Section 5040.380  Motor Pool

a)         The DCMS motor pool vehicles are available to all agencies in accordance with this Part.

b)         Responsibilities of pool users:

1)         Employees shall present the pool dispatcher with a properly completed "Central Management Services Motor Pool Vehicle Request Form" (IL 401-0206) for vehicles signed by the Vehicle Coordinator or other authorized person stating:

A)        Employee's name.

B)        Agency name and division.

C)        Account number to be charged.

D)        Destination.

E)         Pick up date and time.

Fi)        Return date and time.

2)

A)        Requests for vehicles for more than five (5) consecutive days or those to be used or kept on weekends or holidays must be signed by the Agency Head of the agency requesting vehicle.

B)        If it is determined that the driver cannot return the vehicle as stated on the "Vehicle Request Form", the driver should contact his department supervisor or Vehicle Coordinator during normal business hours advising of the reasons.  The supervisor or Vehicle Coordinator shall, in turn, contact the closest Motor Pool during normal business hours and request an extension.  An extension will be granted unless the vehicle was previously reserved and no alternate vehicles are available. After normal business hours the emergency number shown on the credit card is to be called and an explanation of the circumstances given.

C)        Failure to return a vehicle as scheduled shall result in an additional charge to the user agency as shown in the Rate Schedule (See Section 5040.700) unless an extension is requested by the appropriate user agency personnel and approved by the authorized Division of Vehicles' staff.  Extensions shall be granted unless the vehicle has been reserved and substitute vehicles are not available. The additional charge does not relieve the agency from responsibility for paying the rental charge applicable for the period of time the vehicle is retained by the user.

3)         Driver should check for miscellaneous problems such as missing control knobs, wiper blades, etc., before departing the dispatch area.

4)         Any materials, supplies, or tools to be transported should be stored in trunk or arrangements should be made to avoid soiling or damaging the vehicle's interior.

5)         Driver shall inspect the interior and exterior vehicle prior to departure and advise the dispatcher of any noticeable damage.  Damages to vehicles while in the care and custody of a State employee shall be billed to the user agency. If damages are the fault of a non-State employee, the Division of Vehicles may allow the vehicle to be repaired at a private garage at that person's expense.  In determining whether the work should be contracted out, the Division of Vehicles shall consider the effect on the State Garage, State garage capabilities, the location of the vehicle, the speed in which repairs are needed, cost, and other such factors.

6)         Each driver on completion of trip must:

A)        Return the vehicle to the original motor pool location promptly, except as provided for in subsection (d)(2) below.

B)        Leave the keys and credit card with the pool dispatcher or as directed by Division of Vehicles staff.

C)        Advise the pool dispatcher or attendants the vehicle has been returned.

D)        Complete the DCMS Division of Vehicles:   Motor Pool  Vehicle Check form (IL 401-1103) and report trouble experienced or suspected.  While the driver is not responsible for diagnosing any problem with the vehicle, the driver is responsible for advising DCMS of any difficulties experienced.

E)         Vehicles shall not be transferred to another employee under any circumstances without prior approval of the Division of Vehicles.

7)         All purchases shall be made at State facilities whenever possible. Purchases made at retail or commercial facilities located in close proximity to a State-owned facility shall be charged back to the user agency as an unauthorized purchase unless the user agency has obtained authorization in accordance with Section 5040.420.

8)         In case of needed repair or breakdown, the driver must follow the general instructions in the DCMS Vehicle Operator's Instructions or call the nearest pool dispatcher.  See Section IV of the Instructions which should be kept in each vehicle for locations and phone numbers.  If repairs cannot be completed immediately, the Motor Pool will provide another vehicle at no cost to the user agency for them to pick up the driver of the disabled vehicle and return the person to their point of origin or approve the rental of a vehicle from a private lessor so the driver can return to point of origin. All costs incurred for rental of the private vehicles will be paid by the user agency.

c)

1)         In order to guarantee the availability of a vehicle, a reservation must be made by contacting the Motor Pool at the location from which a vehicle is needed, at least 24 hours in advance of pick up time.  The following information will be necessary:

A)        Name of Agency

B)        Name of division or unit.

C)        Driver's name.

D)        Billing Account Code to be charged.

E)         Date and time to pick up.

F)         Date and time of return.

G)        Destination of driver.

H)        Number of passengers.

I)          Driver's work telephone number and home phone number if vehicle will be picked up during non-work hours.

J)         Amount of cargo (if applicable)

2)         In the event a Motor Pool vehicle is not available, authorization will be given to rent from a private vendor.

3)         Failure to cancel a reservation at least four hours in advance of scheduled pick-up time will result in a charge as shown in the Rate Schedule (see Section 5040.700) to the agency involved.

4)         DCMS shall use the following criteria in assigning Motor Pool vehicles, subject to availability:

A)        Compact/sub-compact or higher mileage vehicles will be assigned for trips within a 50 mile radius of the Pool.

B)        Newer vehicles will be assigned for extended trips.

C)        Large Sedans or wagons for extended trips or trips requiring several travelers or special equipment.

5)         State employees not operating Motor Pool vehicles in accordance with DCMS' Rules are subject to suspension of Motor Pool privileges. Suspensions will be made with input of the requesting agency.  Notification of suspension will be made to the agency head by the Manager of the Division of Vehicles.

d)         Miscellaneous:

1)         A motor pool car assigned to one motor pool and destined for another area with a motor pool may be parked at the destination motor pool at no charge.

2)         One-way trips are not permissible except in an emergency and when approved by the Division of Vehicles.  An additional charge will be assessed for a one-way trip as shown in the Rate Schedule (see Section 5040.700).

3)         In the interest of Energy Conservation, one (1) individual traveling to areas served by Amtrak or other public transportation will not be assigned Motor Pool Vehicles.  Exceptions may be granted by the Division of Vehicles when justified by a letter of request signed by the Agency Head or designee.

(Source:  Amended at 9 Ill. Reg. 13720, effective August 21, 1985)