Campus Vehicle Procedures
Requirements for use of campus vehicles, as well as usage policies, vary depending on the type of vehicle assignemnt. Before using or requesting a vehicle, be sure that you know the particular vehicle assignment. The information below is intended to help University employees find the correct vehicle assignment and the requirements that must be met for it.
All vehicle assignments
Campus Motor Pool: General Assignment
Requirements
- Scheduled safety inspection by Fleet Services
- Completion of a vehicle request form
- Supervisor approval for each trip for non state or university passengers
- Appropriate operator's license (CVC)
| Business Use | Yes |
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| Personal Use | No |
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| Vehicle Registration | State |
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| Insurance Provider | State |
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| Maintenance Providor | State |
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Campus Motor Pool: Department Assignment
Requirements
- Scheduled safety inspection by Fleet Services
- Supervisor approval for each trip for non state or university passengers
- Appropriate operator's license (CVC)
| Business Use | Yes |
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| Personal Use | No |
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| Vehicle Registration | State |
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| Insurance Provider | State |
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| Maintenance Providor | Department |
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Business Travel Rentals
Requirements
- Travel approval form (1A) filed
- Supervisor approval for each trip for non state or university passengers
- Use of DGS or AMEX credit card for reimbursement of rental cost and gas use
| Business Use | Yes |
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| Personal Use | No |
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| Vehicle Registration | Rental Agency |
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| Insurance Provider | Rental Agency & Secondary State coverage for business travel |
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| Maintenance Providor | Rental Agency |
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Private Vehicles & Personally Rented Vehicles
Requirements
- Travel approval form (1A) filed
- Approval of individual insurance
- Properly recorded mileage for reimbursement of business use
| Business Use | Yes |
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| Personal Use | Yes |
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| Vehicle Registration | Individual |
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| Insurance Provider | Individual & Secondary State coverage for business travel |
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| Maintenance Providor | Individual |
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Private Vehicles: MPP Supplemental Compensation (leased or purchased)
Requirements
- Supplemental compensation declared in letter of offer, reported to IRS, and approved by both the President and Chancellor's Offices
- Travel approval form (1A) filed for business travel
- Approval of individual insurance
- Properly recorded mileage for reimbursement of business use
| Business Use | Yes |
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| Personal Use | Yes |
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| Vehicle Registration | Individual |
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| Insurance Provider | Non-university Secondary State coverage for business travel |
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| Maintenance Providor | Individual |
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Exchanged Vehicles: Assigned to MPP
Requirements
- Vehicle use exchanged for university service
- Receipt conforms with University Advancement requirement
- Supplemental compensation declared in letter of offer, reported to IRS, and approved by both the President and Chancellor's Offices
- Any differential between supplemental compensation and value of exchange plus associated costs (i.e., security deposits, taxes, lease payments, etc.) negotiated with the University
- Travel approval form (1A) filed for business travel
- Properly recorded mileage for reimbursement of business use
| Business Use | Yes |
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| Personal Use | Yes |
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| Vehicle Registration | Non-university |
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| Insurance Provider | Non-university Secondary State coverage for business travel |
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| Maintenance Providor | Non-university |
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Note:
- Operation of vehicles by qualified drivers with good driving records is the responsibility of the department.
- Donated vehicles would be assigned to the campus motor pool and receipt in conformance with University Advancement requirements.
- Routine driving to and from work is considered personal use.
- Bargaining unit employees are not eligible for supplemental compensation (vehicle allowance or assignment).
