Utah Admin. Code R27-3-11 - Use Requirements for Daily Motor Pool Vehicles

(1) The division, at select locations, offers state vehicles for use on a daily basis at an approved daily rental rate. Authorized drivers renting a state vehicle offered through the daily pool shall:

(a) read and obey any instructions provided by the division, containing information regarding the use and rental of the vehicle;

(b) verify the current condition of the rental vehicle and notify the division of any current damages and any damages that occur during the rental period;

(c) report the correct odometer reading when refueling the vehicle at authorized refueling sites, and when the vehicle is returned. If an incorrect odometer reading is reported, agencies may be assessed a fee when the agency fails to correct the mileage within three business days of the agency's receipt of the notification that the incorrect mileage was reported. When circumstances indicate that there was an intentional falsification of the vehicle's actual odometer reading at the time of refueling, a fee may be assessed to the agency even if the agency corrected the error;

(d) return vehicles with a full tank of fuel and if the vehicle has a plug-in charge, begin the charge cycle. Agencies shall be assessed a fee for vehicles that are returned with less than a full tank of fuel;

(e) return rental vehicles in good repair and in clean condition;

(i) agencies shall be assessed a detailing fee for returned vehicles that need extensive cleaning; and

(ii) notify the division if a vehicle is damaged.

(f) call to extend the reservation if they need to keep rental vehicles longer than scheduled. Agencies shall be assessed a late fee, in addition to applicable daily rental fees, for vehicles that are not returned on time;

(g) use their best efforts to return rented vehicles during regular office hours. Agencies may be assessed a late fee equal to one day's rental for vehicles that are not returned on time;

(h) call the daily pool location, at least one hour before the scheduled pick-up time, to cancel the reservation. Agencies shall be assessed a fee for any unused reservation that has not been canceled;

(i) not place advertising or bumper stickers on state vehicles without prior approval from the division.

(2) The vehicle shall be inspected upon its return. The agency shall either be held responsible for any damages not acknowledged before rental, or any applicable insurance deductibles associated with any repairs to the vehicle.

(3) Agencies are responsible for paying applicable insurance deductibles when a vehicle operated by an authorized driver is involved in an accident.

(4) The division shall hold items left in daily rental vehicles for ten days. Items not retrieved within the ten-day period shall be turned over to the State Surplus Property Program for sale or disposal.

Notes

Utah Admin. Code R27-3-11

Amended by Utah State Bulletin Number 2017-6, effective 2/21/2017 Amended by Utah State Bulletin Number 2021-23, effective 11/25/2021 Amended by Utah State Bulletin Number 2023-05, effective 2/21/2023 Amended by Utah State Bulletin Number 2024-21, effective 10/28/2024