State of Oregon: Fleet and parking - Vehicle reservation information

Reserving a state vehicle

To make a reservation, call the motor pool at 503-378-4377. To expedite the process, click on the link below to review our reservation information form to make sure you have all the necessary information before placing the call.
Reservation information form

Required documents for 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; you cannot rent a state vehicle without both items present.

The motor pool checkout card is your agency’s authorization to use the motor pool and contains your agency's specific billing information. If your agency doesn’t have a current motor pool checkout card, you'll need to order one prior to the date of your first trip. Complete and submit the checkout card request form .

Checking out the state vehicle

When you pick up the state vehicle we'll give you a vehicle packet.

This packet contains:

The vehicle's keys
Green "locator" card
WEX fuel credit card
Copy of the vehicle registration
Accident packet
Proof of insurance
Oregon map
Vehicle operating policies

Using the state vehicle on a weekend or holiday

If you need to use a state vehicle on a weekend or holiday, make the reservation for the business day prior.

Example: you need to use the vehicle on Sunday. Reserve and pick up the vehicle on Friday, anytime between 4 p.m. and 5 p.m.

Avoid additional charges

If you need to use the state vehicle on a weekend day, pick up the vehicle on Friday afternoon. To avoid being charged for Friday, park the vehicle in our north lot, a gated parking lot just around the corner from the motor pool office. Follow the steps below:

Get your state vehicle and drive it to the north lot.
Get the WEX fuel credit card from the vehicle packet and swipe it in the card reader to open the gate.
Park the state vehicle in an available space (remember to take the WEX fuel card and keys, and lock the state vehicle before leaving).
On the day you need to use the state vehicle, drive to the north lot.
Swipe the WEX fuel credit card and park your personal vehicle in an available space.
Retrieve the state vehicle.
Remember to swipe the WEX fuel credit card every time you enter the north lot or we will not know what date and time you actually left with the state vehicle and you may incur additional days charges.
Instructions on how to use the north lot

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.

Canceling your reservation

Canceling a 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: call 503-378-4377. Vehicles larger than a sedan 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, 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, your agency will be charged $25 "no-show" fee.

Your responsibilities once you check out the state vehicle

Keep the WEX fuel card safe. If the card is lost, there is a $50 replacement fee.
Use the provided WEX fuel card to fuel the vehicle. The WEX fuel card is accepted at most major fueling stations, including ARCO, Fred Meyer, and Safeway. Visit WEX's acceptance locator site for a full list of sites that accept the WEX card. You can also download the WEX Connect free mobile app.

Your responsibilities when you return the state vehicle

Any damage incurred during your use
Completing the green "locator" card
Returning the green "locator" card to the appropriate location based on where you return the state vehicle
Returning the WEX fuel credit card with the state vehicle

Returning the state vehicle

There are two locations where you can return the state vehicle.

During business hours (6:30 a.m. to 5 p.m.), return the state vehicle in the designated return lane.

Park the vehicle in the color-coded lane.
Enter the mileage, date and time of return on the green "locator" card.
Leave the key in the ignition.
Leave the vehicle unlocked.
Leave the packet, including the WEX 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 and time stamp it upon your return to ensure you get charged appropriately for your trip.

After business hours, return the state vehicle to the north lot.

Swipe the WEX fuel card in the gate card reader before entering the north lot.
Park the state vehicle in an available parking spot.
Enter the mileage, date and time of return on the green "locator" card.
Sign the green "locator" card and leave it in the vehicle packet.
Leave the packet, including the WEX fuel card, in the vehicle.
Lock the vehicle.
Place the keys in the drop box by the gate.

You must always swipe the WEX fuel card in the gate card reader to gain access to the north lot. By doing this you electronically date and time stamp when the state vehicle was returned so we know when to stop charging you for its use.

Connect with a motor pool specialist 503-378-4377 fleet.office@das.oregon.gov

Hours of operation
7:30 a.m. to 5 p.m., Monday - Friday (closed state holidays)