The version of this rule that includes
live links to associated resources is online at
https://www.ohio.edu/policy/47-002.html
(A)
Overview
This policy provides for the rental of
vehicles, including buses, from transportation services' motor
pool.
All university vehicles are to be used
for official university business only, and must be operated in accordance with
the provisions of policy 47.001.
(B)
Motor pool
vehicle rentals
The motor pool has passenger cars,
vans, a station wagon, and a pick up truck available for renting to departments
for official university business.
(1)
Reservations
To reserve a vehicle, use the "Online
Motor Pool Requests" form (or contact transportation services at 593-1611), and
provide the following information:
(a)
Type of vehicle
desired
(b)
Intended use and destination
(c)
Date and time of
departure
(d)
Date and time of return
(f)
Department account number
(g)
Name of licensed
driver who will be responsible for vehicle
University vehicles are not normally
available to be driven to the Columbus or Parkersburg airports and left there
during the week, but that may be possible during weekends (Friday through
Monday), if enough vehicles are available.
(2)
Rates
The rental rates are subject to change
depending upon gasoline costs, purchase costs of vehicles, etc. Current rate
information is automatically displayed within the "Online Motor Pool Requests"
form (or contact transportation services at 593-1611).
The daily rental rate will be assessed
if a vehicle is reserved but not used, and the individual or department
reserving the vehicle fails to cancel the reservation at least twenty-four
hours prior to the stated time of departure. Transportation services may impose
a longer lead-time for cancellations at times of peak demand, such as
reservations for use during spring break week.
(3)
Pick up and
return of vehicles
The university garage (motor pool) is
open from 7:00 a.m. to 4:30 p.m., Monday through Friday. Vehicles not being
used for out-of-town trips must be returned to the university garage each
night; however, vehicles returning from out-of-town after 5:00 p.m. may be
parked overnight at the driver's residence and returned before 7:00 a.m. the
next morning. Vehicles to be used for out-of-town travel for which departure is
scheduled before 7:00 a.m. may be picked up before 4:30 p.m. the prior day, and
parked overnight at the driver's residence.
Failure to pick up the vehicle before
4:30 p.m. means that the vehicle will not be available until 7:00 a.m. on the
next scheduled work day.
(a)
When a vehicle is picked up, information regarding
keys, gasoline credit cards and trip tickets will be given to the driver who is
responsible for the security of the car, keys, and credit card. The driver is
also responsible for the completion and return of all trip
tickets.
(b)
When the vehicle is picked up, the driver will also be
given instructions to follow in case of an accident or mechanical failure. The
driver of the university vehicle is responsible for the proper care of the
vehicle while it is in his or her custody. Damages to or loss of the vehicle
resulting from accidents or other causes will be assessed for actual costs up
to one thousand dollars to the using department, unless there is clear evidence
of the responsibility by an identified third party from which recovery is
available. Accidents should be reported in accordance with policy 47.001. To
the extent damages to the vehicle are recovered from a third party, a
proportionate percentage of the net proceeds will be credited against the
renting department's assessed cost.
(C)
Bus
reservations
The university has three buses for
official university business that may be chartered by a university department.
The buses carry up to fifty-five passengers. All buses are driven by university
bus drivers on both short and long trips.
(1)
Reservations
Information regarding bus reservations
can be obtained online from
https://www.ohio.edu/transportation/charter-bus.cfm
(or contact transportation services at 593-1611).
(a)
The
person making the request will be asked to provide information regarding
destination, time of departure, time of return, number of passengers,
sponsoring department, purpose of trip, account number, and responsible
official.
(b)
Upon receipt of the bus reservation form, an estimate
of expenses will be provided, if requested; and the bus will be reserved for
the dates indicated, if available.
(2)
Rates
Current rate information, including
penalties for late cancellation, is available from transportation services at
593-1611.
(3)
Additional bus use provisions
(a)
The department
that has reserved the bus must specify a person to be responsible for the
passengers while they are on the bus.
(b)
Horseplay,
smoking, and alcoholic beverages are not permitted on the bus; the individual
identified by the sponsoring department is responsible for ensuring compliance
with these requirements, because the driver must concentrate on
driving.
(c)
The sponsoring department is responsible for all
damages that may be caused by passengers during the trip.
(d)
Occasionally,
weather conditions or other factors may cause the driver of the bus to
determine that the safety of the passengers or the bus may be jeopardized by
continued travel. If this determination is made by the driver, the bus trip
shall not continue until the driver determines that the conditions are
sufficiently improved.
(e)
Due to federal DOT regulations, a driver must have a
thirty-minute break for every eight hours behind the wheel and is not permitted
to drive longer than ten hours in a day. Please be aware of these rules when
planning your trip itinerary. Should your itinerary require travel that will
exceed these limits, arrangements must be made in advance for transportation
services to supply additional drivers. Additional charges may result.
Transportation services will be happy to assist the department with advance
trip planning to identify and address such issues.
The version of this rule that includes
live links to associated resources is online at
https://www.ohio.edu/policy/47-002.html
Notes
Ohio Admin. Code
3337-47-02
Effective:
8/4/2016
Promulgated Under:
111.15
Statutory
Authority: 111.15
Rule
Amplifies: 111.15