The following information (last updated on December 15, 2020) can be found in the glove compartment of every motor pool vehicle. Every operator of a motor pool vehicle is responsible for understanding and adhering to ALL policies. Use of motor pool vehicles is a privilege that can be revoked.
Use Authorization §148-3-7. Permissible use and care of state-owned vehicles.
7.1. It is the responsibility of the spending unit to monitor vehicle use and take appropriate action when an employee’s use of the vehicle is not in accordance with this rule. 7.1.a. State-owned vehicles may be used or occupied by state employees, non-employees, (such as agency-approved contractors or their agents), volunteers acting in an official capacity, or authorized passengers as defined in this rule. No passengers other than state employees, non-employees, and authorized passengers are permitted in vehicles without specific approval of the spending officer. 7.2. A state-owned vehicle may be used for official state business only by either primarily one employee or by multiple employees as a pool vehicle. 7.2.a. Use by primarily one driver. 7.2.a.1. State-owned vehicles may be assigned to an employee whose job duties require continuous access to a vehicle.
7.2.a.2. The driver to which the vehicle is assigned is responsible for recording information that must be reported to the agency fleet coordinator and the Fleet Management Division. 7.2.b. Use by multiple drivers as a pool vehicle.
7.2.b.1. When a state-owned vehicle is used by multiple employees, the vehicle must be kept on state-owned or leased property when not in use, if practical. 7.2.b.2. Each driver of the pool vehicle is responsible for recording information that must be reported to the agency fleet coordinator and the Fleet Management Division when the driver is using the vehicle. 7.3. State-owned vehicles cannot be used for personal use except for de minimis personal use.
Effective Date. – April 3, 2019
 Requirements of Operator
All drivers of motor pool vehicles must possess a valid U.S. driver's license. For insurance purposes, the Motor Pool office, must have on file a list of all persons who will be operating motor pool vehicles. This must include the driver's name, state of issue, and expiration date of license. Responsibilities of Operator
The operator of the vehicle has, but is not limited to, the following responsibilities:
Cancellations
Reservations must be cancelled at least 24 hours in advance or a cancellation fee will be assessed to the requestor's account. Cancellations must be made via the Motor Pool web site or by phone. The motor pool staff may cancel vehicles not picked up within 4 hours of the scheduled reservation time.
Picking Up Vehicles
Keys can be picked up 24-hours a day from the automated Key Lock Box located at Laidley Field Parking Lot across from Laidley Field. West Liberty University Keys can be picked up in office.
Returning Vehicle
Returning vehicles late without notifying the motor pool staff may result in additional daily charges. Contact the motor pool office if risk of returning the vehicle on time is imminent.
The returned vehicle should be free of trash or excessive debris. The department (or organization) which reserved the vehicle shall be charged a clean up fee if a vehicle's interior is judged to be excessively dirty.
The returning vehicle should have a full tank of fuel when being returned to the Capitol Complex Motor Pool. If the fuel tank is not full at the time of return, the department (or organization) which reserved the vehicle may be charged with an additional Refueling Fee.
Please make sure vehicle is locked and all lights are turned off. Renters should return keys to the automated Key Lock Box system located at the Laidley Field Parking Lot across from Laidley Field.
Vehicle Maintenance & Repairs
PLEASE READ: IF YOU ENCOUNTER AN ISSUE WITH YOUR RENTAL VEHICLE IF YOU FIND YOURSELF IN NEED OF EMERGENCY ROADSIDE ASSISTANCE, PLEASE CALL THE VENDOR CONTACT NUMBER ON THE FRONT OF YOUR PACKET (1-800-227-2273). THE CLIENT CODE AND VEHICLE NUMBER ARE ON THE FRONT OF THE PACKET AS WELL. IF THE CIRCUMSTANCES NECESSITATE THAT YOU NEED A REPLACEMENT VEHICLE, AND THE AGENCY IS NOT AVAILABLE TO ASSIST, CALL ENTERPRISE RENT-A-CAR AT 855-266-9289, AND USE STATE OF WV CLIENT CODE XZ68WWV TO ENSURE YOUR AGENCY WILL BE BILLED AT THE CONTRACTED RATE. IF YOU HAVE AN ISSUE WITH THE VEHICLE THAT IS MINOR AND DOES NOT REQUIRE EMERGENCY ASSISTANCE (I.E. WIPER BLADE DISCONNECTION), THERE IS A MAINTENANCE PACKET IN THE GLOVEBOX OF THE VEHICLE. IT WILL LIST VARIOUS VENDORS THAT CAN PROVIDE SERVICES. IT DOES NOT MATTER WHERE IN WV YOU ARE LOCATED, THE VENDORS LISTED PARTICIPATE STATE-WIDE. IN THIS INSTANCE, YOU WOULD TAKE THE VEHICLE INTO THE PLACE OF BUSINESS, GIVE THEM YOUR ARI PACKET, AND LET THEM KNOW CHARGES WILL NEED BILLED TO THE APPROPERIATE STATE OF WV AGENCY ACCOUNT. THIS IS ONLY TO BE DONE TO FIX AN IMMEDIATE CONCERN. DO NOT TAKE VEHICLES IN FOR ISSUES THAT CAN BE FACILITATED BY THE AGENCY UPON RETURN OF VEHICLE. AS ALWAYS, IN THE EVENT YOU HAVE ANY QUESTIONS OR CONCERNS. OUR TOLL-FREE NUMBER IS 1-855-817-1910 AND WE ARE AVAILABLE DURING STANDARD BUSINESS HOURS. Accident Procedures
The Agency Fleet Coordinator must provide to the Board of Risk and Insurance Management (BRIM) an accident report with sufficient detail to determine the circumstances of the accident. 1. Driver must contact law enforcement agency where the collision occurred.
2. Driver must notify their Agency Fleet Coordinator as soon as possible.
3. Agency Fleet Coordinator / driver must provide to BRIM an Insurance Loss Notice form which must be completed within 48 hours of the collision in order to submit a claim for an automobile accident. This form can be submitted one of the following ways: a. Electronically on the BRIM website: http://www.BRIM.wv.gov b. Scanned and emailed to: [email protected] c. Mailed with the original and one copy to: Board of Risk & Insurance Management, Claims Management 1124 Smith Street, Suite 4300 Charleston, WV 25301 Telephone: 304-766-2646 Fax: 304-558-6004 Toll-free: 800-345-4669
4. Estimates: If damage is more than $2,500, an adjuster will evaluate the damage. Otherwise, two estimates must be submitted with the form. There is a $1,000 deductible amount payable by the agency. The insurer reserves the right to inspect all damages prior to repairs being completed. Prior to securing the estimates, the spending unit should await contact from the insurer as to how it wishes to proceed.
5. The Agency Fleet Coordinator must send a copy of all pertinent information and written notification stating date and repair completion as soon as possible.
6. If the vehicle is a total loss, the Fleet Management Division must be notified immediately. Reminder: All vehicles being retired must show normal wear and tear and be free of any accident damages.
Form: DOA-FM-045 Revised (1 May 2018) Insurance Any accident resulting from the rental of this vehicle will be properly chargeable to the loss history of the agency renting the vehicle and the renting agency will be responsible for payment of the physical damage deductible which applies to the accident.
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