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Maintenance & Repair Preauthorization

TO:     State of Oregon Vendors

FROM: Dept of Administrative Services 
          Fleet Administration

RE:     Invoice Billing Procedures

Fleet Administration has specific billing procedures for services performed on Fleet vehicles. We ask you to assist us in following these procedures to ensure timely payment on all invoices. Prior to service or repair of DAS owned vehicles, vendors need authorization from Fleet Administration.

For vendor convenience we have initiated a toll free phone number: 1-800-378-0077. When you call a Field Service Coordinator, please have vehicle license number, vehicle mileage, description of service and cost of repair. For standard services with set prices, a purchase order will be issued at that time. Please include invoice numbers when you call. Call with description of concern if repair cost cannot be estimated without teardown. A purchase order will be issued when a total repair cost can be accurately established.

For payment, send original invoice showing vehicle license number, current mileage, work performed, parts prices, labor prices, date of service, vehicle driver’s signature, purchase order number, and vendor tax ID number to:

Field Services Coordinator 
DAS State Motor Pool
1100 Airport Rd SE
Salem, OR 97301-6082