UAMS ADMINISTRATIVE GUIDE

NUMBER: 11.1.06
DATE: 10/15/96
REVISION:

PURPOSE

The purpose of this policy is to inform departments within the University of Arkansas for Medical Sciences (UAMS) of the uniform procedures to be followed for the check out of vehicles assigned to the UAMS motor pool. A limited number of vehicles of various types are available for use on a first come, first serve basis. Vehicle use charges vary and are determined by type of vehicle, mileage driven, or by a minimum charge. Exact rates can be obtained by calling extension 66896. During times other than normal duty hours, a vehicle will be available for emergency situations only.

PROCEDURE

1. Departments requiring use of a motor pool vehicle during normal working hours (7:30 a.m. - 4:00 p.m. Monday through Friday) must visit the Physical Plant Warehouse, Room #G505, to prepare the Vehicle Release Forms and to pick up the keys. Departments must provide an account number to be charged for use of the vehicle, and an authorized signature indicating department approval of the indicated method of payment.
2. Upon completion of the Vehicle Release Forms, Physical Plant Warehouse personnel will provide keys, credit cards (when appropriate), and the vehicle location to the authorized requesting department employee. Upon return of the vehicle, the employee must record the speedometer/odometer reading in the space provided on the release form.
3. Reservations for use of motor pool vehicles can be made in advance by calling extension 66896. Cancellations should be made immediately upon discovering the vehicle no longer will be required.
4. Departments requesting vehicles for out-of-state use must submit a memo to the Chancellor for approval.
5. Departments requiring additional information or assistance concerning motor pool vehicles should call Physical Plant Maintenance Control at extension 65400 or the Motor Pool Office at extension 66896.

PROCEDURE (EMERGENCY/AFTER HOURS USE OF MOTOR POOL VEHICLES)

6. Departments requiring a motor pool vehicle for emergency use, on workdays after 4:00 p.m., or on weekends and holidays must visit Physical Plant Central Control, Room #G166 to complete the Vehicle Release Forms and to pick up the keys. The vehicle will normally be a van or pick-up truck. Upon completion of the Vehicle Release Forms, Physical Plant Central Control will provide the keys, credit cards (when appropriate), and the vehicle location to the authorized requesting department employee.
7. Employees using a motor pool vehicle during emergencies and after normal work hours will be responsible for returning the vehicle to its original location. In the event the original parking space is not available upon return, the employee should park the vehicle in another space and indicate the new location of the vehicle on the back of the Vehicle Release Form. Upon return of the vehicle, the employee must also record the speedometer/odometer reading in the space provided on the release form.
8. Physical Plant Central Control will forward all completed Vehicle Release Forms for emergency use of vehicles to Vehicle Control at the beginning of the next duty day. Vehicle Control will be responsible for billing the appropriate department account for use of the vehicle.
9. Departments requiring additional information or assistance concerning the use or release of a motor pool vehicle after duty hours should call Physical Plant Central Control, extension 66424.