Motor Pool Vehicle Request

Facilities Services provides and maintains a rental fleet for use by employees, students, and volunteers who are traveling on official University business. Official university business is activity that directly promotes the mission on the University of Montana Western.

How to rent a vehicle

1. Fill out “Motor Pool Vehicle Request” form below.
2. Once the form is completed with all the required information, it can be submitted.
3. You will receive an email notification verifying that your vehicle has been reserved.
4. Pick up your keys from the Facilities office between 8:00am and 4:00pm Monday – Friday.

Policy Information

All employees, students and other individuals renting vehicles from Facilities Services, other outside vendors, or utilizing their private vehicles for University business, must comply with the following Policies and Procedures:

UMW Motor Pool Procedures and Protocols

Usage

All individuals that wish to drive a state vehicle must complete the motor pool drivers training.  It can be requested through the Facilities Services email and must be done prior to departure.  Facilities will receive a verification email upon completion.

Request Confirmation or Denial

A vehicle request must be given 24 hours prior to desired usage.  There may be times when vehicles are unavailable.  Requests are scheduled on a first come, first serve basis.   Facilities will respond via email in either circumstance. 

If approved, Facilities will respond with the following information to the requestor.

• Vehicle dates of usage
• Time and date of key pick up at the Facilities office.  Office hours 8:00 a.m. – 4:00 p.m.
• Number of travelers (drivers) along with number and style of vehicles
• Special request- Vehicle with tow capacity or extended travel (Over 5 days). If a vehicle leaves before 8:00 a.m., prior key pickup arrangement must be requested.

Requirements

1. There will be a travel slip with every motor pool reservation.  Drivers must fill out the following information.  Beginning mileage, ending mileage, signature and total miles.   Failure to do so will result in an additional Facilities Services hourly rate charge that will be billed to the renting department’s index for time spent. 
2. Cancellations of a reservation must be given at least 24 hours in advance.  Failure to do so with result in an additional Facilities hourly labor charge billed to the renting department index for time spent.  
3. Motor pool vehicle keys must be turned in at end of day use at the motor pool shop drop box, unless prior arrangements are made. 
4. Vehicles must be fully fueled at the conclusion of each trip.  Receipts must be kept and placed in the key jacket.  Failure to do so with result in an additional Facilities hourly rate charge billed to the renting department index for time spent.   

Dogs are not allowed in motor pool vehicles.  Non-compliance with result in revocation of motor pool use. The motor pool lot is for motor pool vehicles only.  Please park personal vehicles elsewhere.  

UMW Vehicle Use Policy

mus.edu
State Vehicle Use

UM-Western Motor Pool Rental Rates – Minimum Charge