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July 1, 1992
I. REFERENCES
A. Business and Finance Bulletin G-28, Policy and Regulations Governing
Travel.
B. State of California Administrative Manual, Sections: 4100, 4161,
4181, 4182, and 4185.
II. INTRODUCTION
A. PURPOSE
The purpose of this Bulletin is to advise University travelers of the
availability of State of California pool vehicles, garage parking and
service facilities, and the procedures for their use.
B. DEFINITIONS
1. Billing Code: A recharge number used by the State to identify
University customers for billing purposes. The number consists
of two parts. The first five digits are the Agency Code that
identifies the responsible campus or activity (see Appendix A
for a listing of these codes). The remaining digits identify
the individual campus department, agency, or activity being
billed.
2. Charge Card: The plastic credit card (Form GS 971) issued by the
State of California Department of General Services, Office of
Fleet Administration, to persons authorized to use State of
California motor vehicles.
3. Home Garage: The State-operated garage to which a pool car is
permanently assigned.
4. State Pool Cars: Automobiles owned by the State of California
made available by the Department of General Services, Office of
Fleet Administration, on a temporary, recharge basis to various
State agencies, including the University of California.
III. PROCEDURES FOR USE OF STATE POOL CARS
A. AUTHORIZATION FOR USE
University employees and other persons on official University
business are entitled to use State pool cars in accordance with
the provisions of the State Administrative Manual. A State pool
car is obtainable only when a Department of General Services
charge card (Form GS 971) and a valid driver's license are
presented to a State garage dispatcher.
B. OBTAINING CHARGE CARDS (Form GS 971)
Department of General Services charge cards may be obtained
through the campus business office. (On some campuses this
function is assigned to the campus central garage or
transportation office.) Charge cards are obtained by submitting a
request on Form OFA58, Request for General Services charge cards
(see Appendix B), in duplicate, to the Department of General
Services, Office of Fleet Administration, Second Floor, 1416
10th Street, Sacramento, CA 95814. There is a charge on a request
for over 100 cards.
C. REPORTING OF LOST CHARGE CARDS
1. Lost or missing charge cards must be reported immediately by
telephone and confirmed afterwards in writing to the
Department of General Services, Office of Fleet
Administration. The telephone number is (916) 445-7527.
2. All charges against any lost or missing charge card are the
responsibility of the State agency department or office, to
which the lost card was issued, until a written notification
on the loss is received by the Department of General Services,
Office of Fleet Administration. Replacement for a lost or
damaged charge card, as for a new card, may be obtained by
submitting a Form OFA58.
D. BILLING PROCEDURES
Presentation of a Department of General Services charge card to a
State garage or a contracting rental car vendor authorizes the
State garage or the contracting rental car vendor to bill the
University directly for rental charges of a State pool car or a
commercial rental car. In all other situations, as set forth in
Business and Finance Bulletin G-28, rental charges for a
commercial rental car must be the personal responsibility of the
University traveler; reimbursement is made when the traveler files
his/her Travel Expense Voucher (Form U-85).
E. STATE POOL CAR RENTAL RATES
State pool car rental rates are subject to changes from time to
time. Therefore, to avoid misunderstanding, current rates (see
Appendix C) should be requested or verified from the State garage
(see Appendix D) most convenient to the University traveler's
location when or prior to checking out a State pool car.
IV. PARKING IN STATE GARAGES
Travelers on official University business may park their vehicles,
whether personally or University-owned, at any State parking garage,
except at the Sacramento and Van Nuys State garages. However, University
travelers are requested to use prepaid parking tickets since State
garage do not bill the University for parking of University travelers'
vehicles. Prepaid parking tickets in blocks of 10 can be purchased from
any State garage, except from the Van Nuys garage, by using a
sub-purchase order (Form 40A) or a Department of General Services charge
card (Form GS 971), or an Interagency Service Agreement and Invoice
(Form 13A).
V. USE OF STATE GARAGE REPAIR, SERVICE, AND INSPECTION FACILITIES
Operators of University vehicles who are in need of emergency service or
repair may utilize any one of the State garages listed on Appendix D, if
the State facility is more convenient than the nearest University
facility and if a request for service or repair has been approved by the
campus garage manager or is otherwise consistent with the campus garage
procedures.
The State Department of General Services, Office of Fleet
Administration, maintains a staff of automotive equipment inspectors in
various field offices throughout the State, including the following
locations not near a University of California garage facility:
Bakersfield, Fresno, Redding, Stockton, San Jose, San Luis Obispo, and
Ukiah. For further information regarding services provided, inquiries
should be directed to the campus central garage or the campus
transportation/travel office.
AGENCY CODES FOR UNIVERSITY OF CALIFORNIA LOCATIONS
Location Agency Code No.
Cooperative Extension Service - V.P.A-ANR 75005
Director of State Government Relations 75006
Berkeley (including Office
of the President) 75100
Davis 75150
San Diego 75200
Riverside 75250
Santa Barbara 75300
Los Angeles (except Medical Center) 75350
Santa Cruz 75400
Irvine 75450
Hastings College of the Law 75700
Lawrence Livermore Laboratory 75909
Lawrence Berkeley Laboratory 75910
Los Alamos Scientific Laboratory 75915
Medical Center-Los Angeles 75950
San Francisco 75951
APPENDIX B FORM OFA 58
STATE OF CALIFORNIA
REQUEST FOR GENERAL SERVICES CHARGE CARDS In reply please refer to
OFA 58 (REV. 7/87) Date and File Number
To : Department of General Services Date :
OFFICE OF FLEET ADMINISTRATION
1416 10th Street, 2nd Floor File No.: 0P 6
Sacramento, California 95814
From :
Subject : General Services Charge Cards
Please provide General Services Charge Cards as indicated below.
Issuance of cards shall be in conformance with State Administration
Manual Section 4182.1; authorization is hereby granted for
allowance of charges.
AGENCY BILLING
CODE NUMBER QUANTITY DEPARTMENT OR UNIT (24 CHARACTERS MAXIMUM)
AUTHORIZATION SIGNATURE NAME OF PERSON ORDERING CARDS TELEPHONE NUMBER
TITLE CARDS TO BE MAILED TO:
DEPARTMENT-DIVISION-UNIT
ADDRESS
APPENDIX C
STATE POOL CAR RENTAL RATES
State pool car rental rates shown below are in effect during the 1991-92
fiscal year and are subject to change. For the most current rates and
for other types of vehicle rentals, contact the State garage most
convenient to your location.
Effective 9/1/91
Short Term Long Term
(Tripper) (Monthly)
Sedan (compact or subcompact) $13.00/day* $190.00/mo.*
Sedan (intermediate) $16.50/day* $234.00/mo.*
Pickup trucks $18.50/day* $260.00/mo.*
Station Wagons $20.50/day* $265.00/mo.*
Passenger vans $22.50/day* $275.00/mo.*
4-Wheel drive vehicles N/A $280.00/mo.*
and special vehicles
*Plus 14.2 cents per mile.
APPENDIX D
LOCATION OF STATE GARAGES
City & Address Telephone No. Monday-Friday Sat/Sun/Holidays
Fresno 1025 P Street (209) 445-5527 7AM-7PM Closed
Los Angeles 122 S. Hill St. (213) 620-4454 6:30AM-6:30PM Closed
Oakland 1111 Jackson St. (510) 464-0901 7AM-7PM Closed
Sacramento 1416 Tenth St. (916) 445-9711 7AM-7PM Closed
San Diego 345 W. Ash St. (714) 237-7415 7AM-5:50PM Closed
San Francisco 570 Ellis St. (415) 557-3604 7AM-7PM Closed
Van Nuys 6150 Van Nuys Blvd., Rm.G2 (818) 901-5433 7AM-6:30PM Closed
Reservation for a pool car required for special vehicles such as station
wagons and pickups may be made by telephone or in person at any garage
pool facility.
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