UNIVERSITY OF VIRGINIA
          FINANCIAL AND ADMINISTRATIVE PROCEDURES MANUAL



TITLE:  USING MOTOR POOL VEHICLES                 PROCEDURE:  7-52 

                                                                    
        
Policy Reference:            VII.Q.4

Reservations

Users are advised to reserve vehicles as far in advance as possible
by calling the motor pool dispatcher at 924-7712 during normal
business hours. Requestors should provide the following
information:

                         Operator's name
                         Account number to be charged
                         Departure time and date
                         Estimated return time and date
                         Destination
                         Vehicle type required
                         Telephone number


Location and Business Hours

The motor pool dispatcher's office is located at the back of 1101
Millmont Street, Charlottesville, 22905.  Normal hours for pick up
and return of vehicles are 7:30 a.m. to 5:00 p.m., excluding
University holidays.


Motor Pool Parking

Personal vehicles may be parked in the motor pool area while using
State vehicles.  Please tell the dispatcher when leaving a personal
vehicle in the compound.  P&T accepts no responsibility for the
safety of personal vehicles nor for their contents.


Returning Vehicles

Operators should return vehicles to the enclosed motor pool lot as
soon as possible, preferably during business hours.  Vehicles
should be returned after hours as follows.

        
Responsibility                           Action                  
  
Operator                    1.  Parks car in the visitor slots at
                                the north end of 1101 Millmont
                                Street.

                            2.  Records ending mileage on invoice. 
                                Records problems on vehicle defect
                                report located in glove box.

                            3.  Inserts keys, credit cards,
                                completed invoice, and vehicle
                                defect report (if used) into night
                                drop box.

                            4.  Removes all trash from vehicle.

Local Use

Motor pool vehicles used in the Charlottesville area must be
serviced at the motor pool.

If mechanical problems develop in the local area, operators should
return the vehicles to the motor pool.  If unable to do so, the
operator should call the motor pool dispatcher at 924-7712 for
assistance.

Use Outside the Local Area

Credit cards are furnished with each vehicle to purchase unleaded
gasoline and oil from either State Highway Department shops or
commercial service stations. Each vehicle's glove box contains a
list of highway shop locations.  Operators should use these shops
whenever possible.  If the State facilities are unavailable,
operators may purchase tires, batteries, etc., from commercial
service stations.  Please return all commercial receipts and
invoices to the motor pool dispatcher.  P&T will make cash
reimbursements for repairs or servicing made with personal cash or
personal credit cards.

For major repairs, the operator should take the vehicle to the
nearest applicable dealer.  THE OPERATOR DOESN'T HAVE AUTHORITY TO
AUTHORIZE vehicle expenses expected to exceed $100.  Telephone the
motor pool dispatcher to obtain such authorization.

Vehicle Charges

The motor pool dispatcher can provide information on charges and
estimates for specific uses.                                       

For each vehicle used, P&T assesses a minimum of 100 miles per
day's use.  If the vehicle is not picked up within four hours of
the reservation time, a penalty of one day's minimum charges will
be assessed.  If the vehicle is not returned within four hours of
the reservation, a penalty of one half the daily minimum will be
assessed.


                                                                   
ISSUED BY:                                                 07/15/86

Director of Parking and 
Transportation Services        7.52.3