Motor Pool vehicles are for use by Department of Transportation personnel in the performance of their official duties. Vehicles will be dispatched on a first-come, first-serve basis when there is no priority list. Individual use and mileage will be accounted for by the Motor Pool Supervisor and will be recorded from the dispatch ticket into FleetAnywhere. See MAP 4-11, FleetAnywhere Motor Pool Procedure.
Whenever possible, vehicles should be reserved at least one day in advance of actual need. When a vehicle is requested for a specific time period and is not picked up on time, the vehicle will be held for one hour and then released to the next requester. Should a requester determine that a vehicle is no longer needed, the requester shall immediately notify the Motor Pool and cancel the reservation.
Only DOT employees will be permitted the temporary use of DOT Motor Pool vehicles. DOT employees requesting vehicles shall:
No vehicles will be dispatched from a DOT Motor Pool without these two pieces of documentation being presented.
When the Motor Pool vehicle is parked in other than a designated pool area or State owned facility, every effort should be made to ensure reasonable standards of security against loss or damage from fire, theft or vandalism. The operator should make every effort to return the vehicle to the Motor Pool on the date indicated at the time dispatched. If the Motor Pool is closed upon return, the vehicle shall be parked in an area designated by the Motor Pool for late returns, and the first order of business the next day should be to follow the standard procedure for returning the dispatch ticket, keys, fuel receipts and fuel card.
At the time of vehicle return, the operator shall ensure the vehicle is clean, full of fuel and properly serviced. The operator must return the dispatch ticket signed, with the correct ending meter reading, date returned along with the keys and fuel card. The Motor Pool Supervisor shall be responsible for the entry of information into FleetAnywhere.
If the Motor Pool vehicle is not returned by the close of business as indicated on the Motor Pool Request, the operator may be subject to losing future Motor Pool privileges. The only allowable exception is late returns after the Motor Pool has closed. If the procedure for after hour returns is not followed, the operator may still be subject to losing future Motor Pool privileges.
The Motor Pool Supervisor may, at his discretion, disallow the use of a vehicle to any DOT employee who has abused or neglected a DOT vehicle in the past. When there is evidence a Motor Pool vehicle has been damaged through abuse, negligence, misuse or driving under the influence of alcohol or drugs, an investigation into the circumstances shall be made. Results of such an investigation shall be forwarded to the operator's District Engineer or Office Head and may be used as the basis for subsequent legal, pecuniary and/or disciplinary action.
Authored by the Office of Equipment Management, 770-484-3201
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