Diesel Powered Vehicles

Motor Pool vehicles that are diesel powered are permitted to fuel up at any diesel location.

Vehicle Fuel Cards

Motor pool vehicles requiring fuel when away from the campus may use the vehicle fuel card located in the glove compartment.  The fuel card may be used only for gas, diesel, oil and emergency repairs that have been authorized by the Motor Pool.  The card must be returned with the vehicle.  When traveling to urban areas, customers should remove the fuel card and keep the card with them until they return to the vehicle.

Before fueling, make every attempt to verify that the station accepts the fuel card.  The Motor Pool will reimburse the driver for fuel purchases where the fuel card is not accepted.  Original receipts (marked with the customer's University ID number, office address, and signature) will be required to process reimbursement.

The fuel card and receipts for purchases must be returned with the vehicle.  Any unauthorized purchases will be billed to the department requesting travel, along with a penalty fee.  Lost fuel cards should be reported immediately to the Motor Pool at (541) 737-4141.  A fee will be assessed if the fuel card is lost.

Gas Cans

Gas cans MUST BE REMOVED from the vehicle and placed on the ground before filling.  When a gas can is on land (as compared to in the bed of a pick up truck) it is grounded which eliminates the sparks caused by static electricity.  This procedure for filling gas cans will eliminate the risk of fires and dangerous situations.

504: Parking a Vehicle

Motor Pool Policy & Procedure Manual
Section 500: Using a Vehicle
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To facilitate the parking of Motor Pool and personal vehicles. 

Applicability

All departments and individuals who use Motor Pool vehicles.

Policy

Motor Pool Vehicles

Motor Pool vehicles (included those on extended use) have a Faculty/Staff parking permit displayed that allows them to be parked in any campus parking lot.  They cannot be parked in reserved, handicap, and services spaces unless the operator has the appropriate parking permit displayed.  If parking in a metered parking space, the driver must put money in the parking meter.

Personal Vehicles

If a personal vehicle with a parking permit needs to be parked while a Motor Pool vehicle is used, there are three campus parking lots within easy walking distance of the Motor Pool:

  1. Crop Science lot east of Motor Pool,
  2. Gravel lot west of the Motor Pool chain link fence, and
  3. The gravel lot across the street and north of Motor Pool.

Permits are required in all parking lots on campus for personal vehicles.  The Motor Pool can provide parking permits for a fee if the vehicle operator does not have a current parking permit.

Parking Infractions

The driver of a Motor Pool vehicle is responsible for all parking violations and associated charges.

505: Roadside Emergencies/Repairs

Motor Pool Policy & Procedure Manual
Section 500: Using a Vehicle
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To prepare operators of Motor Pool vehicles for emergency situations that arise while on the road.  

Applicability

All departments and individuals involved in the renting and using of Motor Pool vehicles.

Policy

If a Motor Pool vehicle breaks down, the driver will contact the Motor Pool (541-737-4141).  If the vehicle cannot be operated safely, the Motor Pool will arrange for the repair and/or removal of the vehicle.  If the Motor Pool vehicle can be legally and safety driven, take it directly to the OSU Motor Pool.

If the vehicle cannot be operated and Motor Pool personnel are not available, contact the Public Safety Office at 1-866-253-5671.  This phone number is also listed on the front of the dispatch book in the vehicle.

506: Servicing a Vehicle

Motor Pool Policy & Procedure Manual
Section 500: Using a Vehicle
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To identify the different vehicle related services offered by the Motor Pool.

Applicability

All departments and individuals involved in the renting and using of Motor Pool vehicles or have department vehicles that require periodic maintenance.

Policy

Motor Pool vehicles are serviced regularly at the Motor Pool.   Departments are encouraged to bring their department owned vehicles in annually for inspection and service.

For Motor Pool vehicles on extended use – see MPL 302: Extended Use Vehicles

507: Returning a Vehicle

Motor Pool Policy & Procedure Manual
Section 500: Using a Vehicle
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To facilitate the returning of Motor Pool vehicles. 

Applicability

All departments and individuals who use Motor Pool vehicles.

Policy

Motor Pool vehicles will be returned to the Motor Pool office as scheduled.  Please contact the Motor Pool at (541) 737-4141 if the operator will not be able to return the vehicle on time.

Procedure

When returning a Motor Pool vehicle: 

Where

  1. Park in the area designated for returning state vehicles on the east side of the Motor Pool building.

How

  1. Fill in the return date, time and ending mileage.
  2. Note any issue with the vehicle that requires attention.
  3. Remove all garbage and personal items.
  4. Leave the dispatch book in the vehicle.
  5. Make sure the fuel card and receipts for purchases are returned with the vehicle.
  6. Turn off all lights.  Be sure and check the dome lights are turned off. 
  7. Close the windows and lock all the doors.
  8. Put the key in the key drop on the east side of the motor pool building.

508: Complaints

Motor Pool Policy & Procedure Manual
Section 500: Using a Vehicle
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To protect the University’s interests and ensure good relations with the public. 

Applicability

All departments and individuals who use Motor Pool vehicles.

Policy

No anonymous complaint will be accepted by the Motor Pool.   The driver’s response to the complaint is the basis for the Motor Pool’s reply to the complainant.

Both the identities of the complainant and the driver remain confidential unless released by actions of the Motor Pool Manager.

Complaints are reported through the DAS Risk Management website.

600 Accidents & Damage

601: Accidents & Reporting One

Motor Pool Policy & Procedure Manual
Section 600: Accidents & Damage
Effective: 02/01/1982
Revised: 08/15/2005

 

Purpose

To ensure the safety of operators and occupants of Motor Pool vehicles. 

Applicability

All departments and individuals who use Motor Pool vehicles.

Policy

All accidents and damage (including vandalism and vehicle theft) to or caused by a Motor Pool vehicle (including extended use vehicles) must be reported to the Motor Pool (541) 737-4141 no later than the next day, regardless of the dollar amount.  Repair costs for damages not reported to the Motor Pool, within 30 days, will be billed to the department in full.

Procedure

In the event of an accident, the employee operating the vehicle should take the following steps:

  1. Stop
  2. Ascertain if anyone is injured.  If so, take action for obtaining ambulance and medical care (911).
  3. Request that the local police come to the scene.  If the police are unable to respond, then contact the local police department to file a police report.
  4. Ask the investigating officer to file a written report regardless of the extent of the damages.
  5. Exchange information with the other driver (driver cards are in the booklet received when the vehicle was picked up).
  6. Complete the At the Scene of Accident form (included in the booklet received when vehicle was picked up).
  7. Provide the Witness Card to pertinent witnesses (included in the booklet received when vehicle was picked up) at the scene.
  8. Complete the Oregon Traffic Accident and Insurance Report (included in the booklet received when vehicle was picked up).
  9. Arrange with the Motor Pool for the removal of the vehicle if it cannot be operated.  If the vehicle can be legally and safety driven, it should be taken to the OSU Motor Pool at the earliest time possible.
  10. If the vehicle cannot be operated and Motor Pool personnel are not available, contact the Public Safety Office at 866-253-5671 (# is located on the front of the dispatch book).
  11. Report damage to or caused by a Motor Pool vehicle no later than the next day to the Motor Pool regardless of the dollar amount.

602: Vehicle Insurance

Motor Pool Policy & Procedure Manual
Section 600: Accidents & Damage
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To explain the vehicle insurance coverage for motor pool vehicles.

Applicability

All departments and individuals who use Motor Pool vehicles.

Background

OSU participates in the State of Oregon Insurance Fund (SOIF) for Motor Pool vehicles.  This insurance coverage is provided by the State of Oregon Department of Administrative Services (DAS) and administered by DAS Risk Management Division.  Physical damage and liability are both covered for Motor Pool vehicles.

Policy

Authorized drivers of Motor Pool vehicles and authorized passengers are covered by the State of Oregon Insurance Fund (SOIF) when conducting official Oregon State University/State of Oregon business in good faith within the scope and course of employment or duties.

When an authorized driver of a Motor Pool vehicle is at fault, the SOIF will cover damages to property or injuries sustained in the accident.  All departments are responsible for the deductible and may be charged up to the $2,500.00 deductible maximum.

Day Use Only of Motor Pool Vehicles

Diversions from official university business that serve a personal purpose are prohibited and not covered by SOIF.  However, a driver that is using a motor pool vehicle for official university business that coincides with a personal purpose (e.g. stopping for a meal en route) will be covered.

Overnight & Fulltime Use Only of Motor Pool Vehicles

Official University/ State business shall include using Motor Pool vehicles to obtain daily necessities (e.g. Restaurants, stores, grooming, laundry, medical, etc.) which is covered by SOIF.

Personal Liability

When a Motor Pool vehicle is used contrary to Oregon Revised Statues (ORSs) or Oregon Administrative Rules (OARs), the driver and vehicle shall not be covered by the State of Oregon Insurance Fund.  The driver shall be personally liable for any damage to the Motor Pool vehicle and harm to any other parties and property.  

Vehicles used contrary to ORSs, OARs and OSU policies means the driver is acting outside the definition of official university business, is not an authorized driver, and is acting outside the course and scope of his or her employment or duties.  Using Motor Pool vehicles for prohibited uses (e.g. carrying prohibited passengers or materials), and allowing an unauthorized person to drive will be outside the scope and course of employment or duties and not covered by the SOIF.

Cross Reference

Oregon Revised Statute 278Insurance for Public Bodies

Oregon Administrative Rules 125-155-0000 – 125-155-0900State Vehicle Use and Access

MPL 201 Authorized Drivers & Passengers

MPL 501 Vehicle Use

Additional Information

The Oregon Tort Claims Act, ORS 30.270, limits the amount of liability to $100,000 for bodily injury, $50,000 for property damage, and a $500,000 combined total for a single occurrence.

603: Fleet Safety Review Board

Motor Pool Policy & Procedure Manual
Section 600: Accidents & Damage
Effective: 02/01/1982
Revised: 08/15/2005

 

This policy is currently being revised.

700 Rates & Billing

701: Rate Schedule

Motor Pool Policy & Procedure Manual
Section 700: Rates & Billing
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To provide information related to the rates charged for the use of Motor Pool vehicles and services. 

Applicability

All departments and individuals who use Motor Pool vehicles.

Policy

The Motor Pool shall review equipment costs annually and make rate changes no more than once per year.  The following costs are used to compute the recommendations for rate changes.

Direct Operating Expenses>

  1. fuel
  2. oil
  3. tires
  4. repairs, and
  5. maintenance

Fixed Expenses

  1. investment costs
  2. depreciation
  3. replacement cost
  4. accident repairs, and
  5. administration

The current rates for Motor Pool vehicles are located on the Motor Pool website.

702: Billing & Payments

Motor Pool Policy & Procedure Manual
Section 700: Rates & Billing
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To facilitate the payment of charges related to Motor Pool vehicle usage.

Applicability

All departments and individuals who use Motor Pool vehicles.

Policy

Payments for use of Motor Pool vehicles, departmental fuel purchases, 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/Voyager will be accepted from external state or federal agencies.

703: Costs Not Covered by Motor Pool

Motor Pool Policy & Procedure Manual
Section 700: Rates & Billing
Effective: 02/01/1982
Revised: 07/01/2006

 

Purpose

To identify the costs not covered by the Motor Pool. 

Applicability

All departments and individuals who use Motor Pool vehicles.

Policy

The following costs are the responsibility of the driver and driver’s department: 

  1. All fines or traffic violations incurred by drivers of Motor Pool vehicles.  University funds may not be used for payment of fines/violations.
  2. Vehicle damages resulting from abuse, neglect, or the driver’s intentional action.
  3. Vehicle damages in the event of unauthorized use.
  4. Costs relating to other-than-normal vehicle expenses including towing charges, vehicle damage, and accessory installations and removals (radios, etc.).
  5. Cleaning accumulated food, paper, etc. left by users, including detailing, if necessary.
  6. Payment of any deductible associated with an employee's accident that occurred while driving a Motor Pool vehicle.

Manual Revision Record (MRR)

Motor Pool Policy & Procedure Manual
Section: Manual Revision Record
Effective: 07/01/2006

2011

Date Policy Summary of Change
9/30/2011 201 - Authorized Drivers and Passengers Updated 3 links for Oregon Administrative Rules

2006

Date Policy Summary of Change
7/1/2006 Entire Manual Updated contents and changed format to comply with the PPMM Program.