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.

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 278 – Insurance for Public Bodies

Oregon Administrative Rules 125-155-0000 – 125-155-0900 – State 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.

This policy is currently being revised.