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

  (1) The division offers state vehicles for use on a daily basis at an approved daily rental rate. Drivers of a state vehicle offered through the daily pool shall:

  (a) Be an authorized driver in accordance with R27-1-2(7). In the event that any of the information required by R27-3-3(1) has not been entered in the division's fleet information system, the rental vehicle will not be released.

  (b) Read the handouts, provided by the division, containing information regarding the safe and proper operation of the vehicle being leased.

  (c) Verify the condition of, and acknowledge responsibility for the care of, the vehicle prior to rental by filling out the daily motor pool rental form provided by daily rental personnel.

  (d) Report the correct odometer reading when refueling the vehicle at authorized refueling sites, and when the vehicle is returned. In the event that incorrect odometer reading is reported, agencies shall be assessed a fee whenever the agency fails to correct the mileage within three (3) 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 shall be assessed to the agency even though the agency corrected the error within three (3) days of the notification.

  (e) Return vehicles with a full tank of fuel. Agencies shall be assessed a fee for vehicles that are returned with less than a full tank of fuel.

  (f) Return rental vehicles in good repair and in clean condition.

  (i) Agencies shall be assessed a detailing fee for vehicles returned that are in need of extensive cleaning.

  (ii) Agencies shall pay the insurance deductible associated with repairs made to a vehicle that is damaged when returned.

  (g) Call to extend the reservation in the event that 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.

  (h) 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.

  (i) 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.

  (j) Not place advertising or bumpers 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 prior to rental, or any applicable insurance deductibles associated with any repairs to the vehicle.

  (3) Agencies are responsible for paying all applicable insurance deductibles whenever 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 (10) days. Items not retrieved within the ten-day period shall be turned over to the State Surplus Property Program for sale or disposal.