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  Motor Pool vehicle use privileges may be withdrawn from persons for inappropriate use of a Motor Pool vehicle.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.