The motor pool has six (6) vehicles available to rent: three-15 passenger vans and two cars. The following procedure should be followed when requesting a vehicle:
Call the Motor Pool at 482-6120 or email Ward Vannoy, Motor Pool Foreman, in order to check if the desired vehicle is available for the required date. If a vehicle is available and the request was made verbally, then a travel request form shall then be filled out ASAP. All approved drivers should be listed on the travel request. If the vehicle is to be picked up earlier than the actual departure date, the pickup date should be listed on the travel request.
NO VEHICLE WILL BE RELEASED BY THE MOTOR POOL WITHOUT AN APPROVED TRAVEL REQUEST FORM.
To charter a bus, please refer to the Charter Bus Service webpage and complete the Charter Request Form.
Vehicle Inspection Forms using the back of the MV# vehicle log should be conducted on a monthly basis for preventative maintenance and to report issues (not emergency repairs).
MV3 Daily vehicle log form SHOULD BE FILLED OUT AT THE END OF EACH TRAVEL DAY, WITH ALL EXPENSES LISTED.
Both of the above referenced forms should be turned into the Motor Pool office, by the 1st of each month, but NO LATER THAN THE 3rd of each month.
In the unfortunate event that a rental vehicle has a flat or breakdowns during normal business hours, the Motor Pool shall be contacted for direction. If the break down occurs after hours, then repairs shall be facilitated at the nearest repair shop. University Police shall be contacted with details of the breakdown so that the information can be passed onto the Motor Pool at the beginning of the next business day. If another vehicle is needed then, Enterprise should be contacted.
Automobile accidents that occur while on approved University related business must be reported immediately. Ensure that the police are contacted and that a police report is issued. The report will include contact information for the opposite vehicle (if applicable) which will be needed later. Accidents should be documented on a DA2041 (vehicle accident report form), which is in the vehicle glove compartment. If at all possible, please take photographs of the accident and accident site.