6.1 Purpose: To provide a procedure for the reservation and use of Motor Fleet
Vehicles.
6.2 Policy: State (Motor Fleet) vehicles
will be reserved on a first come/first served basis only. Reservations are
to be made utilizing the standard university
travel authorization form.
It is recommended that vehicle reservations should be made as far in advance
as possible. Vehicles will be issued upon receipt of the travel request form that contains
all the required signatures and budget codes. The Facilities Vehicles and
Transportation Department will not
reserve vehicles by telephone. It is the responsibility of the individual requesting
use of vehicle to check on the status of his or her request. If a state vehicle is not
available, the travel request will be stamped "State Vehicle Not Available" and
returned to affected department. The individual should then contact the Business Office
where a determination will be made to either rent the individual a vehicle or allow the
individual to use their privately owned vehicle with proper reimbursement for mileage.
6.2.1 Use of State Vehicles: State owned vehicles shall be used for official
state business only. It shall be unlawful for any state employee or any other person to
use a state owned vehicle for any private purpose whatsoever.
6.2.2 Meals and Entertainment: When an employee is required to use a state owned
vehicle for travel while away from his work station, the vehicle may be used for travel to
obtain meals, but not for entertainment or any personal purpose.
6.2.3 Use by Immediate Family: Spouses and children are permitted to accompany
state employees on trips in state owned vehicles when sufficient space is available and
when travel is strictly for official state business. However, spouses and adult children
are not allowed to drive a state vehicle.
6.3 Emergency Travel: If travel is due to an emergency, the travel request and
accompanying papers must be walked through the appropriate dean/department heads office,
the business office, to Vehicles and Transportation. If no vehicles are available, and the
individual cannot use his/her privately owned vehicle, then arrangements will be made
through the Travel Department to rent a suitable vehicle.
6.4 Early Morning or Weekend Departure: Vehicles required for early morning or
weekend departures or any other time other than regular dispatching hours, may be picked
up between 4:30 and 5:00 p.m. on the preceding day. An employee may drive a state vehicle
to their home under such circumstances.
6.5 Security: Vehicle security is the responsibility of the driver. All doors
are to be locked when the vehicle is not occupied.
6.6 Personal Property: Personal property left in Motor Fleet Vehicles will be
retained in the Vehicle and Transportation office for a period of two weeks. At the end of two weeks,
appropriate disposition will be made.
6.7 Penalties for Misuse: Motor Pool privileges will be withdrawn for a period
of one year for any individual found guilty of misuse of a state-owned vehicle.
6.8 Returning Vehicles: Vehicles and
keys are returned to the Facilities Vehicles and Transportation Department at the end
of a trip. During other than regular hours, the driver should deposit vehicle keys
through the key drop located at the vehicle pick up office.
