Text Size:   A+ A- A   •   Text Only
Find     
Site Image
Vehicle Reservation Information
Information you need to make a reservation
To make a reservation call the Motor Pool at 503-378-4377.
 
You will be asked a series of questions in order to make the reservation. To expedite the process, see Reservation Information form (pdf) to make sure you have all the necessary information before placing the call.

 
What you need to know before checking out a state vehicle
Before coming in, make sure you have a current driver’s license and your agency’s Motor Pool Checkout card. Without both items we cannot give you the state vehicle. The Motor Pool Checkout card is your agency’s authorization to use the Motor Pool. If your agency doesn’t have a current Motor Pool Checkout card, you will need order one ahead of time by filling out and sending in the Checkout Card Application Form (pdf).

 
What do you get when you pick up the state vehicle?
When you come in to pick up the state vehicle you will be handed a vehicle packet.
 
The packet includes:

 
Need to use a state vehicle on a day the Motor Pool is closed?
If you need to use a state vehicle on a day the Motor Pool is closed you will need to reserve it for the previous business day. 
 
For example, if you won’t be using the state vehicle until Sunday you would need to reserve and pick it up on Friday anytime between 4 and 6 p.m.

 
Avoid being charged for Saturday when only using it on Sunday
You pick up the vehicle Friday afternoon so you can use it on the weekend when the Motor Pool is closed. To avoid being charged starting Friday when you pick up the vehicle you will need to park it in the North lot (pdf), a gated parking lot just around the corner from the Motor Pool office.
 
You get your state vehicle, drive it over to the North lot, get the Voyager fuel credit card from the vehicle packet, swipe the Voyager fuel credit card in the card reader to open the gate, and park the state vehicle in an available space (remember to take the Voyager fuel card, keys, and lock the state vehicle before leaving). On the day you need to use the state vehicle, swipe the Voyager fuel credit card, park your personal vehicle in an available space and retrieve the state vehicle.  Remember to swipe the Voyager fuel credit card every time you enter the North lot or we will not know what date/time you actually left with the state vehicle; you will be charged from the moment you picked up the state vehicle on Friday. 
 
See instruction on how to use the North Lot (pdf)
 
When you make the reservation, remember to tell us that you plan to move the state vehicle to the North lot so we can make a note in the reservation. 
 
If you return during Motor Pool hours you have the choice to return the state vehicle in the North lot or to our regular return lanes.

 
Need to cancel your reservation?
  • Canceling a sedan-sized vehicle:
To cancel a sedan or any sedan-sized vehicle, call 503-378-4377.  Give your driver’s license number or your reservation number and the reason you need to cancel the reservation.
  • Canceling a vehicle larger than a sedan:
If you are canceling an SUV, 7-passenger van, 12-passenger van or any vehicle larger than a sedan, call 503-378-4377. All of these vehicles have a “Less than 48 hour cancellation” policy. Give your driver’s license number or your reservation number and the reason you need to cancel the reservation. To avoid the “Less than 48 hour cancellation” fee of $25 you need to cancel the reservation 48 hours before the scheduled pick up date and time of the reservation. Please keep in mind that weekends and holidays do not count toward the 48 hours. If you made a reservation for Monday at 8 a.m., to avoid the fee you would need to call on Thursday by 8:00 a.m.
If you forget to cancel your reservation it will “no-show” and your agency will be charged $25.

 
What you are responsible for once you check out the state vehicle
  • You are responsible for keeping the Voyager fuel credit card safe. If the card is lost, there is a $50 replacement fee.
     
  • You are responsible for fueling the vehicle, if needed, using the provided Voyager fuel credit card and fueling it at stations that accept it. If you are unsure if the fueling station takes the Voyager fuel credit card, ask prior to fueling the vehicle. Stations that do not accept the card, but may not be limited to, are: ARCO, Safeway, Fred Meyer, and Costco.

 
What you are responsible for when you return the state vehicle
You are responsible for: 
1.       Any damage incurred during your use.
2.       Completing the green Locator card (pdf).
3.       Returning the green Locator card to appropriate location based on where you return the state vehicle.
4.       Returning the Voyager fuel credit card.

 
Where do you return the state vehicle?
There are two locations (pdf) where you can return the state vehicle.
  • If returning during Motor Pool hours (6:30 a.m. to 6 p.m.) you return the state vehicle in the designated return lane.
     
    • Park it in the color-coded lane
    • Enter the mileage and date/time of return on the green Locator card (pdf)
    • Leave the key in the ignition
    • Leave the vehicle unlocked
    • Leave the packet (with the Voyager fuel card) in the vehicle
    • Sign the green Locator card
    • Return the green Locator card to the Motor Pool office
 
 
Do not leave the green Locator card in the state vehicle; we need to date/time stamp it upon your return to ensure you get charged appropriately for your trip.
 
  • If returning after Motor Pool hours or on a day the Motor Pool is closed, you return the state vehicle in the North lot.
     
    • Swipe the Voyager fuel credit card in the gate card reader before entering the North lot
    • Park the state vehicle in an available parking spot
    • Enter the mileage and date/time of return on the green Locator card (pdf)
    • Sign the green Locator card and leave it in the vehicle packet
    • Leave the packet (with the Voyager fuel card) in the vehicle
    • Lock the vehicle
    • Place the keys in the drop box by the gate
 
 
You must always swipe the Voyager fuel credit card in the card reader to gain access to the North lot. By doing this you electronically date/time stamp when the state vehicle returned so we know when to stop charging you for its use.
 
Do not follow another vehicle into the North lot without swiping the Voyager fuel credit card. If you do this we will not know when to stop charging you for the state vehicle; your agency may be charged an extra day or two for its use.