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Motor Pool


Services Provided
Motor Pool provides permanent vehicle assignments, vehicle rentals, fueling and vehicle maintenance and support to OUHSC departments.


Hours of Operation
7:00 AM to 5:00 PM Monday through Friday
Excludes University recognized holidays


Points of Contact

Ryan Gray, Account Clerk III; 271-2344

Jason Thurman, Sr. Administrative Manager: X48305
Gerald Bray, Lead Automotive Mechanic: 271-2344

Location
East Side of the Service Center Building , 1100 N. Lindsay, Oklahoma City


Guidelines
All vehicles for permanent assignment to OUHSC departments are purchased, owned, and maintained by Motor Pool.  A request for purchase of a vehicle for permanent assignment, both as a replacement vehicle or as an expansion to the fleet, must be processed through Motor Pool, and approved by the Vice President for Administration and Finance and the Oklahoma State Department of Central Services, Fleet Division.

Only OUHSC employees and officers of the state possessing a valid Oklahoma driver's license are permitted to operate a State-owned vehicle.  Any department assigned a Motor Pool vehicle is ultimately responsible to verify the licensure of any of its personnel prior to the operation of their assigned vehicle.  University policies and procedures are located in the Staff Handbook and are in accordance with Oklahoma Statute, Title 47


All Motor Pool vehicles must be identified with OUHSC identification number and decal.

Any individual using a State-owned vehicle for personal or private use, or beyond the scope of official duties, is in violation of Oklahoma State Statutes and is subject to punishment by fine and/or imprisonment.  It is unlawful for any employee to use a State-owned vehicle to ride to and from the employee's place of residence.

Moving and parking violations are the responsibility of the individual driving the vehicle at the time of the violation.

Equipment and accessories will not be added to, altered, or removed from any Motor Pool vehicle.

Any violation of Motor Pool policies or Oklahoma State Statutes will lead to the forfeiture of Motor Pool vehicle privileges.


Fueling Guidelines
The Motor Pool dispenses unleaded fuel by the use of proximity keys and driver PINs.  Drivers permitted to operate State-owned vehicles can complete a driver request form (PDF) and return it to the Motor Pool office.  Drivers are allowed to specify their fueling pin.   The driver fueling PIN must be from 4 to 10 characters long.

Proximity keys have been assigned to University owned vehicles.  These proximity keys are required to dispense fuel from the Motor Pool fuel pumps. One key is issued per vehicle.

The department leasing the vehicle must pay for lost or damaged proximity keys.  The cost to replace a fuel proximity key is $15.00.


Vehicle Assignment

Permanent Assignment
Vehicles may be permanently assigned to departments if routinely required to complete assignments and perform daily operations.  The assignee department is responsible for any damages, maintenance, and repair costs to the vehicle.

Permanently assigned vehicles should be fueled at the Motor Pool whenever possible.  Hours of operation for the fuel pumps mirrors the Motor Pool schedule.

State of Oklahoma gasoline credit cards may be issued upon request.   Purchases may be made for fuel and authorized parts and maintenance.   All sales slips must be forwarded to Motor Pool immediately following any transactions.

The assignee department may reimburse purchases by cash or personal credit card.

Monthly Permanent Assignment Vehicle Maintenance Schedule
All Motor Pool vehicles will be inspected and serviced each month according to the Motor Pool Maintenance Schedule.  Click on the link to download a copy of the current maintenance schedule.  The schedule is also displayed at the Motor Pool office. 

Vehicle maintenance is performed according to the Motor Pool Vehicle Maintenance Policy.  All departments assigned vehicles assume responsibility to deliver vehicle to the Motor Pool for scheduled maintenance.

Where possible, vehicles are purchased based on the Oklahoma State Contracts. Departments that request vehicles not on the state contract are done through the OU Purchasing Department on an open bid.


Temporary Assignment
A limited number of vehicles are available for daily rental by OUHSC departments. The department will be charged a daily rental rate, and any additional charges incurred.

A vehicle may be reserved by completing the Online SUR in PeopleSoft Financials, to Motor Pool.  All requests must be made a minimum of 24 hours prior to time of rental.

Call Motor Pool, 271-2344, to cancel or change a reservation.  Any cancellation not made prior to 24 hours before scheduled rental, will result in a $2.00 fee to the appropriate department.


Accidents involving Motor Pool Vehicles
Secure the name and address of any injured persons, owners, witnesses, and drivers, as well as any necessary insurance information.

Make no statements regarding the accident to anyone except the police, or an OUHSC representative.

The driver or department must notify the office of Risk Management at 271-2340, immediately.  All necessary forms must be completed within 24 hours of accident.

Contact Campus Police at 271-4300, for any accident on campus or in the immediate vicinity. If the HSC vehicle is inoperative, Campus Police will notify Motor Pool for arrangements.

If the accident is outside the campus area, notify the appropriate law enforcement agency.  If the HSC vehicle is inoperative, notify Motor Pool personnel at 271-2344 for arrangements.

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