This policy and procedure document addresses the use of vehicles in the conduct of University business and activities. Questions regarding the rules and procedures should be directed to the Associate Vice President for Finance.
Vehicle: Vehicle is defined as any University or privately-owned vehicle used for University related business legally certified or approved to be operated upon a public highway, street, road or freeway.
Employee: An employee is any person who is on one of the Unviersity payrolls (faculty, staff, student).
Volunteer of Record: A person who is providing services to the University without compensation and is acting at the specific request and direction of a University employee. A volunteer also includes students participating in a program of service to the University or community.
University Business: Travel that is conducted with the knowledge and approval of the University for the benefit of the University.
Authorized Driver: An employee or Volunteer of Record authorized to drive a vehicle for University business.
- Compliance with Law: Drivers shall operate vehicles not only in compliance with law, but in compliance with all good driving practices including but not limited to obeying speed limits and using seat belts and shoulder harnesses. Drivers shall ensure that the vehicle's insurance information is located in the glove compartment.
- Compliance with University and Departmental Policy & Procedure: use of any vehicle for University business or activities shall be in compliance with this Vehicle Policy and any departmental Policy and Procedure.
- Driving Record: Authorized drivers who are employees shall grant the University permission to obtain a copy of their driving record from the Department of Motor Vehicles. University departments authorizing students or volunteers as drivers must submit a list of these drivers and their drivers license numbers to the controller's office for a DMV record check. Drivers with out-of-state licenses wil provide a copy of their driving records.
The following guidelines shall be used when designating authorized drivers. Any violation of these guidelines will be cause for review of the driving record, revocation of University driving privileges and/or other disciplinary action up to and including termination of employment.
- Driver must possess a valid drivers license and comply with California motor vehicle laws. A valid drivers license is one that has not expired, without driving restriction, suspensions or revocation of driving privileges.
- The California laws governing activation and suspension of driving privileges will be enforced. A driver with a suspended license will not be allowed to drive a University vehicle on a public road or on University property.
- Periodically, the University Risk Manager will audit the driving record of employees, student employees and volunteers-of-record who drive in the course of their employment by requesting the records from the Department of Motor Vehicles. Authorized drivers are responsible for informing their supervisor of any changes in driving records that may affect their driving privileges.
- Moving violations are accorded points from the DMV with more serious convictions, such as driving under the influence (DUI) of alcohol and drugs, assigned more than one point. Periodic review of driving records by the University that reveal potentially unsafe driving habits will be further reviewed on a case by case basis by the supervisor, Human Resources and the University Risk Manager. Any disciplinary action may include suspension of University driving privileges, mandatory driver training or termination of employment.
- Generally, drivers must not have any conviction for DUI within the last three years. Two DUI convictions within this time period are grounds for the denial of driving privileges.
- Class 3 or Commercial License will be required in accordance with DMV regulations relating to vehicle size, cargo or number of passengers.
- Accident Reporting: In the event of an accident, following these guidelines will expedite proper notification to all parties, including insurance, may lessen potential legal liability and assure compliance with law.
- Appropriate first aid should be rendered to all injured persons and "911" phoned to summon police and/or ambulance if necessary.
- When making statements, NEVER admit fault. Answer all questions from peace officers truthfully and directly, otherwise refrain from casual comments of any kind.
- If no peace officer is present (as many law enforcement agencies do not investigate non-injury accidents) exchange driver, vehicle and insurance information. Complete the Accident Report Form found in the glove compartment of the vehicle. If the form is not there, record the date, time and location of the accident, the description of the driver and passengers.
- Advise the other party to contact the University Finance Office if further information is needed.
- For insurance purposes, all accidents should be reported within 24 hours to Public Safety and the University Finance Office. A Public Safety incident report will be completed with all pertinent information regarding the accident.
- The University Risk Manager will review each accident on a case by case basis to determine the best course of action to take to control the risk.
- Failure to identify yourself or leave identifying information (if involved in unattended vehicle) violates this policy and California state law.
- Out-of-State Travel: The use of University vehicles is generally limited to travel within the state unless approved by the Vice President under whose jurisdiction the vehicle is assigned.
- Hazardous Substances shall not be transported by University employees. These substances will be transported by qualified carriers in accordance with Department of Transportation regulations.
- It is the responsibility of all vehicle operators to drive in a safe manner and conform to all applicable laws and regulations. In addition, vehicle operators are responsible for the conduct and actions of all passengers riding in the vehicle.
University Owned Vehicles
- Authorized Use: University vehicles shall be used only in the conduct of University business and activities when such use is the most economic and efficient transportation option available.
- Authorized Drivers: Only University employees and volunteers of record shall be authorized to drive University vehicles. A list of vehicles and assigned drivers is kept in the Controller's office. Notice of changes of assigned drivers should be forwarded to the Controller's office immediately.
- Purchase and trade in vehicles will be handled through the Purchasing Department. Titles and licenses will be maintained in the Controller's office.
- Passengers shall be limited to employees engaged in University business, registered students engaged in University sponsored activities, or employees of other agencies who are traveling to meetings in association with University employees.
- Drivers who are permanently assigned a vehicle are allowed limited personal use. Such drivers are responsible for maintaining records of mileage for personal use as required by the IRS. At the end of each calendar year, this record will be submitted to the Payroll Office which will calculate an amount based on IRS formulas to be added to the statement of earnings of the employee. Personal use of these vehicles is limited to the assigned driver and spouse for insurance purposes.
- Maintenance: The driver or department to whom the vehicle is assigned shall be responsible for the maintenance and upkeep of the department's vehicles. Such maintenance shall be performed in accordance with the vehicle's maintenance schedule which is stored in the vehicle's glove compartment. Additional or more frequent maintenance checks are authorized as deemed necessary by the authorizing supervisor. Maintenance to University vehicles shall adhere to specifications outlined in the Owner's Manual and limited to gasoline, oil and tire maintenance. Other types of repairs or maintenance shall be performed only by qualified mechanics or repair shops.
Authorized drivers shall inspect and report any vehicle deficiency or unsafe condition to the department supervisor before driving the vehicle. The department supervisor shall inspect the vehicle to determine whether it shall be driven under existing conditions. Cracked windshield, inoperable brake lights, faulty seat belts, and worn tire treads are examples of reasons for placing the vehicle out of service.
- Animals: Animals may not be transported in University vehicles without the permission of the department supervisor having responsibility for the vehicle. Animals will be transported in accordance with federal and state law. No personal pets will be transported in University vehicles.
- Insurance: The University carries blanket liability insurance to protect the University and the authorized driver for any accident involving either bodily damage or damage to property of others.
The University does not carry collision insurance on University vehicles. The University's budget funds the cost of repairs or replacement. The department assigned the vehicle is subject to a deductive expense for collision damage.
- Parking Off-Campus Overnight: University vehicles may be parked overnight at an authorized driver's home when driver is departing on, or returning from, an official trip away from the employee or volunteer-of-record's workplace under circumstances which make it impractical to use other means of transportation. When such situations occur, the vehicle shall be parked off the street, in the employee or volunteer-or-record's driveway, garage, or other space that removes it from the public street, thus reducing the hazards of accidental damage, theft and vandalism.
- Unauthorized use: University owned vehicles are to be used only for University business, sponsored events and other authorized purposes. Any driver who is not in compliance with this policy may be held personally responsible for any damage incurred during such use.
Non-University Owned Vehicles
- Private Vehicles
- Authorized Use: Private vehicles may be used in the conduct of University business and activities only when such use is the most economic and efficient transportation option available and when such use is under specific direction of University supervisors.
- Authorized Drivers: Only employees and volunteers-of-record shall be authorized to drive vehicles that are being driven on University business or activities.
- Insurance: Private vehicles used on University business must be covered with the owner's insurance as required by law. The vehicle insurance policy need not be classified for commercial use, but if the extent of the University business goes beyong incidental use, it shall be the responsibility of the employee or volunteer-of-record to resolve the matter personally with his or her insurance company.
The insurance covering the private vehicle used on University business pays first and if that insurance is exhausted, the University insurance pays second to the extent of the policy. Claims paid by private insurance for accidents occurring from the operation of privately owned vehicles on University business are not reimbursable from University funds or University insurance.
- Mileage Reimbursement: Mileage reimbursement is available to cover the cost of operation of vehicles used for University business. This reimbursement rate is established by the IRS annually and covers operating, operator maintenance and insurance costs.
- Authorized use: Vehicles may be rented by employees and volunteers only with the approval of the 4appropriate department manager.
- Insurance: Rental agencies offer insurance for liability (damage or loss sustained by others) and collision (damage or loss sustained by their vehicles). The University non-owned auto policy covers this exposure. Should the employee or volunteer-of-record suffer such a loss, it will be reimbursed by the University. Therefore, authorized drivers of commercially rented vehicles shall not purchase collision damage coverage from the agency.
Employees and supervisors are responsible for compliance with policy requirements. The University Site Risk Manager is responsible for maintaining this policy.
Contact the University Finance Office with questions regarding this policy.
Policy Approved: October 23, 1998
Last Updated: October 28, 1998
Maintainer: Human Resources