Motor Pool FAQ's

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Reservations and Reservation
Check-Out

• Who can submit a Motor Pool Vehicle Request?
  • Full-time OSU faculty and staff
  • Other full-time public university employees
  • State government employees
  • Federal government employees
  • Certain affiliated agencies and organizations

  Motor Pool Vehicle Request Form: https://shuttle.okstate.edu/Motorpool

• Who can check out/drive Motor Pool vehicles?
  • A valid Motor Pool Vehicle Request form scheduler
  • Authorized and approved part-time OSU employees/volunteers
  • Authorized and approved scheduler designees
  • Authorized and approved public university students (under specific circumstances)

  Motor Pool must be informed of all reservation drivers before the reservation start date and the person who checks out the vehicle must be listed as a driver on the reservation and provide all required materials when checking out.

• What is required to check out a Motor Pool vehicle?
  • A valid U.S driver’s license.
  • University ID (public university employees/students)
  • Government ID (government employees)
  • Employee ID (affiliated agencies and organizations)
• What options are available for picking up my reservation from Motor Pool?

  Lessees have three options for picking up their Motor Pool vehicle:

  • Regular Business Hours – Monday through Friday from 6:00am to 6:00pm.
  • Early Pick Up – Offered the business day before the reservation start date after 3:00pm if vehicle availability allows.
  • Lock Box – Storage box secured with code access for vehicle keys and reservation documents.

  Motor Pool must be informed of the reservation pick up method before the reservation start date.

• Who can edit existing Motor Pool reservations?
  • Motor Pool Vehicle Request scheduler
  • Reservation drivers

  All changes to existing Motor Pool reservations must be made through email communication to Motor Pool.

   

  Motor Pool Email: mp.reservations@okstate.edu

• Lock Box Instructions
  1. Find the box number and three-digit lock code emailed to the reservation scheduler.
     1. A (1-4) top boxes / B(1-4) middle boxes / C (1-4) bottom boxes
  2. Enter the three-digit code vertically.
     1. (See example below with code 8-4-2)
  3. Turn knob counterclockwise to unlock.
  4. Retrieve keys / key fob and rental agreement.
  5. Sign the rental agreement, fold, and place it back in the key box. Leave pen for future use.
  6. Turn knob clockwise to lock

  

• Parking Area Map

  The Transportation Services Facility in the image is Motor Pool. Any vehicles that remain at Motor Pool for an early pickup or lock box pickup will be parked in one of three locations depending upon parking availability:

  • In front of our building.
  • Lot 68A – Motor Pool’s customer lot.
  • Lot 67A – Staff parking lot.

  Lot 68 is Motor Pool’s gated fleet lot and is locked on weekdays after 6:00pm and all-day Saturday and Sunday. 

  

• Are you transporting students? – REQUIREMENTS MAY APPLY!!!

  Yes, then additional requirements apply if:

  • You are transporting them in a 12P Van, 15P Van, or 15P Bus.
  • Your travel involves a student organization.

  No, then these requirements do not apply. Safe travels!

  Driver Training FAQ: https://parking.okstate.edu/fleetservices/precisiondrivertraining.html

  Driver Training Registration: https://shuttle.okstate.edu/Precision/Register

  Student Organization Travel: https://shuttle.okstate.edu/Motorpool/StudentOrg/Travel

• Who can answer my reservation questions?

  Motor Pool Email: mp.reservations@okstate.edu

  Belinda Rowden – Senior Administrative Support Specialist

  • rowden@okstate.edu
  • 405-744-9239

  Ben Lunsford – Financial Assistant II

  • lunsford@okstate.edu
  • 405-744-7943

  Mike Hodge – Parts Tech II

  • hodge@okstate.edu
  • 405-744-7946

  Misty Zetterberg – Leasing Agent

  • mzetter@okstate.edu
  • 405-744-7939

  Grady Davis – Assistant Manager Transportation Services

  • davis@okstate.edu
  • 405-744-7941

  Rick Newton – Manager Transportation Services

  • newton@okstate.edu
  • 405-744-7938

 

Reservation Check-In

 

• Business Hours

  Park the vehicle in front of Motor Pool without obstructing the fuel pumps and give the keys to a Motor Pool employee. If there is no available parking space, lot 68A is an acceptable alternative. The vehicle does not need to have a full fuel tank when returned.

• Outside Business Hours

  Park the vehicle in front of Motor Pool without obstructing the fuel pumps and follow the instructions displayed on the wooden drop box facing the fuel pumps. If there is no available parking space, lots 68A and 67A are acceptable alternatives. The vehicle does not need to have a full fuel tank when returned.

 

 

Reservation Cancellations and Campus Closure

 

• Cancellation - OSU Campus Open
  If there are no disruptions to OSU campus operating hours, inform Motor Pool by email as soon as possible that the reservation should be cancelled. Cancellations made within 24 hours of the reservation start date are subject to a no-show fee of a one-day lease charge.
• OSU Campus Closed

  If there are disruptions to OSU campus operating hours, inform Motor Pool by email as soon as possible that the reservation should be cancelled. Notification on the reservation start date is a valid cancellation and exempt from a no-show fee.

• Inclement Weather and Other Closures
  Motor Pool is closed when the OSU campus is closed, which may result in disruptions to our normal business hours. If Motor Pool is open when notification is received of a campus closure and time permits, all relevant reservations will be contacted regarding necessary alternative pick-up options. Reservations will default to a lock box pick up if Motor Pool is unable to contact the scheduler and closed campus cancellation procedure applies. If Motor Pool is closed when notification is received of a campus closure, then all relevant reservations that are not later moved to a different date will be considered cancelled.

 

 

Fuel and Repairs

 

• Fleet Fuel Cards

  WEX fuel cards and instructions for their use are provided for all reservations on the vehicle key keyring. WEX fuel cards are accepted at most fueling locations, but acceptability may vary. There are daily dollar value, transaction dollar value, and daily gallon limits which can be increased if required. Any change to these limits must be requested by email prior to the reservation start date and sufficiently justified. Lost, damaged, or stolen fuel cards must be reported to Motor Pool immediately and a temporary fuel card can be issued if required.

  WEX Accepting Locations: https://www.wexinc.com/products/fuel-cards-fleet/wex-fleet-fuel-card-locations/

• Stillwater
  All fuel and repair services for Motor Pool vehicles in Stillwater must be purchased from Motor Pool. Alternative purchases should only occur under sufficiently exceptional circumstances.
• Outside Stillwater

  Fuel can be purchased as needed from participating service locations. Motor Pool must be contacted regarding all repairs and services for Motor Pool vehicles before they are performed. If appropriate and/or necessary, a Motor Pool employee will facilitate and pay for the repair or service. Follow policy 3-0160 whenever applicable.

  Policy 3-0160: https://search.okstate.edu/?q=3-0160&site=https%3A%2F%2Fadminfinance.okstate.edu

 

Accidents and Citations

 

• Tickets and Citations

  The driver of the vehicle and the reservation scheduler are responsible for all costs and legal obligations of tickets and citations throughout the duration of their reservation.

• Accidents
  Regardless of the events surrounding the incident, call 911 to report the accident. Do not make any statements of guilt or innocence and follow the instructions on the accident report form in the vehicle’s glove box. After contacting emergency services, contact Motor Pool to report the accident and clarify requirements and questions.

 

Billing

 

• Reservations

  Motor Pool reservations are billed the lower of a daily or monthly lease rate and the applicable vehicle category mileage rate. Several incidental costs may also apply. Monthly reservations must report their mileage within the required timeframe through the University Vehicle Mileage Log. All invoices are available on Motor Pool’s website to view, print, and save.

  Leasing Rates: https://shuttle.okstate.edu/Motorpool/Leasing

  University Vehicle Mileage Log: https://shuttle.okstate.edu/Motorpool/Odometer/Log

  Motor Pool Invoice Search: https://shuttle.okstate.edu/Motorpool/Invoice

• Fuel

  Motor Pool reservations are not billed for valid fuel costs associated with the Motor Pool vehicle during the reservation. If the WEX fuel card is unavailable and the individual must purchase fuel with a personal payment method, they can receive reimbursement by completing the relevant forms and following OSU procedure:

  Travel Procedures: https://adminfinance.okstate.edu/travel/travel-procedures.html

  Travel Voucher Forms: https://adminfinance.okstate.edu/travel/travel-voucher-forms.html

• Work Orders

  Motor Pool reservations are not generally billed for work orders on the reservation vehicle. Exceptions include but are not limited to vehicle damages and cleaning fees when deemed appropriate and/or necessary.

• Corrections
  Invoice correction requests are valid if the information requested to be changed is different from the information provided on the Motor Pool Vehicle Request form or other communication. Corrections can only be made for invoices dated in the current or prior fiscal year. Copies are available upon request and through Motor Pool’s invoice search portal. Please contact Motor Pool with any questions or concerns.