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VEHICLE FLEET | No. 5-33 | Rev. 11-6-96 |
| Date 8-17-77 | |||
I. REFERENCE
PPM 5-32, Travel
II. GENERAL
A. The Vehicle Fleet at Weber State University is established to promote the overall
educational program and to facilitate necessary travel of faculty, students and staff.
B. The legitimacy of and need for vehicle fleet travel, either in-state or
out-of-state, shall be the responsibility of department chairs and their supervising
executives. Appropriate approvals will be required on all travel requests.
C. The Vehicle Fleet shall exist as a self-supporting service function.
D. Weber State University employees are encouraged to use Vehicle Fleet in preference
to personal cars when on University activities.
III. POLICY
A. Restrictions
1. Vehicle Fleet vehicles are to be used for official University business only.
Vehicles are not to be used for transportation between campus and an individual's
residence.
2. University vehicle users must strictly observe applicable traffic laws. No vehicle
shall exceed the posted speed limit.
3. The consumption of alcoholic beverages in a University-owned vehicle and the
operation of a University-owned vehicle after the consumption of alcoholic beverages or
the use of illegal drugs as defined by state law are strictly prohibited. The violation of
this policy by faculty or staff members will result in immediate disciplinary action which
could include termination of employment. Disciplinary action for students will be referred
to the dean of students' office.
4. Car pooling is encouraged in the use of motor pool vehicles.
5. Vehicle users must not transfer keys to another user. Each assignment of keys must
be cleared and made through the Vehicle Fleet office.
6. Vehicles must be returned at the appointed time to prevent inconvenience to the next
user and must not be parked at an individual's home overnight.
7. All drivers of Vehicle Fleet vehicles must have a valid Utah drivers' license, with
the exception that a non-resident may operate a vehicle with a valid license from his/her
home state.
8. Reservations will be held only one hour past the time scheduled for vehicle pick up.
B. Accountability
1. Vehicle users are responsible for the following:
a. Damage caused as a result of negligence or unauthorized use
b. Damage caused by unnecessary abuse of the vehicle
c. The replacement of missing equipment or tools
2. Reports of vehicle fleet abuse shall be referred to the Vehicle Fleet manager. The
manager will make a preliminary appraisal of the problem. Where findings substantiate
abuse, such findings will be reported to the director of Purchasing who will work through
the department chair to begin disciplinary action.
3. Disciplinary action may include suspension of driving privileges of institutional
vehicles for the offending driver plus a charge to the department and/or user for repair
of damage to the vehicle.
4. The University is not responsible for traffic violations received by drivers of
Vehicle Fleet vehicles. Persons receiving traffic violations must personally pay for their
own traffic fines.
5. All vehicle accidents involving University vehicles occurring on campus must be
reported to the campus police immediately. Off-campus accidents involving University
vehicles must be reported to the appropriate law enforcement agency. Both types of
accidents must also be reported immediately to the Vehicle Fleet manager and to the
director of Public Safety for insurance purposes. If an accident should occur out-of-town,
the director of Public Safety may be called collect.
IV. PROCEDURE
A. Arrangements to secure a Vehicle Fleet vehicle may be made by calling or by visiting
the Vehicle Fleet office. Vehicle reservations should be made far enough in advance to
insure the availability of the vehicle. If the vehicle is to be driven 300 or more miles
one way, an advance notice of two days will be necessary in order to make a special
long-distance trip vehicle safety inspection.
B. On the date of use, a properly approved vehicle request (green) form must be
presented to the Vehicle Fleet office. The request form must be stamped with the cost code
to which the charges are to be made and signed by the appropriate supervisor. This form
will authorize vehicle fleet to release the keys for vehicle usage. Before departing the
odometer reading must be recorded in the "on departure" space provided on the
form. (If necessary, a gasoline credit card can also be secured at this time.)
C. When the trip is completed, the vehicle keys, credit card and green request form
must be returned to the Vehicle Fleet Office immediately. The vehicle should be locked and
left in the provided parking area.
D. The Vehicle Fleet manager shall submit completed forms to Computing Services weekly
for processing. Monthly departmental budget ledgers will show charges occurring during the
immediate past month.
E. See Schedule I for current vehicle charges.
SCHEDULE I
Reimbursement Rates
(Effective July 1, 1992)
Motor Pool Vehicle Rates:
1. Sedans on permanent assignment $100/mo. + $.28/mi.
2. Sedans $ 14/day or $.28/mi. whichever is greater
3. Trucks, vans & 4-wheel drive $ 23/day or $.35/mi. whichever is greater
Failure to cancel or use a scheduled vehicle will result in a $14 charge to the
scheduler's budget.