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The Division of Real Estate and Land Management (REALM) will provide a clean and safe vehicle for temporary use for statewide travel to all department employees in the course of conducting state business. Costs of using the motor pool will be recovered from the divisions/offices using the pool.
The motor pool is intended:
- To supplement the divisions' vehicle needs, not replace them;
- To be used for temporary and occasional travel needs;
- To be used for in-state travel; out-of-state travel will require approved travel requests submitted to Facility Services
Vehicle Request Procedure
Pool vehicle reservations should be made a minimum of 2 days prior to a vehicle being needed. This allows adequate time for schedule and vehicle availability coordination. When a vehicle is needed immediately, or within one day, please call instead of emailing the request.
Employees who need a vehicle for statewide travel should adhere to the following:
- By phone - Make phone reservations by calling ext. 7030 or ext. 7050. If you use this method and voice mail is reached, please follow the voice mail instructions to reach someone, or leave a voice message with a time when the call can be returned.
- By email/intranet- Utilize ODNR Intranet at http://intranet/ms.asp. The steps to reserve a pool car by email/intranet are as follows:
- Open the main Intranet web page, then open the menu as follows:
- Services, then Vehicle Reservation
- Provide the information requested:
- Name, division/office and phone extension
- Type of Vehicle needed (i.e. sedan, wagon, mini-van, pick-up)
- Date & Time of Vehicle pick-up & Vehicle return
This mailbox will be reviewed daily. Confirmation should be received (verbal or email) of the reservation within 8 business hours. If confirmation is not received within this time period, call ext. 7030 or ext. 7050. If contact cannot be made at the two previous numbers, call ext.7010.
- For early morning (before 8am) departures, call one day prior to departure to confirm the vehicle is available. Employees should make arrangements with the Fleet Coordinator to pick up the vehicle keys by 4:30 pm on the day prior to departure.
- Vehicles will be signed out at REALM, Building I Fleet desk, at which time employee will pick-up keys, vehicle book, and vehicle report. Employee must show a valid driver's license at this time.
- Vehicles are to be picked up and returned to the north parking lot between buildings E and F.
- Employee returns keys, vehicle book, and vehicle report and signs vehicle in at REALM, Building I Fleet desk. If vehicle is returned after normal business hours and the employee cannot return the keys and vehicle book before 8 am the next business day, the keys and book should be placed in the drop-boxÓ located on the first floor of building E next to the security office. Keys and vehicle books should not be given to security personnel.
REALM Responsibilities
The Division of Real Estate and Land Management has the following responsibilities:
- Purchase and maintain a fleet of clean, safe vehicles
- Pays for all maintenance, repairs, insurance and gasoline
- Completes all monthly DAS vehicle reports
- Maintains information on vehicle use
Employee Responsibilities
The responsibilities of employees that use vehicles from the car pool include but are not limited to:
- Use the vehicle for state business only
- Obey all traffic laws
- Do not smoke, or allow smoking, in the pool vehicles
- Keep the vehicle locked and the credit card and book in a secure location when not in use
- Complete vehicle report form and note any problems with the vehicle
- Return the vehicle with a full tank of gas and clean interior
- Return keys, book and credit card to the Fleet Coordinators office in Building I, or place into drop-box located on the first floor of Building E.
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