All University related travel must be approved in advance by the Academic Affairs, Athletics, Dept. Chair or Travel Office.
Travel Request are to be submitted online thru AGILE FleetCommander. AGILE can be found on UC Website under F/S Business Forms. Every operator of a motor pool vehicle is responsible for understanding and adhering to ALL policies. | |||||||||||
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Use Authorization | |||||||||||
Only authorized University faculty, staff, and students over the age of 21 may operate a motor pool vehicle. The vehicle may be used only for University business. No one, other than faculty, staff, and students on business or course work, may ride in University vehicles unless special paperwork is submitted in advance. | |||||||||||
Domestic and non-domestic animals are NOT permitted in any UC vehicles with the exception of service dogs. (Please indicate a special vehicle requirement when making the reservation, of the need to transport one of these dogs.) | |||||||||||
Vehicles are not to be used for towing. No objects are to be placed, mounted, or tied to the outside of any motor pool vehicle. Damage resulting from any of these conditions will be the responsibility of the requestor's department (or organization). | |||||||||||
Smoking or ANY Tobacco product including vaping is strictly prohibited in all Motor Pool vehicles. NO children permitted to ride in any UC vehicle | |||||||||||
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Requirements of Operator | |||||||||||
All drivers of motor pool vehicles must possess a valid U.S. driver's license with fewer than 6 points on their record. For insurance purposes, the Motor Pool office, must have on file a list of all persons who will be operating motor pool vehicles. This must include the driver's name, license number, state of issue, expiration date of license, and driver's date of birth. | |||||||||||
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Responsibilities of Operator | |||||||||||
The operator of the vehicle has, but is not limited to, the following responsibilities: | |||||||||||
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Cancellations | |||||||||||
Reservations must be cancelled at least 24 hours in advance or ASAP.. Cancellations must be made via the Motor Pool web site or by phone. The motor pool staff may cancel vehicles not picked up within 4 hours of the scheduled reservation time. | |||||||||||
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Picking Up Vehicles | |||||||||||
Keys can be picked up 7:30am to 4pm from Smiddy Entrance Bldg. - Leaving prior to 7:30am, please pick up day prior or from Bock Bldg. If returning on a weekday prior to 4pm, please return packet to Smiddy Entrance Bldg. After hours or weekends, please return packets to Drop Box located in Motor Pool lot. | |||||||||||
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Returning Vehicles | |||||||||||
Returning vehicles late without notifying the motor pool staff may result in revocation of motor pool privileges. Contact the motor pool office if risk of returning the vehicle on time is imminent. | |||||||||||
The returned vehicle should be free of trash or excessive debris. The department (or organization) which reserved the vehicle shall be charged a $20 clean up fee if a vehicle's interior is judged to be excessively dirty. | |||||||||||
Please make sure vehicle is locked and all lights are turned off. Return keys/gas card to the Bock Bldg which is open 24/7. | |||||||||||
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Road Repairs | |||||||||||
Vehicles which develop mechanical problems while in the local area should be returned for replacement. In the event that it would be impractical to operate the vehicle, the Motor Pool Officce, should be contacted for assistance. While the Motor Pool strives to maintain its fleet of vehicles in the best possible condition, breakdowns do occur. The Motor Pool will make every effort to assist the customer during any breakdown situation to minimize loss time and inconvenience. However, the Motor Pool shall not be liable for any costs incurred by the travelers other than the actual cost to repair the vehicle. This specifically includes room and board. | |||||||||||
If a motor pool vehicle has a mechanical breakdown while on the road, please use the following procedures: | |||||||||||
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The Cost will be reimburse to the traveler for repairs paid by cash, check, or personal credit card. However receipts are required, and reimbursement, depending on the amount and prior permission (while out on the road)may take several days. Except when personal safety is threatened, the traveler shall not abandon the vehicle or place the vehicle in jeopardy. | |||||||||||
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Accident Reporting | |||||||||||
In the event of a vehicular accident, the driver will stop at once, give reasonable first aid to those injured, and will call 911/the police. All information related to the accident and all drivers involved will be written down at the scene. All accidents, no matter how minor, will be reported as soon as possible to the Motor Pool office. An Accident Report must be completed. Accident Report forms are available at the Motor Pool office or on-line throught the UC website | |||||||||||
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Insurance | |||||||||||
All UC University Motor Pool vehicles are insured under a UC University insurance policy. This insurance covers damage to motor pool vehicles, liability for damage to other vehicles and property, and bodily injury to others from official use of a motor pool vehicle. | |||||||||||
Any non-faculty, non-staff, or non-student riding in a motor pool vehicle is covered to the maximum of $5,000 by the UC University insurance policy. Injuries to UC University employees are covered by Worker's Compensation insurance. | |||||||||||
The driver is personally responsible for all costs or damages for personal, illegal, or unauthorized use of UC University Motor Pool vehicles. | |||||||||||
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