General Information

This document represents the policies and procedures governing the use of vehicles that are rented or leased through the Miami University Motor Pool. If additional information or clarification is desired, call the Motor Pool office at (513) 529-6786 during normal business hours.

Use of Motor Pool Vehicles

University vehicles may be used for official University business only. Only employees of the University or those acting on behalf of the University are permitted to drive or ride in Motor Pool vehicles. Vehicles may not be used for personal business or pleasure. Most University vehicles have state of Ohio license plates and are very visible to the general public. It is not uncommon for state officials or the general public to question the University about vehicle usage.

Users of Miami University Motor Pool vehicles are responsible for ensuring the vehicles are operated in an appropriate and safe manner considering the specific nature of the trip, including such things as road conditions, expected en route weather, distance to be traveled, prolonged driving time, and time-of-day, among others. The individual signing the Vehicle Authorization Card requesting the use of the vehicle is the individual ultimately responsible for the safe and reasonable use of the vehicle, to include ensuring that only authorized and designated drivers operate the vehicle.

Drivers of Motor Pool vehicles are subject to all laws, speed limits, and other regulations established by the local jurisdictions through which they travel. Seat belts and other passenger restraint equipment shall be worn at all times by all occupants. Any fines or citations resulting from traffic or criminal violations will be the responsibility of the driver, and not the University. Any and all accidents, injuries, damage incidents, or mechanical malfunctions must be reported to the Motor Pool office as soon as practical.

IMPORTANT: The University reserves the right to cancel any reservation. Motor Pool vehicles may not be driven during a severe weather advisory or warning.

Vehicle Authorization Requirements

A Vehicle Authorization Card is required to use a Motor Pool vehicle. Cards may be obtained from the Motor Pool Office. Be sure to use the current edition of the card.

Each Authorization Card must contain three signatures:

Card must be signed by the person actually renting/leasing the vehicle:
    (a) A University staff member, faculty employee, student organization advisor, residence hall director, or fraternity/sorority advisor must sign the card, acknowledging that they have read and agree to abide by these policies and procedures, and that they agree to ensure full compliance with this policy

Card must be signed by the person responsible for the account to be charged:
    (b) A University staff member, faculty employee, student organization advisor, residence hall advisor, or fraternity/sorority treasurer must sign the card, acknowledging that they understand that an account under their control will pay for all rental fees and associated costs, and that in the event of damage to the vehicle their account may be charged a deductible for the repairs

Card must be signed by all drivers of University rented/leased vehicles:
    (c) All drivers must sign the card, affirming that they are of the appropriate age to operate a University vehicle per this policy; that their license is not currently suspended, revoked, expired, or restricted; and that they have read and agree to abide by this policy

Students Using Vehicles - Residence hall directors/advisors must sign the card/reserve the vehicles. Fraternities and sororities must have signatures of both their advisor and treasurer before reserving any vehicles. Student organizations must have their advisor sign the card to rent a vehicle, and to authorize their account to be charged.

Requirements of Drivers

Motor Pool vehicle operators must be at least 19 years of age, and have a valid, up-to-date driver's license. At no time will any driver operate a Miami University Motor Pool vehicle with a driver's license that is suspended, revoked, expired, or in violation of any restrictions. The names of all drivers must be recorded on the Authorization Card along with their driver's license number, expiration date, date of birth, and the state in which their license was issued. Drivers shall not operate a cell phone or other similar device while operating a vehicle. A driver shall not drive longer than five hours without a break.

Reservation of Vehicles

University vehicles may be reserved by phone (9-6786); in writing (Motor Pool office, Cole Service Building); or on the Motor Pool Web page (http://www.pfd.muohio.edu/motorpool/vehicle_request.jsp). Vehicle reservations may be made one semester in advance. Every attempt will be made to ensure the availability of vehicles when reservations are made at least seven working days in advance. If a vehicle is not available, the customer will be placed on a waiting list and will be notified if a cancellation occurs.

Motor Pool Office Hours

The Motor Pool office is located on the north end of the Cole Service Building. It is open Monday through Friday from 6 a.m. to 5 p.m. (except for holidays) through the school year and from 6:00 a.m. to 4:30 p.m. during the summer months.

Gasoline and Oil Purchases

A credit card for the purchase of gasoline and oil is provided for each vehicle on trips of sufficient length to require refueling. This card is issued by the state of Ohio to be used only by the vehicle indicated on the card. Use only regular, unleaded gasoline, not premium gasoline. On the cover is a listing of companies that will accept charges. BP, Exxon, & Chevron Cards are also available. All receipts for purchases are to be turned into the Motor Pool office. After normal working hours, keys, credit cards, and receipts must be deposited in the drop box located at the entrance to the Motor Pool office.

Vehicle Maintenance, Repair, and Emergency Procedures

Motor Pool vehicles are serviced and maintained by the University Garage. Should a vehicle become inoperative within a reasonable distance from Oxford (100 miles) during normal University business hours, contact the Motor Pool office at 529-6786 for assistance. After normal business hours, contact the Department of Public Safety at 529-2222. At greater distances from Oxford, drivers should use their own judgment about emergency repairs. Before any major repair work is performed, the Motor Pool office should be contacted. When possible, repairs should be made at a factory authorized automobile dealer. If the driver pays for an emergency repair (use Miami's credit card if possible), full reimbursement will be made provided a detailed receipt is submitted.

Every effort is made to maintain Motor Pool vehicles in a clean, safe, and properly serviced manner. Please inform the Motor Pool Office of any problems you encounter with the vehicle. Motor Pool customers are asked to return all vehicles in a clean condition. Abuse or carelessness may result in an additional charge to cover the cost of repairs or special cleaning (renter may be required to clean the vehicle), and the renter may be prohibited from renting Motor Pool vehicles in the future.

Bike racks, luggage racks, and trailer hitches are not permitted on any Motor Pool Vehicles. Seats may not be removed. Smoking is not permitted in University vehicles. No alcoholic beverages are permitted in vehicles. Animals are not permitted in Motor Pool vehicles without prior approval by the Motor Pool office.

Accidents and Insurance

In case of an accident the driver must notify the proper police agency. During University business hours the Motor Pool office should also be notified. Insurance forms, including instructions to drivers, are provided in the vehicle glove compartment. A complete report of any accident (including date, time, location, other persons involved, injuries, police officer's name, agency name, etc.) must be filed as soon as possible at the Motor Pool office. Depending on the circumstances, the renting department/organization may be charged for the repair deductible, which is currently at $ 500, but the amount is subject to change without notice.

Miami University carries collision and comprehensive liability insurance on state owned, leased, and rented motor vehicles. The University does not carry coverage for accidents or injury caused by uninsured or under-insured motorists. Drivers may wish to consult their personal insurance carrier to determine their level of coverage.

Pickup and Return of Vehicles

Vehicles may be checked out during normal business hours. If a trip is to begin prior to or after normal business hours (or on a Saturday, Sunday, or holiday), the keys must be obtained in advance. Keys for any vehicle reserved for Saturday, Sunday, or a holiday must be picked up by 3:30 p.m. at least one business day prior to the rental. One personal vehicle may be parked (in the space where the rental vehicle was parked) in the Motor Pool parking lot for each vehicle rented. Vehicles must be returned promptly upon completion of the trip, and are not to be used for purposes unrelated to the trip. Also, vehicles must be returned on the scheduled date of return. Keys, credit cards, and receipts for gas or oil must be deposited in the drop box if the Motor Pool office is closed.

Vehicles Use Charges

Departments will be charged the daily rate (any part of a day is charged for the entire day) plus mileage. This charge covers all gasoline. Monthly rates are available. Charges are entered into the University accounting system at the end of each month. You may check your charges on the web here.

Cancellations

Vehicles reserved for a Friday, Saturday, or Sunday must be cancelled by the previous Tuesday morning in order to avoid cancellation fees. All other cancellations must be made at least 24 hours in advance. Cancellation fees are $25 per day for sedans/7 & 8 passenger vans and $30 per day for 8 and 12-passenger vans. If a weather emergency forces trip cancellation, this charge will be waived.