Procedure for Checking Out & Funding Motor Pool Van Use
Effective Date: 12-01-25
Section: Motor Pool
Purpose:
To illustrate the procedure to request using the motor pool van and to fund said request.
Procedure:
1. Call or email motor pool with a request for a quote for the number of days and to see if related dates are open. The requester sends and e-mail with the requested dates to motorpool@astate.edu.
2. Motor pool will produce a quote for the vehicle use and send the Van Use Quote Sheet and return it to the requestor.
a. The quote will list the number of days @ the $100 per day rate. * A day starts at 12:00 am and goes until 11:59 pm. For five days the quote will say 5 days @$100 per day = $500. *A Late Return Charge of $50.00 per hour may be assessed if vehicle is returned after the last day of rental.
b. The motor pool will tell the requestor they must receive the PO and completed van usage agreement 48 hours before the van can be picked up.
c. The motor pool may need to provide the following information to first time requestors for their requisition/PO:
i. Facilities ID number is 50545085
ii. Commodity Code is 96217
ii. PO Sequence is 11
3. The requestor will complete the requisition for the van use.
4. Once the completed documents, including PO are received motor pool will verify in Banner that the listed drivers are approved to use university vehicles. Motor pool will notify the requestor when all approvals and documents are received.
5. Once the completed documents, including PO are received motor pool will verify in Banner that the listed drivers are approved to use university vehicles. Motor pool will notify the requestor when all approvals and documents are received.
6. Adjust the billing in the work order to no charge, and add the account that is listed on the purchase order.
7. When the van is returned the motor pool will add the charges to the work order, close the work order and notify the Work Order Center who will send the appropriate reporting to Accounts Payable.
8. Accounts Payable will produce a check and send it to the cashier’s window for deposit. Deposits should be made to the Motor Pool’s recovery account: 110000-314018-711702-1720
Excel spreadsheet that generates the quote document upon entering relevant variables.
If you have any questions, please contact Facilities Management at 870-972-2066.