Motor Pool Policy and Procedure

General Information:

Only authorized employees or students of Everett Community College may drive motor pool vehicles. Each driver must possess a valid Washington Motor Vehicle Operator's License.

Persons, other than College employees or students, who are involved with the purpose of the trip may ride in College cars, but may not share in the driving.

Motor pool vehicles are provided for official Everett Community College business. Use of motor pool vehicles for personal business is absolutely prohibited.

Picking up hitchhikers is prohibited. Lending motor pool vehicles to others is prohibited and can result in suspension of motor pool privileges.

Scheduling Motor Pool Vehicles:

Motor pool vehicles should be scheduled in advance through the motor pool representative located in the Maintenance Office. To allow effective scheduling and efficient use of equipment, users are requested to schedule vehicles in advance of the time needed, and pick up and return the vehicles at the scheduled time.

The dispatch of motor pool vehicles involves use of the pool car trip ticket. This form may be obtained from the Maintenance Office. The following procedures govern the dispatch of motor pool vehicles and use of the form:

The pool car trip ticket (MP#1) must be signed by the budget authority and sent to the Maintenance Office.
Form MP#1 must be completed for each separate trip.
Submission of the trip ticket (MP#1) DOES NOT guarantee the scheduling of a vehicle. All vehicle scheduling will be confirmed.

Billing and Rating:

Charges for motor pool vehicles must be made against a College budgetary unit account. Billings will be made directly to the account by motor pool invoice. Rates will be established by the Vice President of Administration.

All vehicles will be checked in and out by motor pool personnel. Damage to motor pool vehicles resulting from negligence or abuse will be charged to the driver of the vehicles or his/her department. Accident forms and instructions will be provided in each vehicle.

Credit Cards:

Oil company credit cards are furnished for the purchase of gasoline, oil, and emergency maintenance. When credit card purchases of gasoline, oil, or emergency maintenance are not possible, cash or personal credit card purchases can be made. The person making the cash payment must obtain an original receipt for the purchase. Personal credit card slips are not considered original receipts. The receipt must indicate the following:

License number of the vehicle serviced.
Date service took place.
Name and address of station (business firm) providing services.
Signature of the station attendant.

Permanent Assignment:

Everett Community College will not have permanent assignment vehicles.

Insurance:

Everett Community College participates in state of Washington self-insured liability insurance coverage on all vehicles. The College does not carry collision insurance. When using your own personal car, the driver's personal insurance is prime.

Use of Personal Cars for College Business:

The use of personal cars for College business is not encouraged. When using your own personal car, the driver's personal insurance is prime.

Effective Date:

This administrative procedure shall remain in effect until amended or withdrawn.