Drivers refers to staff, faculty, and students operating a college or state-owned vehicle under the direction of the college.
Eligibility:
Possession of a current driver’s license that is valid under WA state law.
Minimum of 2 years of driving experience and resulting in being at least 18 years old.
Agree to advise supervisor/faculty member by the next business day if their legal status to drive changes.
Driving record is free of violations that restricts vehicle driving assignments.
Agreement to review and follow the Evergreen Motorpool Policy and Travel Policy.
Review the Washington State Department of Enterprise Services Enterprise-Wide Transportation Policy and associated documents that pertain to the authorized, safe, and efficient operations of vehicles used on state business and to follow applicable policies and procedures, including use of vehicles for official state business only. Comply with Enterprise-Wide Transportation Policy Procedure 3, Van Management.
Criteria for Restricting a Driver from Driving a State Vehicle:
DO:
Use vehicles for official purposes only.
Restrict passengers to college employees and Evergreen students or invited keynote speakers/guest lecturers.
Carry your driver’s license.
Use Seat Belts – Check before you begin driving.
Ensure passengers are using seat belts.
Lock the vehicle when not in use.
Obey all traffic laws, including posted speed limits.
Always use vehicle’s headlights.
Adjust driving speed and vehicle equipment (use of headlights, etc.) to changing weather conditions. Additionally, the driver should alter travel plans as needed for personal and occupant safety due to inclement weather.
Avoid distractions while driving.
Report vehicle damage/accidents immediately.
Become personally responsible for and promptly pay to the appropriate jurisdiction parking tickets, citations or infractions received while operating a state vehicle. Payment of fines and citations under these circumstances is the sole obligation and responsibility of the driver and will NOT be reimbursed or paid by the State.
Report odometer readings correctly upon vehicle return. If you are a staff person assigned a state vehicle, you are required to report monthly your vehicle’s odometer reading to Evergreen Fleet Motorpool by the 25th of each month.
DO NOT:
Drive under the influence
Use or allow use of tobacco products, smoking, or vaping in vehicle.
Transport alcohol, cannabis products, or any other intoxicating substances, firearms, weapons, or explosives in state vehicles.
Use ear buds/phones. These are a distraction and create an inability to hear emergency warnings.
Drive dangerously, aggressively, or speed.
Use vehicle for personal business or errands.
Drivers engaging in unauthorized use of the vehicle are not covered by the state’s insurance and will be held personally responsible during an accident or other claim.
Transport passengers who are not on official state business.
Use vehicle to commute back and forth from home.
Hold your cell phone while operating the vehicle.
Your actions may make you negligent if involved in an accident, and the state may determine your negligence puts you at fault and personally liable for damages to people and other vehicles/buildings.
Evergreen Fleet Motorpool Locations
Evergreen Motorpool/Parking Office: Communications Building, Room 105. Open M-F 9am-4pm.
Evergreen Motorpool Vehicle Pickup/Return: Vehicle key pickup and return is now conducted via a 24/7 automated key box system that is located is under the overhang of the Arts Annex Building. You will use your Evergreen Agile Fleet login (evergreen email address) and your Evergreen Agile Fleet password to login to the key box system to obtain and return your keys. You will need the login credentials to obtain and return keys. Vehicles are in Lot B in the marked Fleet Motorpool stalls. The vehicles should be returned to Lot B as well. Keys need to be returned to the automated key box system. Your reservation remains active until the keys are properly returned to the automated key box system.
If you are driving a college department assigned vehicle (shops, lab/farm), the vehicle storage and key location will vary. Ask your supervisor/faculty for information.
State DES Fleet Motorpool Locations
DES Tumwater Vans: 7510 New Market Street SW, Tumwater, WA 98501
This location uses an automated self-service key box which is located in the parking lot across from the row of vans. Available 24-7.
DES Capitol Campus Plaza Garage: 1129 Washington Street SE, Olympia, WA 98501
This location uses an automated self-service key box which is located on the left as you enter the garage. The vehicles are stored in Rows D5 and D6. Available 24-7.
DES HQ Fones Road: 1312 Fones Rd SE, Olympia, WA 98501
Open 7:30am to 4:30pm M-F, except for holidays. Key pickup must be completed in this period. Returns can be completed 24-7. Enter the office to pick up keys. Vehicles scheduled for return after 4:30pm on Fridays will be charged for rental days over the weekend.
You can rent different vehicle types from either the Evergreen Fleet Motorpool or via the DES Fleet Motorpool locations.
Vehicle Types from Evergreen (E-Plate & M-Plate Vehicles):
12-Person Van (Ford Transit Van)
10 Person Van with ADA Wheelchair Lift (Capacity varies depending on number of wheelchairs used)
7 Passenger Mini-Van with Stow-n-Go Seating (Dodge Grand Caravan)
8 Passenger Van (Ford E-Series Van)
5 Person Hybrid Sedan (Toyota Prius)
Vehicle Types from DES Tumwater Vans (M-Plate Vehicles):
12-Person Van
8-Person Van
Electric Cargo Van – Full Size (E-Transit–100 Mile Range)
Cargo Van – Full Size (Econoline)
Cargo Van - Small (Transit-Connect)
Vehicle Types from DES Capitol Campus Plaza Garage (M-Plate Vehicles):
Electric Sedan (Chevy Bolt)
Electric SUV (Mach-e, ID4, etc.)
Hybrid Sedan (Prius, Sonata, etc.)
SUV – Standard (Escape, RAV4)
Full Size Truck (Silverado)
7-Passenger Minivan (Pacifica)
Vehicle Types from DES Fones Road (M-Plate Vehicles):
Electric Sedan (Chevy Bolt)
Electric SUV (Mach-e, ID.4)
Hybrid Sedan (Prius, Sonata, etc.)
7-passenger minivan (Chrysler Pacifica - PHEV)
Wheelchair ADA Mini-Transit Van
Other Vehicle Types are limited such as full-size trucks, standard sedans and SUV’s, etc.
Reservation request for vehicles from the Evergreen Fleet Motorpool location or any of the DES Fleet Locations can be made by visiting the Evergreen Fleet Motorpool Agile Fleet Reservation system and clicking on “Make Reservation.”
https://evergreen.agilefleet.com
Per College Motorpool Policy: Evergreen Fleet Motorpool Staff are the only authorized agents to make reservations for DES State Fleet Vehicles on behalf of our agency. Thus, evergreen staff/faculty MAY NOT make DES vehicle reservations directly. Only Faculty/Staff may make reservation requests for vehicles. Students should have their faculty or club advisor make the reservation. An accurate Budgetary Fund and Org number is required to complete your reservation request.
An approved Travel Authority is required BEFORE checking out the vehicle.
Contact the Parking/Motorpool Office if you need assistance in placing your vehicle reservation request.
Your vehicle pickup location and procedures will vary based on the location selected when reserving the vehicle. Check your reservation confirmation email for location.
Pickup from Evergreen Fleet Motorpool
Key Pickup: Automated Key Box system is available 24/7 and is located at the Arts Annex overhang. You can pickup the keys 15 minutes before reservation start and up to two hours after reservation start time. After 2 hours, the reservation is cancelled, and a no-show fee is assessed. You will need your Evergreen Agile Fleet login credentials to pickup AND return the keys.
Vehicle Pickup: Vehicles are parked in Lot B in the marked Fleet Motorpool Stalls.
Your key ring will indicate which vehicle you will be driving. Match the license plate number from keys to vehicle.
Pickup from DES Tumwater Vans or Capitol Campus Plaza Garage
These locations use a self-service automated key and vehicle assignment system. You must pick up the keys within 15 minutes before start time and up 2 hours of the reservation start time, or the reservation will be auto-cancelled and you will not be able to obtain your keys.
At the automated key box location, click the "Check Out Vehicle Button" and use your college email address and DES Fleet Commander password to login to the key box. (You must be an authorized DES Driver and have ALREADY setup your DES Fleet Commander password to gain access to the key box).
Click the confirmation # that Evergreen Motorpool forwarded you for the vehicle reservation confirmation. If you do not see your reservation/vehicle listed, click the "Check Out via Confirmation Number" button. Enter the 6-digit confirmation number using the keypad. The confirmation number was emailed to you by Evergreen Motorpool. Follow the remaining on-screen prompts.
If you are leaving a personal vehicle, please select YES on the PV question, and enter your personal vehicle's license plate number.
The key box will identify which vehicle you are assigned and will release the keys and fuel cards.
Park your personal vehicle in the rental vehicle area.
Pickup from DES HQ Fones Road Location
Open 7:30am-4:30pm, M-F, closed holidays.
Pickup keys within the office during business hours. Must show your current driver’s license for proper identification.
Ask the office staff where to park your personal vehicle.
You must cancel your reservation within the Evergreen Agile reservation system (evergreen.agilefleet.com). Once logged in, click on My Schedule from the left-hand navigation system. Find the reservation(s) needing to be canceled and click on the cancel button and complete the steps and submit.
Failure to cancel the reservation before 48 hours of your reservation start time will result in a $35 cancellation fee being charged to your budget. Likewise, if you have multiple vehicles reserved for your trip and determine you need fewer vehicles, you must also login 48 hours before the reservation start time to make the adjustments, otherwise your budget will be assessed a $35 late cancellation fee.
If you fail to cancel the vehicle requests AND do not checkout the vehicle within the reservation pickup timeframe, your budget will be assessed a No-Show fee equivalent to the full daily rental rate of the vehicle.
WEX Fuel Cards are used to pay for gasoline for both E-Plated and M-Plated vehicles at off-campus fuel pumps. WEX Fuel Cards are accepted at most major fuel stations (Shell, Texaco, Chevron, etc.). Look for the WEX Fleet card symbol on the pump for verification.
The Driver or Operator ID PIN # required to enter at the off-campus fuel pump will be the last 6 digits of your Evergreen A#.
1.Insert the WEX Fuel Card at the pump
This is a vehicle specific card and should only be used for the assigned vehicle.
2.Enter the Driver/Operator ID PIN
This is the last 6 digits of your Evergreen A#. For example, A00123456 would have an ID Pin of 123456.
3.Enter Odometer Reading
Check the odometer and ensure it is the current mileage reading.
4.Begin Fueling
DO NOT use the WEX card assigned to one vehicle to fuel a different vehicle on the trip. You will be personally and financially responsible for any purchases that are in violation.
*If driving a college department assigned vehicle (shops, lab/farm) ask your supervisor/faculty for information on how/where to fuel the vehicle.
*If driving an M-Plated vehicle, and the card is declined, you can contact DES Fleet Operations for assistance in real-time. Should that decline, you can pay with your personal card and be reimbursed. A receipt will be required for reimbursement.
Charging Your M-Plated Electric Vehicle
M-Plated Electric Vehicles come with a WEX EV Fleet Card as well as a WEX Fleet Mastercard.
The Wex EV Fleet Card can be used at the following charger networks:
AmpUp, Blink, Chargepoint, EVConnect, EVGateway, EVGo, Flo, and Noodoe
The Wex Fleet Mastercard will work at any EV Charger that accepts open-loop payments (i.e., Electrify America). This card can also be used for roadside assistance during your trip.
Find charging stations by visiting www.plugshare.com and filtering by network to show the appropriate stations.
Plug-in the vehicle to the charging station and tap the RFID card by the reader. Watch for prompts on the charging display. If leaving the vehicle while charging, lock the vehicle. Unplug the charger when charging completed.
If you are planning a trip exceeding one hundred miles, it is advised to plan your commute trip time and route BEFORE leaving to allow for charging, if needed.
At the conclusion of your trip, you need to return the vehicle to the same pickup location.
Clean up after yourself and care for the vehicle. Everyone should clean mud off their shoes before getting in the vehicle. Wipe up spills and remove debris and personal belongings when returning the vehicles. If the vehicle is left extremely dirty, an additional cleaning fee may be charged.
For Evergreen Fleet Motorpool Locations:
Use the WEX Fuel card to fill the gas tank before returning the vehicle. You can use the Texaco station at 3210 Cooper Point Road to fill up and use the WEX Fuel Card at this location or any other nearby fuel station accepting WEX Fuel Cards. Failure to re-fuel the vehicle will result in a fuel recharging fee.
Park the vehicle in Lot B in the marked Fleet Motorpool stalls. Take note of the vehicles odometer as you will need to enter this information at the automated key box when returning the keys.
Turn off headlights and dome lights. Lock all windows and doors.
Return the keys to the automated key box system located at the Arts Annex overhang (same place your picked up the keys). The reservation remains active until keys are properly returned at the key box.
For DES Tumwater Vans Location (7580 New Market Street, Tumwater):
Use the WEX Fuel Card to fill the tank before returning.
Failure to do so will incur a $20 Fueling Charge to your budget.
Park the vehicle in the same area it was picked up and return the keys to the self-automated key box.
Use your same evergreen email address and DES Fleet Commander password used to check out the vehicle to login to the automated key box kiosk. Click on "Check In Vehicle". When inserting the keys: First, insert the card holder with the oval cutout facing up, then enter the key and turn it clockwise. You MUST turn the key clockwise to complete the key return and close the key box door. Follow the on-screen prompts.
You do not need to park the van in same stall, just in the same area.
If you have the electric cargo van – Please park in the vehicle charging stall and connect to the electric charging station. Lock the doors and return the keys to the automated key box. If the charging stalls are full, park the van with the rest of the vans and return the keys to the automated key box.
For DES Capitol Campus Plaza Garage Rows D5-6 off Washington and 11th.
If you have a gasoline vehicle, use the WEX Fuel Card to fill the tank before returning.
Failure to do so will incur a $20 Fueling Charge to your budget.
Park the vehicle in the same area it was picked up and return the keys to the self-automated key box. Use the same evergreen email address and DES Fleet Commander password used to pick up the vehicle to login to the key box kiosk. Click on "Check In Vehicle." When inserting the keys: First, insert the card holder with the oval cutout facing up, then enter the key and turn it clockwise. You MUST turn the key clockwise to complete the key return and close the key box door.
You do not need to park the vehicle in the same stall, just in the same area.
If you have an electric vehicle– Please park in a vehicle charging stall and connect to the electric charging station. Lock the doors and return the keys to the automated key box.
For DES HQ Fones Road Location:
If you have a gasoline vehicle, use the WEX Fuel Card to fill the tank before returning. The gas station sharing the lot entrance accepts the WEX Fuel cards.
Failure to do so will incur a $20 Fueling Charge to your budget.
Park the vehicle in the vehicle returns stalls by the main office or inside the gated parking area during business hours. Lock the doors and return the keys to the office if during business hours. If after hours, put in the key drop box.
If you have an electric vehicle– Please park in the vehicle charging stall and connect to the electric charging station. Lock the doors and return the keys.
