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Procedure for Checking Out & Funding Motor Pool Van Use

Effective Date:  12-01-25
Section:  Motor Pool

Policy Number: 72-22-111 

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.
    1. The quote will list the number of days @ the $100 per day rate. For five days the quote will say 5 days @$100 per day = $500.
    2. 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.
    3. The motor pool may need to provide the following information to first time requestors for their requisition/PO:
      1. Facilities ID number is 50545085
      2. Commodity Code is 96217
  • PO Sequence is 11
  1. The requestor will complete the requisition for the van use.
  2. 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.
  3. Once the documentation and PO are received motor pool will create a work order to add the charges against. The PO number will need to be the first thing listed in the description of the work order.
  4. Adjust the billing in the work order to no charge, and add the account that is listed on the purchase order.
  5. 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.
  6. 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

 

 

 

 

 

 

Van Use Quote Sheet; and excel spreadsheet that generates the quote document upon entering relevant variables.

 

Van Usage Agreement (included below)

If you have any questions, please contact Facility Management at 870-972-2066.

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