University Vehicles may ONLY be used for official University business and
may NOT be used for any other purpose. University vehicles are not covered
by liability insurance. Rather, University employees, students, agents
or volunteers who drive a
University vehicle for the sole purpose of participating in authorized
University activities are covered for liability
(contact Risk
Management for details). This means that no coverage is provided for anyone, including
any University employee, who operates a
Motor Pool vehicle for nonauthorized, non-University business purposes.
University employees, University students, agents of the University
and University volunteers may be drivers and/or passengers of
University vehicles. Non-University employees or non-University students
may only ride in a Motor Pool vehicle if they are
participating in the function for which that vehicle is being used;
however, they cannot drive a Motor Pool vehicle. See Reserving a
Vehicle, for required approvals. Contact Risk Management for the
definition of an agent.
Only drivers with valid driver's licenses may operate a Motor
Pool vehicle. The driver must have the license in his or her
possession at all times while driving the vehicle.
The individual operating a vehicle is responsible for any
parking and traffic violations. Damage to a vehicle due to other
than normal usage may be charged to the department.
UNIVERSITY POLICY PROHIBITS TAKING UNIVERSITY VEHICLES TO PRIVATE HOMES.
Violation of this policy means the driver may be personally liable for
injury or property damage. (See UA Insurance Coverage Brochure available from
Risk Management.)
The University Fleet Manager may make occasional exceptions to the policy if
taking the vehicle home is integral to the business purpose of the trip.
NOTE: State Risk Management requires that drivers of High Occupancy Vehicles (HOV) receive
training. Due
to the new requirements, Requests for Motor Pool Vehicles (RMPV) must be completed for all HOV rentals and
the names of all driver's listed on the RMPV. Please contact UA Risk Management at 621-1790 to schedule this training.
Call the Motor Pool to reserve the required vehicle as soon as the
details of the trip are known OR reserve a vehicle online.
Cancel vehicle reservations as soon as possible, as others
may wish to use the vehicle. Failure to cancel 24 hours prior to dispatch time will result in a cancellation fee equal to one days vehicle rental.
Notification should be given in writing, not less
than 24 hours before the trip in the event of any change involving:
Change in hour of departure or return,
Change in destination, OR
Change in type of equipment.
Vehicles will be held for one hour after the scheduled departure.
Vehicles may be released to other users after that time. A cancellation
fee of one day's rental will be assessed.
Vehicles may be picked up at the Motor Pool from 6:00am to 5:00pm
Monday through Friday. 6:00am to 12:00pm Saturday and 12:00pm to 6:00pm Sunday
Inspect the vehicle for preexisting damage/discrepancies, if any, request that the
dispatcher notate on the rental contract.
Individuals driving Motor Pool vehicles must show a valid driver's
license, a current University ID and sign a Motor Pool Rental Agreement
when picking up a vehicle. The dispatcher will verify that all drivers of HOVs have attended the state mandated training sessions.
The individual picking up the vehicle must know the account number to
be charged. (This account number must match the one given on the Request
for Motor Pool Vehicles form.)
All vehicles will have a full tank of gas when they are picked up from
the Motor Pool. When using the Motor Pool vehicle around Tucson, use
the Motor Pool gas pump to refuel.
If using a Wright Express (WEX) gasoline credit card (obtained from the
Motor Pool staff) while on an extended trip, write the license plate
number and the Motor Pool vehicle number on the charge slip. A list
of companies, which will honor the credit card, will be provided with the credit card. If the service station will
not accept the credit card, pay for the gasoline and get a receipt. Every Effort should be made to use the WEX card,
as it saves the University money, i.e. fuel purchased by other means may be reimbursed at the per gallon rate less
the $0.18 per gallon Federal Excise Tax savings realized by using the WEX card. (Mexico exempt.)
A valid receipt must show date of purchase, name of vendor, the
license plate number and Motor Pool
vehicle number, and the total amount paid. Present this receipt to
the Motor Pool staff upon completion of the trip and they will prepare a
Check Request.
If $50 or less, the Check Request will be forwarded to Accounts Payable.
If greater than $50, the Check Request will be routed
to the fund accountant for signature. The fund accountant will forward
the Check Request to Accounts Payable.
Accounts Payable will process the reimbursement and it will be
added to the employee's after tax net pay.
All credit cards and receipts must be returned to the Motor Pool
upon completion of the rental.
In the event of a mechanical breakdown or an accident, follow
instructions in the Operator's Guide, located in the glove compartment
of each vehicle. Emergency phone numbers are also supplied in this material.
If repairs to a Motor Pool vehicle are necessary, call the Motor Pool for
approval. The Motor Pool will either pay the vendor directly or instruct
the driver to pay for the repairs with the credit card. If the
driver must personally pay for any repairs, a valid receipt must be
obtained for reimbursement.
The receipt must show date of purchase, name of vendor, license
plate number, Motor Pool vehicle number, and the total amount paid.
Present this receipt to the Motor Pool staff upon completion of
the trip and they will prepare a Check Request.
If $50 or less, the Check Request will be forwarded to Accounts Payable.
If greater than $50, the Check Request will be routed
to the fund accountant for signature. The fund accountant will forward
the Check Request to Accounts Payable.
Accounts Payable will process the reimbursement and it will be
added to the employee's after tax net pay.
Any alterations to a vehicle (for example, removal of seats from a carry-all)
must be performed by Motor Pool personnel.
Return vehicle(s) to the Motor Pool immediately upon completion
of official University business in compliance with University policy.
If returning the vehicle between 6:00 am and 5:00 pm, park
the vehicle in the spaces provided inside the Motor Pool compound, locked.
Return the key to the dispatch counter.
If returning the vehicle between 5:00 pm and 6:00 am, park
in the north parking lot. Leave the vehicle locked and place
the keys in the drop box on the fence to the Motor Pool compound,
next to the blue emergency phone.
Any unclaimed items left behind in a Motor Pool vehicle
are turned over to University of Arizona Police Department (UAPD)
if not claimed within one week.
Use the form in the glove compartment to report any mechanical defects to the Motor Pool upon return of
the vehicle.
If any damage is incurred, fill out the Automobile Loss Report located in the glove compartment.
Account Number:
Record the six digit FRS account number to be charged
Travel Type:
Indicate the destination of travel for which this vehicle will be used.
Travel Authorization Reference No.:
If a
Travel Authorization is required in
conjunction with this form, enter the Travel Authorization number.
Travel Information:
Record the name and title of the person for whom the vehicle(s) is to be
reserved, last name first. This person will have primary responsibility for
the vehicle(s) and his/her name should be used when referring to the
reservation and in picking up the vehicle.
NOTE: THIS MUST BE A UNIVERSITY EMPLOYEE, STUDENT, AGENT, OR VOLUNTEER.
Noncourse/course: Indicate whether or not the transportation
will be used in conjunction
with a University class. If the "course" box is checked,
enter the course number and the semester in which the transportation will be required.
Number of Passengers: Record the number of faculty/staff, students
and non-University related persons (other), not including the driver,
who will ride in the vehicle(s). NOTE: If non-University persons will
be riding in the vehicle, list their name(s) and the reason(s) in
the Purpose of Trip section. These riders must be approved by the
Fleet Manager.
Destination: Record the farthest point of travel from the campus.
Depart/Return: Record the date and time the vehicle is to be picked up and the date
and time the vehicle will be returned.
The ESTIMATED RENTAL CHARGES are equal to the sum of the rental charges
plus the mileage charge.
The rental charge is equal to the appropriate daily rental rate
for the required vehicle multiplied by the number of rental days.
The mileage charge is equal to the mileage rate for the
required vehicle multiplied by the estimated number of miles.
NOTE: Gasoline is included in the mileage charge.
Not applicable. Chauffeuring services are no longer offered.
The TOTAL ESTIMATED EXPENSE equals the ESTIMATED RENTAL CHARGES.
The TOTAL is the sum of the TOTAL ESTIMATED EXPENSES.
Purpose of the Trip:
Record the reason(s) for the use of the vehicle. If passengers will be
riding in the vehicle(s) who are neither employees nor students, list their names in this area. If renting
an HOV, list the names of the drivers. ALL drivers must have attended the mandatory HOV training.
