Motor Pool Policies and Procedures

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Terms and Conditions for UHH/Motor Pool Vehicles

University of Hawaii at Hilo Motor Pool vehicles shall be used for official University-related business only. University employees and recognized student organizations are eligible for vehicle use. At no time shall unauthorized drivers or riders be permitted in University vehicles.

Reservation Procedure

For each requested vehicle, complete a Vehicle Request Form. Vehicles may be reserved a maximum of 14 continuous days. Requests will be accepted up to 6 months in advance. The Vehicle Request Form is processed on a first come, first served basis. Non-academic programs will be limited to six (6) approved/pending requests. Verification of all reservations will be returned to the requesting program.

Check-Out

An authorized driver of approving authority will present his/her identification to pick up the vehicle keys at the Parking Office during normal hours of operation. Security does not have access to motor pool vehicle keys. Procedures for general usage and emergency instructions will be provided to the driver.

Return

Vehicle must be returned on time to the Motor Pool Parking Area. Motor pool vehicles receive monthly service and cleaning, so remove rubbish from the vehicle before checking it in. The University will not be responsible for any items left in the vehicle.

Rates and Billing

There is a cost to cover fuel and operational expenses. Programs will be charged upon return of the vehicle, and a 24-hour notice of cancellation will avoid any charges. Charges are calculated based on the confirmed reservation hourly time or actual usage hourly time, whichever is greater.

$1.00/hour for sedans
$3.00/hour for full-size vans
$3.00/hour for Handicap Accessible Van

Motor Pool Management

An annual review will be conducted to determine if rates will change to meet the expenses of the services provided. Motor Pool privileges will be denied upon written notification of procedural violations and/or non-payment. (Submit written requests for reconsideration to the Auxiliary Services Officer.) UHH reserves the right to cancel reservations at any time if Motor Pool Vehicles are unavailable due to unforeseen events.