Facility Services

Motor Pool

The University of Washington Bothell has one motor pool vehicle for use by faculty and staff. The UWB Motor Pool provides this vehicle at economic rates for individuals authorized to travel on official University of Washington Bothell business. Use of this vehicle will be recharged to the campus department requesting its use.

If the UWB motor pool vehicle is not available, employees can arrange with UW Seattle Motor Pool http://www.washington.edu/admin/motorpool to reserve a vehicle at Seattle campus. UW Seattle does not deliver motor pool vehicles to the Bothell campus. UWB employees who reserve a car through UW Seattle must make individual arrangements to pick up and return motor pool vehicles to UW Seattle. The UW Seattle Motor Pool can also provide assistance with vehicles designed for the mobility limited.

Rental Rate

The UW Bothell Motor Pool is a self-sustaining operation and rental rates are set at a level that assures recovery of the cost of doing business. The following rates apply:

Mileage Rate: $.505

Rental Vehicle

The following vehicle is available as a daily rental: Ford Taurus, four-door station wagon.

Collision Insurance Fee

In addition to the change in rental rates, the UW Bothell Motor Pool has established a new insurance fee of $1.00 per day per rental. This fee will create a fund to pay for vehicle damages and replace the previous policy of recharging collision damage back to the respective departments. 

Collision

The UW Bothell Motor Pool is self insured for vehicle collisions.

A collision insurance fee of $1.00 per day, per vehicle is added to the rental rates. The assessment of this fee creates a fund to pay for vehicle damages and replaces the previous policy of recharging collision damage back to the renting department.

Liability

The University maintains liability coverage for all University vehicles. This coverage protects authorized operators from claims of third parties for bodily injury or property damage, provided the vehicle was operated for and on behalf of the University.

Personal Injury

University employees, student employees, and authorized volunteers traveling on official University business are insured for any injuries under the Worker's Compensation Program. For details on volunteers, see the Operations Manual, D 14.1.

Students and passengers who are not University employees are not insured by the Worker's Compensation Program and are responsible for providing their own medical insurance.

Fee Calculation and Billing

Rental fees are charged to the budget number designated by the requesting department. Rental fees consist of a fixed daily rate plus a per mile charge for the actual miles driven. Daily rental charges are calculated from 6:00 a.m. to 6:00 p.m. regardless of the time the vehicle was checked out.

Operating Costs Covered by the Rental Fee

The UW Bothell Motor Pool rental fee covers the following costs:

Regular maintenance services will be performed at the UWB Motor Pool on all University-owned vehicles.

Operating Costs Not Covered by the Rental Fee

The UW Bothell Motor Pool rental fee does not cover the following costs:

Reimbursement

If an operator needs to purchase service for repairs from a source other than the UWB Motor Pool, the operator should:

Under these circumstances, reimbursement may be obtained through the following procedures:

  1. Receipts
    • Bring the original receipts to the Physical Plant Office for verification of charges and rental dates.
    • Original receipts must be legible, have the vendors name, date and description of the products and services purchased, and the monetary amount paid.
    • Credit card receipts that are not complete may be returned.
    • Include the vehicle number or confirmation number on all receipts.
  2. Cash Reimbursement Limit

The limit for cash reimbursements is $200.00. Reimbursements exceeding this amount will be made by check from UW Purchasing and Accounting.

Billing Inquiries

The UWB Motor Pool Office should be contacted regarding any billing discrepancies.

The UWB Motor Pool Office will make every effort to correct a billing discrepancy and/or answer a question regarding charges incurred.

Location

The UWB Motor Pool is operated by Facility Services.

Facility Services receives and confirms vehicle requests through email at plant@uwb.edu, and handles billing for all campus vehicles, handles complaints and collisions involving a campus vehicle, and facilitates the purchase and disposal of vehicles for the campus fleet.

Motor Pool office hours are 7:00am to 5:00pm, Monday through Friday.

UWB Motor Pool Check Out Procedures

  1. Reservations are on a first come, first serve basis and can be made up to one month in advance.
  2. Contact Dispatch: 425-352-5466 at phone, or email: plant@uwb.edu for availability.
  3. Please provide hours (start and return time), your name, phone number, department, and budget number.
  4. Car can be picked up at the Motor Pool office located at Physical Plant, CP1 between 8AM and 4PM. If you are not able to pick up the car during these hours, please make appropriate arrangements with Dispatch.
  5. Read and sign a driver's responsibility form. User must also present his/her valid driver's license for file/record at time of checkout.
  6. Fill out the TRIP LOG sheet and pick up keys.
  7. A credit card will be issued for gasoline purchase when keys are picked up.
  8. Car will have a full tank upon departure. (Note: Each user must fill the tank up when the gauge reaches the ¼ full level.)
  9. Keep the gas receipt and hand in with key and credit card upon return.
  10. Insurance information and emergency procedures will be located in the glove compartment of the car.
  11. If your plans change and you do not need the car, please cancel your reservations immediately.
  12. If you are unable to return the vehicle by the agreed upon time or by 4PM, you must contact Dispatch at 425-352-5466 so there will be no impact on other vehicle reservations.
  13. 24 hour emergency service is available to employees when using motor pool vehicle.