TRAVEL
95.35
Revised 7-07
Motor Pool
335-9085
PDF link
OVERVIEW
The Motor Pool provides vehicles to authorized WSU faculty, staff, and students who travel on WSU business. The Motor Pool provides vehicles for WSU Pullman and some non-Pullman locations.
WSU Pullman Motor Pool
The Motor Pool is located in the Markley Services Building on Grimes Way at Pullman.
The Motor Pool is operated by the Plant Services Division of Facilities Operations.
Non-Pullman Motor Vehicle Departments
Some non-Pullman locations have campus motor vehicle departments which provide vehicles to authorized faculty, staff, and students who travel on WSU business.
Contact the campus motor vehicle department for information about scheduling vehicle rentals, and for vehicle release and return times, procedures, and requirements for non-Pullman locations.
Report needed service or repairs to the campus motor vehicle department, as applicable, when returning a vehicle. See below.
SCHEDULING PULLMAN MOTOR POOL VEHICLES
Use the online Campus Automobile Reservations System (CARS) to schedule Motor Pool vehicles. Refer to 85.33 to obtain authority to reserve vehicles through CARS. Sedans, station wagons, 7- and 8-passenger vans, cargo vans, pick ups, and a 1.5 ton flatbed truck may be scheduled through CARS. Refer to 95.36 for the rate schedule.
If access to CARS is not available, telephone the Motor Pool at 335-9085. Provide the Motor Pool with the following information:
- Trip destination,
- Type of vehicle needed,
- Driver's name and license number,
- Length of time the vehicle will be checked out,
- Dates of planned use,
- Purpose of travel,
- Number of travelers, and
- Supporting account or requisition number.
The scheduling date determines priority. Normally, scheduling one to three weeks in advance of need insures availability. However, it is sometimes possible to obtain a vehicle on very short notice.
Cancellations
Scheduled vehicles must be canceled prior to 24 hours before the scheduled pick-up time in order to avoid a penalty assessment of one day's minimum daily charge. Use CARS, or telephone the Motor Pool office to cancel a vehicle rental.
As a customer service policy, the Director of Plant Services has authority to approve adjustments to rental charges if extenuating circumstances arise.
Long-Term Rentals
Vehicle rentals of 30 days or more qualify for the lower long-term rental rate. See 95.36 for the rate schedule. (NOTE: Long-term rentals cannot be scheduled through CARS.)
Requirements
At least one of the following conditions must exist prior to assignment of a passenger motor vehicle on a long-term basis:
Vehicles Less Than Five Years Old or With Less Than 75,000 Miles
For vehicles less than five years old or with less than 75,000 miles, travel requirements are demonstrated to average or are reasonably estimated to average not less than 1,000 miles per month.
This travel shall not include any travel by the assignee between home and duty station. Those permanently-assigned passenger motor vehicles that do not maintain this mileage over a three-month period are to be returned to the Motor Pool.
Vehicles More Than Five Years Old or With More Than 75,000 Miles
For vehicles more than five years old or with more than 75,000 miles, travel requirements are demonstrated to average or are reasonably estimated to average not less than 500 miles per month.
This travel shall not include any travel by the assignee between home and duty station. Those permanently-assigned passenger motor vehicles that do not maintain this mileage over a three-month period are to be returned to the Motor Pool.
24-Hour Call
Individuals requiring the vehicle are on 24-hour call and all of the following conditions exist:
- A state-owned or operated passenger motor vehicle is not available on a 24-hour dispatch basis.
- It is not practical to provide for such transportation by the use of other vehicles.
- The frequency of such travel on call is greater than would justify requiring the employee to use his or her own personal vehicle.
Special Needs
A need exists for a specially equipped or special purpose passenger motor vehicle which limits the use or which is essential to a particular program, individual, or purpose. See below.
Exceptions
The permanent assignment of a passenger motor vehicle for any purpose other than those listed above can only be done after a written justification for such assignment has been approved by the Washington State Office of Financial Management.
Travel from Home to Work
The permanent assignment of a vehicle to an employee for use on official state business is not in itself sufficient justification to utilize that vehicle for travel between the duty station and home.
Scheduling
To schedule a long-term rental, the department chair sends a completed Vehicle Request/Justification form to the Motor Pool office. Complete and/or print the PDF master form on 95.35.14 to obtain supplies of the Vehicle Request/Justification.
Enter the following information:
- Dates and locations of use
- Reason for needing the vehicle
- Estimated monthly mileage
- Names of drivers
- Individual responsible for the vehicle (includes responsibility for operation, maintenance, storage, driver conduct, and reporting mileage and maintenance expense to the Motor Pool each month). Include the individual's e-mail address.
NOTE: All University- or department-owned vehicles must be maintained by Motor Pool personnel, unless the department has staff available who are appropriately classified and qualified to perform vehicle maintenance.
Driver Responsibilities
Each driver of a long-term rental vehicle is responsible for conducting a visual inspection of her or his assigned vehicle on a daily basis. The driver must:
- Inspect tires,
- Inspect oil,
- Inspect water,
- Inspect windows,
- Inspect lights and blinkers,
- Inspect underneath the vehicle for fluid leaks, and
- Closely inspect any added-on devices or accessories for loose or missing bolts, cracked welds, etc. Add-on devices may include:
Liftgates,
Canopies,
Racks, and
Tool boxes
The driver is responsible for notifying the Motor Pool and scheduling service for all maintenance needs noted as soon as possible.
A special purpose vehicle is defined as:
- Any vehicle ordered that changes, alters, or accessorizes any standard specifications from a state procurement contract.
- Any vehicle purchased that is not carried on a state procurement contract.
- Any vehicle that has changes made to it after being received by the Motor Pool. Such changes may include:
Canopies
Liftgates
Air bag shocks
Fog lights
Overload springs
Winch/bumper
Request Documentation
Any department requesting a special purpose vehicle must submit a Vehicle Request/Justification form signed by the department chair or manager and complete the Special Purpose Vehicle agreement section of the form.
Complete and/or print the PDF master form on 95.35.14 to obtain supplies of the Vehicle Request/Justification.
Motor Pool Approval
A department must obtain prior approval from the Motor Pool before any vehicle alterations are permitted. If alterations are done without approval and damage is done to the vehicle, the department is held financially responsible for the repairs.
Damage
Plant Services and the Office of Risk Management and Insurance evaluate vehicle or property damage potentially resulting from gross negligence, abuse, neglect, or added-on devices or accessories. The evaluation determines whether the department or Plant Services is chargeable for the vehicle repair.
Costs
Approval of the completed Special Purpose Vehicle agreement section of the Vehicle Request/Justification form binds the department to paying an agreed rental rate for a predetermined amount of time. This allows the Motor Pool to recoup the expense of purchasing and altering the vehicle. The additional cost of any alteration and/or accessory is added into the rental rate over the predetermined time period.
Special purpose vehicle costs cannot be recouped at the sale of the vehicle. These costs include:
- Modifications. These costs are added to the initial cost of a vehicle.
- Alteration labor (e.g., labor to install a liftgate). These costs come directly out of Motor Pool overhead.
- Added maintenance (e.g., repairing a damaged liftgate). These costs come directly out of Motor Pool overhead.
The Motor Pool makes every attempt possible to find a new customer for a special purpose vehicle if the original department no longer needs the vehicle.
WSU PULLMAN VEHICLE RELEASE
Check out vehicles between 7:00 a.m. to 5:00 p.m. Monday through Friday. The Motor Pool is closed weekends and holidays.
Vehicle Release Authorization
The driver's department completes a Vehicle Release Authorization. Vehicles are not released without a properly authorized and completed authorization form. Obtain supplies of the Vehicle Release Authorization by completing and/or printing the PDF master form on 95.35.15. (NOTE: Online users of CARS may print completed authorization forms by using Entire Connection software or printing the online form screen.)
Form Completion
The following form instructions are keyed to the numbers on the sample below. Form sections not described are considered self-explanatory.
Requisition No. (1)
If the department has established a blanket requisition with Motor Pool, enter the number in this block.
CARS Reference No. (2)
Enter the reference number assigned by CARS. If the vehicle is scheduled by telephone, Motor Pool personnel provide this number. This number is used to track the transaction in CARS and Account Balances.
Account Code (3)
Enter the account code for supporting accounts. This is not necessary if Requisition No. is entered.
Distribution (4)
Enter the percentage or dollar amount to be supported by each indicated account. Do not complete if only one account supports the rental.
Rental Period (5)
The rental period begins when the trip actually commences.
Purpose of Travel (6)
Enter the purpose of travel. The travel must be for official University business.
Approval (7)
The trip must be approved by an individual who is delegated authority to approve travel (see 95.01 and 95.05). Trip approval may be documented on a Travel Authority form. If a Travel Authority was not issued for the trip, the individual with authority to approve travel signs the Vehicle Release Authorization.
Even if a Travel Authority was previously issued, the Vehicle Release Authorization must be signed by a departmental officer who has been delegated expenditure authority for the supporting account. See 70.02 for an explanation of expenditure authority.
A traveler may not approve a Vehicle Release Authorization for his or her own travel.
Driver's Signature (8)
The driver should not sign the form until the vehicle is actually checked out.
Distribution
The department retains the yellow copy or a photocopy of the approved original. The driver brings the approved original to the Motor Pool when the vehicle is checked out.
Check Out
Only the individual indicated as driver on Vehicle Release Authorization may check out vehicles from the Motor Pool. Exception: If the indicated individual isn't available, the department may authorize another person to pick up the vehicle using the signed Vehicle Release Authorization form.
The driver must exhibit a valid driver's license before the Motor Pool office releases the vehicle. The driver's license number is listed on the Vehicle Sign-Out Ticket prior to release of the vehicle. NOTE: The license must be valid for the type of vehicle driven.
Upon checking out a Motor Pool vehicle, the driver assumes responsibility for care and maintenance of the vehicle.
Sign-Out Ticket
The driver visually inspects the assigned vehicle and indicates any damage on a Vehicle Sign-Out Ticket. The driver signs the Ticket and returns it to the Motor Pool office.
Drivers may leave private vehicles in the on-street parking area north of the Markley Services Building while using Motor Pool vehicles. Motor Pool staff issue parking hang-tags to drivers for this purpose.
Weekend/Holiday Departure
Present the completed and authorized Vehicle Release Authorization to the Motor Pool office prior to 4:30 p.m. on the last working day prior to the weekend or holiday. The Motor Pool office issues the vehicle at this time. Contact the campus motor pool office for weekend/holiday deadlines for non-Pullman locations.
The "per day" charge begins when the trip actually begins. Motor Pool staff inquire when travel actually begins for vehicles picked up after 3:00 p.m.
Sign-In Ticket
Motor Pool issues a Sign-In Ticket when the vehicle is released. The driver is responsible for retaining the Sign-In Ticket for completion upon return. If a Sign-In Ticket is lost, ticket replacement cards are available in the Motor Pool lobby.
During Regular Hours
Either the driver fills the vehicle with fuel before returning it to the Motor Pool or Motor Pool personnel fill the vehicle at the Motor Pool fuel site upon return. The Motor Pool charges departments the current Pullman retail price for fuel.
Return the vehicle to the Motor Pool compound.
Enter the return mileage and sign the Sign-In Ticket.
Return the keys and the completed Sign-In Ticket to the Motor Pool Office.
Report needed service or repairs to the Motor Pool when returning a vehicle.
After Hours
Park the vehicle in the parking area near the north gate of the Motor Pool.
Lock the vehicle.
Deposit the keys and a completed vehicle Sign-In Ticket in the locked receptacle drop slot in the Motor Pool lobby.
Report Needed Service/Prompt Return
Note needed service or repairs on the Sign-In Ticket. Drivers are requested to return vehicles at the scheduled time to permit the campus Motor Pool to meet commitments to other users.
Should circumstances arise which delay the turn-in time, promptly notify the Motor Pool. If possible, the Motor Pool will alter the schedule to accommodate the user.
Penalty
Failure to return the vehicle at the proper time can result in a penalty assessment of one day's minimum daily charge for each day or portion thereof that the vehicle is overdue. This fee is in addition to the regular rental charge.
REPORTING ACCIDENTS
Report accidents on a State of Washington Vehicle Accident Report. See SPPM S35.30 for details.
SERVICE AND REPAIRS
WSU Pullman
To limit costs, operators of WSU Pullman Motor Pool vehicles must obtain oil, repairs and maintenance from the WSU Motor Pool whenever possible.
Repairs and Service
All WSU Pullman vehicles must be maintained by the Motor Pool, unless the department has staff available who are appropriately classified and qualified to perform vehicle maintenance. Contact Human Resource Services for employee classification information.
Departments are required to have emissions testing, as required, and annual safety inspections conducted by the Motor Pool for each vehicle.
The Motor Pool maintains all inspection, maintenance, and testing records for WSU Pullman vehicles. Departments must submit record copies to the Motor Pool for any maintenance performed by qualified and classified departmental personnel.
As a customer service policy, the Director of Plant Services has authority to approve adjustments to service charges if extenuating circumstances arise.
Fuel Purchases
Departments are responsible for all fuel purchases for rental vehicles.
Departments may obtain Voyager credit cards to purchase fuel at a discount contract rate. To obtain a Voyager credit card, contact Purchasing; telephone 335-3541.
In the event that a department doesn't have a Voyager credit card, the Motor Pool supplies a card upon request. Motor Pool bills the department at a later time (usually the following month) for fuel purchased with a Motor Pool Voyager card.
Personal Credit Card or Cash
Drivers who use a personal credit card or cash to pay for fuel purchases complete a Travel Expense Voucher (see 95.20) after returning to campus. Send the voucher and receipt to Travel Services.
Long-Term Rentals
Departments are to use access cards to purchase fuel for long-term rental vehicles from the Motor Pool fuel site. Contact the Motor Pool to obtain access cards to the campus Kardgard system for obtaining fuel.
The Motor Pool sends a monthly report listing all fuel site purchases to each department that obtains fuel from the Motor Pool with an access card.
Non-Pullman Locations
Repairs and Service
Non-Pullman locations use local vendors, unless appropriately classified vehicle maintenance staff are qualified and available to perform repairs and service. Contact Human Resource Services for employee classification information.
The state of Washington has a contract for tire purchases. A non-Pullman department must obtain a recommendation from the Motor Pool for a participating state contract vendor.
The Motor Pool or campus motor vehicle department pays for all repairs to daily and long-term WSU rental plan vehicles. Departments are responsible for scheduling service and repairs.
Non-Pullman location departments are required to have emissions testing, as required, and annual safety inspections conducted by qualified and classified personnel or local vendors for each vehicle.
Non-Pullman locations must maintain all maintenance, inspection, and testing records for departmental vehicles.
Fuel Purchases
Departments are responsible for all vehicle fuel purchases.
Departments may obtain Voyager credit cards to purchase fuel at a discount contract rate. To obtain a Voyager credit card, contact Purchasing; telephone 335-3541.
In the event that a department doesn't have a Voyager credit card, the Motor Pool supplies a card upon request. Motor Pool bills the department at a later time (usually the following month) for fuel purchased with a Motor Pool Voyager card.
Personal Credit Card or Cash
Drivers who use a personal credit card or cash to pay for fuel purchases complete a Travel Expense Voucher (see 95.20) after returning to campus. Send the voucher and receipt to Travel Services.
On the Road
Personal Credit Card or Cash (Routine Service)
Drivers who use a personal credit card or cash to pay for routine service complete a Travel Expense Voucher (see 95.20) after returning to campus. Send the voucher and the receipt to the Motor Pool for budget information and the Plant Services Director's signature. Motor Pool then routes the Travel Expense Voucher to Travel Services.
Major Repair
WSU Pullman Vehicles
All major repairs of $200 or more must be authorized by the Motor Pool.
Telephone the Motor Pool 509-335-9085 during regular working hours or Facilities Operations 509-335-9000 after hours and weekends. They either approve repairs or suggest an alternative. If the vehicle is to be repaired, the Motor Pool provides the operator with the name of an approved private garage or a nearby Washington State Department of Highways facility.
The driver signs the bill acknowledging receipt of labor and materials and returns the copy of the bill to the Motor Pool office. The vendor mails another copy directly to the WSU Motor Pool.
Non-Pullman Vehicles
All major repairs of $200 or more must be authorized by the campus motor vehicle department.
Telephone the campus motor vehicle department during regular working hours or Facilities Operations 509-335-9000 after hours and weekends. They either approve repairs or suggest an alternative. If the vehicle is to be repaired, the campus motor vehicle department provides the operator with the name of an approved private garage or a nearby Washington State Department of Highways facility.
The driver signs the bill acknowledging receipt of labor and materials and returns the copy of the bill to the campus motor vehicle department. The vendor mails another copy directly to the campus motor vehicle department.
Winter Driving
The Motor Pool or campus motor vehicle department furnishes chains and snow tires for winter driving conditions. Pass and road condition reports are available at the Washington Department of Transportation web site at:
CHARGES
WSU Pullman Motor Pool Rental Fees
Charging Rental Fees
The rental fee consists of the daily rate and, if appropriate, a premium charge for extra miles. See 95.36 for a rate schedule.
Rental days are calculated in 24-hour periods, beginning with the trip start time indicated on the Vehicle Release Authorization. Minimum charge is for one day. Example: A vehicle picked up at 8 a.m. and returned at noon the following day would result in a two-day charge. If it was returned at 7:30 a.m. the following day, a one-day charge will be assessed.
NOTE: Half-day (reduced) rates are available for 7- and 8-passenger vans and cargo vans which are picked up and dropped off within four hours during a working day.
The Motor Pool charges rental fees on the basis of the information on the Vehicle Release Authorization and the Sign-In Ticket.
Short-term Rentals
After the billing document is received from Motor Pool, compare billed mileage with the original trip itinerary to verify the reasonableness of charges.
Long-term Rentals
The requisitioning department reports mileage and itemized maintenance expense for each vehicle by the 25th of each month.
Non-Pullman Location Rental Fees
Non-Pullman campus motor vehicle departments charge rental fees based on information on applicable release and sign-in materials. Contact the campus motor vehicle department for more information about rental fee charges, as well as short- and long-term rentals.
Included Operating Costs
Certain operating costs are included in the rental fee which departments pay the Motor Pool or campus motor vehicle department.
These paid costs include:
- Emergency purchases of tires and batteries.
- Repair charges resulting from vehicle breakdown.
- Regular maintenance service, oil change, lubrication.
- Auto accident liability and property damage. See SPPM S35.36.
Costs Not Included
Operating costs not covered by the rental fee include:
- Gasoline. Departments are responsible for paying fuel costs.
- Parking, ferry and bridge tolls, storage and similar services. Usually these costs are paid by the requisitioning department.
- Damage charges. Damage to motor pool vehicles from negligence or abuse is charged to the requisitioning department.
- Parking tickets and fines. The driver is personally responsible for payment.
RESTRICTIONS ON VEHICLE USE
Personal Use
WSU motor pool vehicles shall be used for official University business only, regardless of the source of travel funds. Use of state-owned vehicles for personal business is absolutely prohibited.
Drivers
Authorization to drive WSU vehicles is granted by the department chair who is responsible for the vehicle and the conduct of the driver and passengers. See SPPM S35.10 for driver requirements.
Students
Only students who have been authorized by the department chair may drive.
Student Driver Authorization
The department chair grants authority to drive motor pool vehicles on a Student Driver Authorization form.
Obtain a blank copy of the authorization form by completing and/or printing the PDF master on 95.35.13.
Route the completed and signed Student Driver Authorization to the applicable motor vehicle office.
Student Organizations
ASWSU organizations and committees may rent vehicles from the Motor Pool or campus motor vehicle department. Other student organizations are not eligible to obtain WSU motor pool vehicles.
Passengers
See SPPM S35.10 for passenger requirements.
Animals
Obtain authorization from the Motor Pool or campus motor vehicle department manager for transporting animals, birds, insects or reptiles in WSU motor pool vehicles. Permission may be granted if animals, birds, insects or reptiles are properly caged or contained.
See the PDF master forms:
95.35.13: Student Driver Authorization
95.35.14: Vehicle Request/Justification
95.35.15: Vehicle Release Authorization
Complete and/or print as needed