These rules support Policy 3-215, University Motor Vehicles with respect to acquisition,
ownership, assignment, maintenance, and use of motor vehicles.
Definitions are provided in the Policy
Ownership, Acquisition, and Disposal of Vehicles
All motor vehicles owned or leased by the university shall be held under the administrative
management and control of the university Fleet Services.
Acquisition, maintenance, and licensing of all motor vehicles shall be performed by
or at the direction of Fleet Services.
Fleet Services shall determine the type of motor vehicle to be purchased and made
available for departmental use. Departmental needs will be considered as well as the
vehicle's record for reliability, low maintenance costs, and fuel economy. Fleet Services
will ordinarily purchase only compact and sub-compact vehicles if available and capable
of meeting departmental and university needs.
Fleet Services shall determine when disposal of university motor vehicles should occur.
Vehicles no longer needed, no longer serviceable, or scheduled for replacement, shall
be transferred to the Surplus and Salvage Department for final disposition. Proceeds
from the sale, less disposition costs, shall be returned to Fleet Services, except
in the case of special lease plans, in which case the net proceeds shall be returned
to the lessee.
Departments may lease motor vehicles from Fleet Services under one of five lease plans
set forth in Section K. Lease rates charged for the type of vehicle under the various
lease plans shall be revised from time to time, with the approval of the vice president
for administrative services or designee, to reflect the actual costs incurred by Fleet
Vehicle donations for resale will be coordinated with the University Surplus and Salvage
Vehicle donations for use shall meet the following criteria:
Fleet Services personnel shall inspect the vehicle to ensure it will pass state safety
and emissions inspections.
If repairs are required the cost of the repairs shall not exceed 60% of the current
value of the vehicle.
If the vehicle requires repairs that exceed 60% of the vehicle’s current value, the
vehicle shall be sold and not be placed into service. Exceptions to this must be approved
by Fleet Services.
Utilization. If it is determined that a vehicle is not sufficiently utilized to justify
the vehicle being retained, Fleet Services may transfer the vehicle to another department
on campus or direct that the vehicle be transferred to Surplus and Salvage for sale.
Expansion Vehicles. Requests for expansion vehicles must be forwarded to the vice
president for administrative services to be evaluated and forwarded to the Legislature
for approval. If the requesting department has a vehicle that is underutilized, the
department may be directed to replace or transfer the underutilized vehicle instead
of receiving an expansion vehicle.
University motor vehicles shall be of a color selected by Fleet Services, shall bear
the authorized state seal on the outside of both front doors, and must carry EX (exempt)
license plates. Exceptions for these requirements may be granted for good reason by
the vice president for administrative services in accordance with applicable state
University motor vehicles shall be used only for official university business purposes.
University motor vehicles shall not be used for personal transportation or other personal
purposes of persons authorized by college or department administration.
The driver is required to obey all state and federal traffic laws pertaining to the
safe operation of a vehicle. The driver is personally liable for any fines, traffic
or parking violations received.
Use of seat belts is required for all persons occupying the vehicle. It is the driver’s
responsibility to ensure that all persons are properly secured before the vehicle
is put in motion.
Smoking is not permitted in University-owned, leased, or rented vehicles.
Hazardous materials should not be transported in University owned, leased or rented
vehicles unless approved by Environmental Health and Safety.
Drivers are required to complete approved driver training courses as prescribed by
Risk and Insurance Services.
Operation of university motor vehicles is limited to persons who are authorized by
college or department administration to use a university vehicle, and who are (1)
employees of the university or registered students, (2) at least 18 years of age,
and (3) possess a valid Utah operator's license, except that authorized nonresident
students over 18 years of age may operate a university motor vehicle if they possess
a valid operator's license from the state or country of their residence.
University motor vehicles may not be driven outside the state of Utah without prior
written permission from the vice president for administrative services or his or her
University motor vehicles shall not be used to transport groups or individuals not
affiliated with the university. Programs, courses, conferences, seminars, workshops,
institutes, or athletic programs will not be offered for credit or non-credit, where
the primary reason for the offering is to attempt to make legitimate the use of university
vehicles to provide transportation to the participants in competition with authorized
Affiliated university groups may be transported in university motor vehicles where
costs are included in the tuition and fees for a specific program. When registered,
enrolled, or affiliated students, including those enrolled in continuing education,
are transported in university vehicles, no charge will be imposed upon said students
for that transportation service. If transportation costs are incurred, they will be
deemed to have been incorporated and paid as part of that student's tuition and fees,
which includes all materials, instruction, services, and facilities, when those tuition
and fees are assessed and collected at the time the student enrolls in the specific
course. The "tuition and fees" shall relate to a specific program of instruction which
is normally offered and a description of the course and amount of the tuition and
fees to be assessed are published in the university's catalog or regular class listings.
University motor vehicles may be used for the transportation of students, employees,
and guests involved in official university business or engaged in university sponsored
activities provided no fare is charged to the transported individual.
University departments will not advertise, solicit, or release announcements off campus
which solicits participation in transportation provided by the university.
University departments shall not provide routine non-programmatic transportation (e.g.
to or from an airport, to or from hotels) for students, visitors, or guests in university
vehicles where (1) the transportation is for-hire or the specific costs of the transportation
are ultimately borne directly or indirectly by the traveler and not the university;
and (2) there is no significant educational, administrative, business, or similar
activity occurring during the travel time which would be adversely affected in a substantial
way if an authorized carrier rather than a campus vehicle and driver were used; and
(3) the university or travelers can arrange appropriate transportation with an authorized
carrier on a timely and cost-effective basis.
University motor vehicles shall be returned to the university campus promptly after
each official use. Employees, students, and others authorized to use university motor
vehicles shall not be allowed to have a university vehicle at their place of residence
before or after official use unless prior written permission of the cognizant vice
president or his or her designee is obtained. Such permission shall be granted only
if the university's best interests are served, i.e. early morning departure is planned
and additional vehicle mileage will not result.
In some cases, it may be in the university's best interest to assign a university
motor vehicle to an employee and allow the employee, on a continuing basis, to keep
the vehicle at his/her place of residence when not in use. If this arrangement is
sought, the department head, or next higher authority, shall submit a letter to the
cognizant vice president setting forth the reasons and the savings that will result.
If endorsed by the cognizant vice president, the request, accompanied by the cognizant
vice president's endorsement and comments, shall be forwarded to the vice president
for administrative services. If the vice president for administrative services approves
the request, he/she will provide the employee, the cognizant vice president, the cognizant
department, Fleet Services, and director of finance a letter authorizing the arrangement.
Such authorization and approval shall clearly set forth the period of time the authorization
is in effect and shall be reviewed annually. Such authorization may be renewed, following
the same Procedure set forth above. All IRS guidelines shall be followed when reporting
imputed income from take home vehicles. It is the responsibility of the department’s
payroll reporter to input the appropriate information for imputed income for IRS purposes.
When take home use is authorized, de minimis use incidental to the University business
assignment or travel to and from work is acceptable. Ordinary domestic usage in place
of a private vehicle is not allowed.
University vehicles and equipment are prohibited from idling for periods longer than
60 seconds except under the following conditions:
Idling is necessary to power auxiliary equipment such as lifts, hoists, computers
or safety lighting. Auxiliary equipment does not include the vehicle’s air conditioner,
heater, or defrost for wintertime vehicle warm up.
Idling is necessary for testing, maintenance, repair or diagnostic purposes.
Idling is necessary to maintain factory installed emissions equipment on diesel equipment.
Vehicle is stopped at a traffic control signal, in heavy traffic at a train or railroad
crossing or traveling through a construction zone.
Situations where turning off the motor could jeopardize the health and safety of the
driver, patient, or passenger.
Police vehicles engaged in official business.
Extraordinary Wear and Tear
If it is determined by Fleet Services upon the basis of prior experience or other
relevant factors that a department's use of motor vehicles will result in unusual
or extraordinary wear and tear, the normal lease rates may be increased to offset
the resulting additional costs.
If unusual wear and tear, not offset by special lease rates, is evident at the time
of disposition of a vehicle, the using department may be charged for the difference
in value of the vehicle in its condition and the expected value if the vehicle had
not been subjected to such unusual wear and tear.
Motor vehicles, while in use for official university business, will be insured for
both liability and physical damage with commercial insurers and/or self-insurance
program managed by the state or the university, in accordance with state law and consistent
with prudent risk management. Additional and unique insurance provisions apply to
the use of university buses and their drivers.
The cost of motor vehicle physical damage insurance will be included in the lease
rate charged for vehicles leased under the short-term lease plan (see Section K.3
in this rule). Physical damage insurance coverage for motor vehicles leased will be
included under full lease plan (see Section K.1 in this rule) and the capital lease
plan (see Section K.2 in this rule) will be determined by the university risk manager
based on the value of the motor vehicle, the departmental loss experience, vehicle
usage, and other factors normally considered in setting insurance rates. The cost
of such insurance will be billed to the leasing department annually by the university
Drivers of university vehicles shall be personally responsible for fines, forfeitures
of bail, or other penalties based upon parking and traffic violations and citations
or other infractions or violations of law involving the use of university motor vehicles.
The privilege of driving university motor vehicles may be suspended or permanently
revoked by the vice president for administrative services for repeated traffic citations,
at-fault accidents, or for the unauthorized use of university vehicles.
The vice president for administrative services may revoke or suspend driving privileges.
Prior to ordering any such suspension or revocation, the vice president for administrative
services will give notice of his proposed action to the employee, and will provide
an opportunity for an informal hearing.
The Drivers Eligibility Board may revoke or suspend driving privileges as outlined
in Utah Administrative Rule R-271.
Reporting of Motor Vehicle Accidents
All motor vehicle accidents must be promptly reported to (1) the office of university
police if the accident occurred on campus, (2) the cognizant law enforcement agency
(police or highway patrol) if the accident occurred off campus, (3) the university
risk manager, (4) Fleet Services. (Refer to Policy 5-310 for specific information on accident reporting.) All damage from accidents shall
be repaired within 90 days of the incident occurring except for cases as approved
by Risk and Insurance Services or Fleet Services.
Reporting of Mechanical or Safety Defects
Vehicles with mechanical or safety defects should be promptly reported to Fleet Services.
Upon receipt of such report, Fleet Services shall inspect the vehicle and take appropriate
action to bring the vehicle into compliance with current university safety standards
and/or the standards for efficient mechanical operation. A copy of the inspection
report and report of corrective action taken shall be filed in Fleet Services Office
and, upon request, will be made available to the driver and to cognizant line management
officers of the university.
Motor Vehicle Lease Plans
Full Lease Plan. Vehicles will be leased for a five-year period. The lease amount
will include amortization of the vehicle cost less estimated residual value, standard
maintenance, inspection and repair costs. The cost of gas and repairs caused by abuse
or neglect shall be borne by the lessee. The lesee will be billed a pro rata portion
of the total lease cost each month. Lease terms can be shorter than the 5 year period
of time with the approval of the vice president of administrative services or their
Capital Vehicle Plan. This special lease plan is designed for vehicles, which are
to be acquired with funds transferred by a department to Fleet Services for the purpose
of acquiring a vehicle. These vehicles include vehicles purchased with federal grants,
vehicles donated to the University or leased from outside agencies. The vehicles shall
be inspected every 6 months or 5,000 miles. If maintenance work is performed outside
of Fleet Services, the department shall provide the maintenance information to Fleet
Services within 3 days. Vehicles that are donated shall comply with the vehicle donation
section of this rule, III. A. 7.
Daily Lease Plan. This plan provides vehicles on an individual trip basis (daily,
weekly, or monthly). The type of vehicle in the ‘trip fleet’ will be determined by
the Fleet Services Manager. Reservations for vehicles shall be made by contacting
Fleet Services. Each user must furnish appropriate departmental authorization before
a vehicle will be furnished. Charges for use of these ‘trip’ vehicles will be based
on a combination of daily and mileage charges.
Motor Vehicle Records
Fleet Services shall maintain records on each university motor vehicle which shall
include but not be limited to:
Dates of annual emission/safety inspections.
Dates of semi-annual maintenance inspection.
Dates and description of repairs made.
License number issued.
Odometer reading at the end of each six-month period.
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