To enable the University to meet State of Ohio Vehicle Usage Policies implemented in 2007, the OARDC Motor Pool is establishing the following user requirements.
1. End of the month vehicle mileage figures must be reported to the OARDC Motor Pool by the third business day of the following month. The mileage figures can be sent to the OARDC – OSU, Motor Pool Office, 1680 Madison Ave., Wooster, Ohio 44691 or emailed tobicker.1@osu.edu. Vehicle users can also go to the forms page on OARDC CenterNet, selecting "Motor Pool Odometer Report Form", then log into OSU Internet, selecting your vehicle licence plate number, reporting the current mileage in the "Current Odometer Reading" block, then select submit to met the requirement.
2. All vehicles in the OARDC fleet must be safety inspected each year. Documentation supporting this inspection must be maintained in a local vehicle maintenance folder, the OARDC Motor Pool Office file and recorded in the mechanized vehicle maintenance record maintained by the OARDC Motor Pool staff.
3. Copies of maintenance work orders and/or invoices relating to vehicle repairs must be maintained in a local vehicle maintenance folder and the OARDC Motor Pool Office file. Additionally, all maintenance done on the vehicle must be recorded in the mechanized vehicle maintenance record maintained by the OARDC Motor Pool staff.
4. Per University requirements, mileage logs must be kept in the vehicle to record when and how the vehicle is being used. Completed copies of the mileage logs should be maintained in the vehicle or a local file within the department. Maintaining these logs fulfills a University audit requirement. Copies of the mileage log can be obtained by going to the Transportation & Parking Services web page, selecting forms, then clicking on Fleet Service Forms, then selecting Mileage Log.
5. Fueling of University vehicles at in-house facilities i.e., OARDC Motor Pool, Transportation & Parking Facility in Columbus is a University requirement. Documented cost savings per gallon of fuel: 20 cents per gallon.
For vehicles assigned to departments, departments are obligated to make all drivers aware of these guidelines and should ensure that they are followed.
