Motor Pool Policies and Procedures

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Motor Pool (Rental Vehicles)

Organization, Location, Hours

One of the conveniences and services offered to University staff, faculty and students at Central Washington University is the Motor Pool. Safe and reliable rental vehicles are available at competitive prices from the Motor Pool located at 11th and D Streets in the Jongeward Building from 6:30am to 5:00pm, weekdays.

You can reserve sedans and passenger vans which include all-wheel drive mini vans by calling 963-3259 during office hours.

For your safety and convenience, the fleet of vehicles is maintained by certified mechanics.

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Restrictions on Use

Vehicles are to be used ONLY for official University business regardless of funding source. Vehicles may not be used for non-University or personal use.

Passengers are restricted to employees, students of the University or other persons being transported in the course of University business.

The Motor Pool along with Risk Management reserves the right to deny use of Motor Pool vehicles to individuals or groups who have received DWI, negligent driving citations, etc. in the previous two years.

Complaints received by Motor Pool regarding improper use of University vehicles will be referred to the appropriate dean or administrative officer for review.

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Procedures

Reservations

To reserve a Motor Pool vehicle, you must submit a completed Vehicle Request Form to the Motor Pool office with all appropriate signatures well in advance of the intended departure date. Please note that vehicle reservations will not be made by telephone.

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Motor Pool Forms

Forms are available from the Motor Pool. Mail or hand carry the completed Motor Pool Vehicle Request form to the Motor Pool. Upon completion of the trip, the Motor Pool will send a statement of charges to the department.

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Issuance of Keys

Keys are to be picked up at Motor Pool during office hours. If departing other than normal business hours, arrange to pick up the keys before the office closes.

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Parking of Personal Vehicles

One personal car may be parked in the space from which the assigned Motor Pool vehicle is taken.

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Reservation Cancellation

If a vehicle is scheduled and plans change, the department involved is responsible for notifying the Motor Pool of that change in advance. If the scheduled vehicle is not to be used, such cancellation must be reported at the earliest possible date but in no event less than four working hours in advance of the scheduled departure time. If such reporting is not done so the vehicle can be reassigned, the department will be assessed a penalty of one day's vehicle rental for each day of vehicle immobilization.

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Report of Damage to Vehicle

Prior to departure and upon returning, check the vehicle for any damage. If damage is noted prior to departure, please report it to the reservation clerk. If the office is closed, write an explanation on the Trip Record Card. If notations are not made on the trip card, the Motor Pool assumes that the last traveler is responsible for unreported damage.

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Use of Credit Cards

A credit card for use while operating a University vehicle will be found in the glove compartment of each fleet vehicle. These credit cards can only be used at Chevron stations. If a Chevron station cannot be located, pay cash and obtain a receipt showing vehicle license number, date, gallons, price and signature of driver and submit a travel expense voucher for refund.

Do not use the credit card in any vehicle except the one to which it is assigned.

Only gas, oil and items such as windshield wipers, headlights, etc., should be charged on this credit card.

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Emergency Service

In case of any emergency where the vehicle cannot be driven, call collect to the CWU Motor Pool, 509/963-3259 or after hours to 509/963-3000 and relate troubles encountered. Indicate details of injuries, if any, assistance needed and where driver can be located.

In the event you are involved in an accident with a CWU Motor Pool vehicle, follow these procedures:

Do not move the vehicle or leave the scene of the accident.
Notify: Local law enforcement agency
Notify: CWU Motor Pool Office, Jongeward Plant Services, 509/963-3259 or 509/963-3000.

All accidents must be reported to the Motor Pool within 24 hours. Obtain a copy of the Police report of the accident and bring it to the CWU Motor Pool Office.

Vehicle Accident Report forms are available at the CWU Motor Pool office in the Jongeward Plant Services Building.

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Return of Vehicles to Motor Pool

Vehicles are to be returned to the Motor Pool lot immediately upon returning from the trip. Check to see that lights are off, windows closed and all doors are locked. Complete the Trip Record Card noting any vehicle problems experienced.

If the vehicle cannot be returned as scheduled, notify the Motor Pool immediately at (509) 963-3259 or 509/963-3000. Often, the same vehicle is scheduled for departure on another trip shortly after its return. Failure to notify the Motor Pool will result in additional charges.

If returning other than during regular office hours, deposit trip card, keys and gas receipts in the drop box located on the west side of the Jongeward Plant Services Building. During office hours, return items to the Motor Pool.

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Accidents

Report to Law Enforcement Officials

Immediately report any accident to the local law enforcement agency including all pertinent information relative to the accident. Obtain the name, address and insurance carrier of the other driver and the name and addresses of any witnesses.

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Responsibilities of Department

The department using the vehicle is responsible for making sure the proper forms (Motor Pool Vehicle Request form) are completed.

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Responsibilities of Operator

The operator of a Motor Pool vehicle is responsible for:

• Having his/her driver's license in his/her possession at all times. Motor Pool vehicles will only be issued upon verification of the designated driver's valid license.
• Abiding by Motor Pool regulations, CWU parking and traffic regulations, and applicable state and local laws.
• Permitting only employees or students of the University or other persons on official University business to be transported in the vehicle.

Properly caring for the vehicle which includes:

• Using recommended grade of gasoline when refilling the tank.
• Regularly checking the oil on long trips.
• Reporting needed service or repairs to the Motor Pool by making notations on the back of the trip card.
• Clean up of the vehicle.

Locking the vehicle when it is unoccupied and placing personal possessions out of sight in vehicle. The University is not responsible for stolen items.

Paying all traffic and/or parking fines incurred.

Using and parking the vehicle in a manner that will not reflect unfavorably upon the University.

Making certain that the vehicle is returned at the appointed time.

Reporting any damage to the vehicle, regardless of how minor, to the Motor Pool within 24 hours.

Prohibiting the use or possession of alcoholic beverages or controlled substances in a University vehicle (see Revised Code of Washington, CWU 46.61.519).

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Damage

Accidents

The using department may be charged the first $500 deductible.

The University will not assume financial responsibility for damage caused by the negligence of the driver of a Motor Pool vehicle. This includes if the driver was not acting in good faith, had been using the vehicle for non-University related reasons, failed to meet licensing requirements, or comply with these regulations. In this case, the driver may be required to pay all costs resulting from an accident.

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Off-Road Use

Motor Pool vehicles are not intended for off-road use. Travel on unpaved roads, unimproved roads or off roads will result in an added charge of 12 times the current mileage rate for that vehicle and subject the using department to repair costs attributable to damage from this type of misuse. Only roof racks furnished by Motor Pool may be used on vehicles.

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Motor Pool Vehicle Use Rate Schedules

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