|
Campus
Vehicle Procedures
|
|
Vehicle
Assignment
|
Business
Use
|
Personal
Use
|
Vehicle
Registration
|
Insurance
Provided By
|
Maintained
By
|
Requirements
|
|
Campus Motor
Pool —
General
Assignment
|
Yes
|
No
|
State
|
State
|
State
|
Scheduled
safety inspection by Transportation Services
Completion
of a vehicle request form
Prior approval
required from supervisor for each trip for non state or university
passengers
Appropriate
operator’s license (CVC) required
|
|
Campus Motor
Pool —
Dept. Assignment
|
Yes
|
No
|
State
|
State
|
Department
|
Scheduled
safety inspection by Transportation Services
Appropriate
operator’s license (CVC) required
Prior approval
required from supervisor for each trip for non state or university
passengers
|
|
Campus Motor
Pool —
Assigned
to MPP
|
Yes
|
Yes
|
State
|
State
|
State
|
Personal
use of assigned vehicle requires approval of supplemental compensation
(declared in letter of offer) and must be approved by President
and the Chancellor’s Office
Scheduled
safety inspection by Transportation Services
Reporting
of business and/or personal use required
Prior approval
required from supervisor for each trip for non state or university
passengers
|
|
Business
Travel Rentals
|
Yes
|
No
|
Rental Agency
|
Rental Agency
and Secondary State coverage for business travel
|
Rental Agency
|
Travel approval
form to be filed (Form 1A)
Prior approval
required from supervisor for each trip for non state or university
passengers
Contract
rental cost and cost of gas, if applicable, may be reimbursed
(DGS or AMEX credit cards)
|
|
Private
Vehicles & Personally Rented Vehicles
|
Yes
|
Yes
|
Individual
|
Individual
and Secondary State coverage for business travel
|
Individual
|
Travel approval
form to be filed (Form 1A) for business travel
Individual
insurance must be approved
Mileage
for business use may be reimbursed
|
|
Private
Vehicle — MPP Supplemental Compensation (leased or purchased)
|
Yes
|
Yes
|
Individual
|
Non-university,
Secondary State coverage for business travel
|
Individual
|
Supplemental
compensation declared in letter of offer, supplemental compensation
reported to IRS, must be approved by President and the Chancellor’s
Office
Travel approval
form to be filed (Form 1A) for business travel
Individual
insurance must be approved
Fuel only
for business travel may be claimed as travel expense
|
|
Exchanged
Vehicle —
Assigned
to MPP
|
Yes
|
Yes
|
Non-University
|
Non-University,
Secondary State coverage for business travel
|
Non-University
|
Vehicle
usage exchanged for university service
Receipt
conforms with University Advancement requirements
Travel approval
form to be filed (Form 1A)
Fuel only
for business travel may be claimed as travel expense
Supplemental
compensation declared in letter of offer, supplemental compensation
reported to IRS, must be approved by President and the Chancellor’s
Office
Any differential
between the supplemental compensation amount declared in the
letter of offer and the value of the exchange plus costs (i.e.,
security deposits, taxes, lease payments, etc.) associated with
the exchange must be negotiated with the University
|
|
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).
|
