USE OF MOTOR POOL VEHICLES

• 1.0 Purpose
• 2.0 Policy
  • 2.1 General
  • 2.2 Vehicle Operators
  • 2.3 Responsibilities of the Vehicle Operators
  • 2.4 Expense Reimbursements
• 3.0 Definitions
• 4.0 References
• 5.0 Appovals and Revisions

1.0 Purpose

This policy describes the general guidelines for using the services provided by the University's motor pool contract vendor.

2.0 Policy [Top]

2.1 General

It is not mandatory for departments to use the University’s contract for motor pool services. It is strongly encouraged, however, as the motor pool contract offers many advantages, such as:

• Guaranteed availability of vehicles and response time to reservation requests
• Web site reservations and email confirmations. Reservations can also be made via telephone or fax.
• Invoices can be paid electronically through the University’s Financial Accounting System (FAS), or with the University Purchasing Card.
• Specialty vehicles such as 15-passenger vans and handicapped-accessible vehicles
• Negotiated rates based on the length of rental, including permanent rental rates
• University coverage of insurance -- collision, personal accident and liability (additional insurance should not be purchased)

More information on the University’s motor pool contract can be found on Procurement Services web site at http://minerva.acc.virginia.edu/~pams/css/45.html.

2.2 Vehicle Operators

Vehicle operators must be authorized to use motor pool vehicles. For a vehicle operator to be authorized they must:

• Either be faculty, staff, students, or part-time employees of the University, or must have authorization from the department head to charge the use of motor pool vehicles to departmental accounts
• Have a valid drivers license. The contract vendor will verify that vehicle operators have a valid drivers license before renting the vehicle
• Be 18 years of age or older

2.3 Responsibilities of the Vehicle Operators

Vehicle operators must:

• Use the vehicle only during the time requested or notify the contract vendor of necessary rental schedule changes
• Operate the vehicle in a safe and courteous manner, obey all traffic laws, ensure only authorized users operate the vehicle, and wear seat belts at all times
• Report all vehicle specific (non-fuel) expenses or repairs to the contract vendor
• Call the contract vendor immediately for a replacement vehicle, if the vehicle is in need of major repairs
• Be responsible for all traffic citations incurred while the vehicle is in the possession of the operator, regardless of who actually received the citation. The University is not responsible for nor will it reimburse the operator for citations, violations, fines or penalties
• Be responsible for damage resulting from misuse, abuse, or negligence.
  Note: The University will cover the $1,000 deductible from the State's self-insurance plan for damages to a vehicle. If it is determined that the operator was negligent in the accident the University’s Office of Risk Management may bill the department for the deductible
• Use the vehicle only to conduct official University business. Use for personal business or pleasure is prohibited
• Report all vehicle defects to the contract vendor prior to departure or upon return from travel

  ALL ACCIDENTS IN RENTAL VEHICLES USED FOR UNIVERSITY BUSINESS MUST BE REPORTED TO BOTH THE STATE POLICE AND TO RISK MANAGEMENT WITHIN 48 HOURS.

Vehicles will contain a full tank of gas when rented to the University (rental agreement will indicate the amount if less than a full tank). Vehicles should be returned containing the same amount of gas as it contained when the University received the vehicle. The amount of gas in the vehicle when returned to the contract vendor will be noted on the rental agreement and initialed by the University

Limit passengers only to those on official University or State business. Hitchhikers are forbidden.

2.4 Expense Reimbursements

Travel expenses related to operation of a motor pool vehicle, such as fuel, tolls and parking fees, can be reimbursed by submission of a Payment Voucher. See Procedure 6-4, "Preparing the Payment Voucher E-Form."

3.0 Definitions [Top]

4.0 References [Top]

5.0 Approvals and Revisions [Top]

       Previous version in effect from 3/12/92 to 4/11/00 available in policy archive.