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DAS Statewide Fleet Administration has implemented a Web-based invoice system that allows agencies Web access to their Motor Pool invoices. This replaces the paper copy that was previously printed and mailed monthly.
Our Frequently Asked Questions document helps you troubleshoot while you learn the Web-based invoice system. For example, instructions on how to change your password are found in #8 on the FAQ list.
The designated User will access the internet at the following Web link: "https://columbia.das.state.or.us/fleet/invoice/xxxxxxx" (where xxxxxxx is the agency number plus one extra zero). The User is prompted to enter their User ID and Password to log into the Web site. The agency's most current invoice is located at the bottom of the page.
The invoice is provided in a PDF and Excel format on the Web site. The Excel format breaks the invoice into sections. The invoice sections are displayed by year, month and then in alphabetical order by file type and section name.
The first link is the PDF version of the whole invoice (IS), after that, the Excel files will show in the following order: Cross Reference Summary (CR), Fuel Purchases (FP), Other Services (OS), Permanently Assigned Vehicles List (PA), Shop Services (SS) and Vehicle Summary (VS). Depending on your agency’s need and use, your agency won’t necessarily have all of these sections. The Web page will look something like this:
2008_03_PDF_IS.pdf
2008_03_XLS_CR.xls
2008_03_XLS_FP.xls
2008_03_XLS_OS.xls
2008_03_XLS_PA.xls
2008_03_XLS_SS.xls
2008_03_XLS_VS.xls
The Security Officer and their Alternate are authorized to add or change the designated Users.
The designated Users are authorized to access the Web site to obtain the invoices for payment.
To change your agency’s Security Officer and/or Alternate, fill out the Security Officer Request form (doc).
To change an agency's designated User, the Security Officer fills out the User Request form (doc) and e-mails it to Motor.Billing@state.or.us.
Both forms may also be faxed to 503-378-5813 or mailed to 1100 Airport Rd SE, Salem, OR 97301-6082.
If you have a question that has not been answered on the FAQ’s list or you do not know who your agency’s Security Officer or designated Users are, please contact the Billing Coordinator via e-mail or by phone at 503-373-7744.
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