Motor Pool
Click for more information on:
- Introduction
- Vehicle Reservations
- Vehicle Check Out
- Vehicle Use
- Credit Cards
- Tire Purchases
- Accidents
- Repairs
- Insurance
- Check In Procedure
- Private Vehicle Reimbursement
- UM-Western Motor Pool Rental Rates
- Motor Pool Handbook (pdf file)
Introduction
The University of Montana - Western motor pool offers a variety of clean, well-maintained vehicles for use by employees (faculty and staff, both permanent and temporary) and students at UM-Western to perform university related business. While using the motor pool services, you will be working with the motor pool staff, who will try to help you with any questions you may have concerning your travel needs. The motor pool supervisor can be reached at the Facilities Services Office, 683-7148.The motor pool staff performs a number of duties upon completion of each trip; vehicle requisition and trip tickets are checked for comments about needed repairs or problems, then vehicles are checked over for cleanliness and mechanical operation, every vehicle is filled with fuel and all fluid levels are checked and filled, and tires are checked for wear and safety. Service work is performed by the motor pool staff on a regular maintenance schedule which is determined by a mileage schedule, use, or condition; whichever may apply. These services include oil and filter change, lubrication, tuneup work, tires, minor repairs, etc.
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Vehicle Reservations
Vehicle reservations are made directly to the Motor Pool Office in person or by calling 683-7148. No vehicle is to leave campus without an authorized 'Vehicle Requisition and Trip' Ticket. Try to make all reservations at least 5 days in advance. We realize that emergency situations arise and we will try to accommodate all vehicle requests, but reservations are made on a first come, first served basis. Make your vehicle request as soon as you know your travel schedule. This allows time for the motor pool to organize vehicle preparation for all requests. We are limited on the number of vehicles, so if you have changes or cancellations, please inform the Motor Pool Office, (406)683-7148, as soon as possible. A $15.00 charge will be applied for cancellations with less than 3 hours notification except in cases of adverse road conditions or bad weather.Remember: All out-of-state travel must be approved by the Department Head.
Any comments or problems with the vehicle should be noted on the vehicle trip slip so that we may make corrections before the vehicle goes out on the road again.
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Vehicle Check Out
Your vehicle requisition and trip ticket will be pinned to the board in the Boiler Plant office. Notice the vehicle you have been assigned on the bottom left-hand side of the ticket. Select the appropriate key from the key box. Your vehicle will be waiting for you at the motor pool parking lot adjacent to the heating plant. Obtain the present mileage from the vehicle and re-pin your vehicle requisition slip with the outgoing mileage printed on it, to the board.Go to top
Vehicle Use
Motor pool vehicles must be used for official state business and not personal use. Only authorized personnel shall drive or ride in motor pool vehicles. Family members are not allowed to "ride along". Any individuals reported using vehicles for personal or improper use are subject to discipline.No animals are allowed in the vehicles unless they are directly involved in university business.
Maximum speed is 75 mph or as posted. Traffic violations are the responsibility of the person operating the vehicle.
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Credit Cards
The Public Vehicle Fueling Program credit card may be used for purchases of oil, gas, and minor maintenance at all times, as long as it is done at on eof the designated facilities. These cards do not work in Canada or Mexico. Sign and obtain a receipt for all purchases. Gas credit cards are not to be used for personal purchases. It is always best to double-check with the facility that the card will be accepted before purchasing gas. If the station will not accept the credit cards, pay in cash and you will be reimbursed. Remember that if you pay in cash, attach the receipt to the travel voucher for reimbursement purposes. Reimbursement will be made only with a receipt, no exceptions.Go to top
Tire Purchases
If a tire purchase is absolutely necessary, try to buy a tire at a tire distributor rather than a service station. If they will accept the gas card, this is fine. If not, have the distributor's bill sent to UM-Western directly. If they will not accept the gas card, use your pro card. If you do not have a pro card either pay in cash and you will be reimbursed, or have them contact us at 683-7148 to arrange for payment. If you can get home on the spare but feel you need to purchase a tire to use as a backup spare, a used tire can usually be purchased very inexpensively.Go to top
Accidents
If an accident occurs, contact the proper authorities (i.e., highway patrol or local police) immediately and then contact the Motor Pool Office. Complete the accident reports (located in the glove box), sign and exchange with the second party as required, and submit to the Motor Pool Office.Go to top
Major Repairs/Emergencies
If a major breakdown occurs, call the Motor Pool Office at (406)683-7148 or (406)683-7142 for instructions on how to proceed. You may call the Boiler Plant for instructions after normal business hours at (406)683-7141 for instructions on how to proceed.Go to top
Insurance
All employees of the State of Montana are covered for any bodily injury. Complete the incident form at the Business Services Office. Personal belongings are not covered by insurance. For vehicle damage, the motor pool is self-insured. The person/department that is renting the vehicle is responsible for the first $250.00, including towing charges for accidental damages. Liability insurance is carried by the State of Montana under a statewide fleet insurance policy for which the motor pool is billed directly.Go to top
Check In Procedure
Vehicles are to be returned to the Motor Pool parking lot. If there is no room in the lot, park it in front of the Boiler Plant. The vehicle keys should be brought into the heating plant office and put in the key box. Please remember to close all windows, remove any personal belongings, and lock the doors. Incoming mileage should be written on your vehicle trip ticket. Please leave any gasoline purchase receipts with your trip ticket, or in the vehicle's glove box.Go to top
Private Vehicle Reimbursement | |
|---|---|
| $0.405 per mile | Rate paid if a state car is NOT available |
| $0.1905 per mile | Rate paid if a state car IS available |
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UM-Western Motor Pool Rental Rates | ||||
|---|---|---|---|---|
| Minimum Charge | ||||
| Type | Mile | Day | ||
| Mini Van | $0.44 | $18.00 if under 50 miles | ||
| Sedan | $0.32 | $16.00 if under 60 miles | ||
| Passenger Van: 12-15 |
$0.55 | $20.00 if under 40 miles | ||
The "day rate" is a minimum. If the cost-per-mile calculation exceeds the day or week rate, the cost-per-mile will be used instead. These rates are for normal vehicle use on maintained roads and streets.
* This rate is for out of town travel and does not cover Facilities Services pickups for on-campus and local use, when available. The charge for such a vehicle is $7.00/hr.
Thank you for using UM-Western's Motor Pool. We hope that you have a safe and enjoyable trip and that our services help provide this for you. We would appreciate any written or verbal comments from people using our services. We feel these comments will help us to better serve our customers.
