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Chapter 6. Central Stores

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6.3. Motor Pool Vehicles


Definition

Motor Pool Vehicles: A fleet of safe and properly maintained vehicles to be used for University business.

Personal Use: Any trip, or segment thereof, that is made for the purpose of participating in an activity or function that is not official University business or for which the expenses are not reimbursable by the University or which is made to transport an unauthorized passenger, constitutes personal use of a University vehicle.


Policy

In an effort to reduce the frequency and severity of motor vehicle accidents and injuries, all persons traveling in a University vehicle are required to adhere to the University's policies and procedures regarding the use of University vehicles. Each department has been provided a supply of the University Motor Pool Policies and Procedures pamphlet. The pamphlet can also be found in each University vehicle. The assignment of University owned vehicles is limited to full- and part-time faculty and staff members or, when to the advantage of the University, to students or guests.

The use of any University vehicle is restricted to the conduct of official University business, and any use for personal business or pleasure is prohibited. It is the responsibility of the dean, department chair or director to carefully review and approve the request for assignment of a University vehicle to students or guests in order that such drivers may be protected under the provisions of the University liability insurance.

Any employee, student, or guest assigned to a University vehicle must be at least 18 years of age and have a valid driver's license recognized by Michigan law. All drivers are required to have no more than a total combination of five (5) current points in the Michigan (or any other) point system, with no single infraction totaling more than three (3) points. Drivers will be required to sign a statement indicating that they meet the above criteria before a vehicle will be released from the Motor Pool.

In addition to the requirements for private passenger vehicles, all passenger van drivers must complete the "Coaching the Van Driver" CD-ROM training program. A training center has been established at Public Safety for this program. To schedule training, contact Public Safety at 7-2216.

Passengers in University vehicles are limited to employees, students, or guests of the University traveling on official University business. Authorized passengers who are properly licensed to drive in accordance with the provisions above are authorized to assist in the driving of a University vehicle. If the passengers will be assisting with the driving of a passenger van they must complete the van training program as well.

All drivers and passengers are required to wear seat belts when traveling in any University vehicle. This policy applies to anyone authorized to drive or ride in any University vehicle that is equipped with passenger restraints (seat belt assemblies of the lap or lap/shoulder design). In the event of authorized children passengers, child safety restraint laws must be obeyed. Further, no vehicle shall be operated when the number of occupants exceeds the number of passenger restraints available. Failure to comply with this policy may result in disciplinary action.

University-owned vehicles are not to be driven in excess of the speed limits posted by the State and municipalities. Violation fines are entirely the responsibility of the driver involved.

The University will bear operating, repair, and maintenance expenses for vehicles issued on a rental basis and in turn will charge the department on a mileage basis rate. Such rates may be adjusted from time to time, depending upon the operational cost per mile. Contact the University Motor Pool at 7-2700 for current rates.


Procedure

To request and reserve a Motor Pool vehicle, do the following:

  1. Contact the Motor Pool as far in advance as possible, either in person at the Service Building, by phone at 7-2700, by fax at 7-3190, or by e-mailing motorpool@mtu.edu and give the following information:


    1. type of vehicle desired


    2. valid University account number


    3. dates of reservation


    4. department name


    5. requestor's name


  2. Request and expect a confirmation of the reservation.


  3. NOTE: When a vehicle has been reserved and it later becomes known that the vehicle will not be needed, the Motor Pool must be notified as soon as possible by calling 7-2700 to cancel the request. Failure to cancel a vehicle will result in a daily charge to the department for each day the vehicle is reserved.

To pick up and return a vehicle from the Motor Pool, do the following:

  1. Pick up the keys, the metal folder, and the vehicle at the Service Building between 7:00 a.m. and 4:00 p.m. A valid driver's license will be required at that time.


  2. NOTE: The metal folder contains the travel log, vehicle credit cards for gas and miscellaneous services purchased, the University Motor Pool Policies and Procedures pamphlet, and an accident report form.

  3. Sign a Statement of Awareness for University Vehicles stating awareness of policies and procedures governing the use of an MTU vehicle.


  4. NOTE: It is the responsibility of the individual reserving the University vehicle to review the University Motor Pool Policies and Procedures before picking up the car. Each department has been supplied a copy of the Motor Pool Policies and Procedures pamphlet. A copy of the policies and procedures may also be reviewed at Central Stores.

  5. Return the vehicle to the parking area near the Service Building upon completion of travel.


  6. Report any vehicle malfunction to the Motor Pool.


  7. Upon return during working hours, complete the travel log, return the vehicle keys, travel log, receipts for gas, oil, repairs, and credit cards to the Motor Pool office. If the vehicle is returned after working hours, complete the travel log and leave it and the credit cards in the vehicle, lock it, and deposit the keys in the slot in the door of the Service building.

History
Adopted: 01/22/2001

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