UC Business and Finance Bulletin BUS-46,
Use of University Vehicles
8/1/94
I. PURPOSES
This Bulletin establishes the basic guidelines governing the
use of
University vehicles.
II. REFERENCES
A. Policy on Use of University Vehicles,
February 28, 1978.
B. Business and Finance Bulletin BUS-8, Acquisition
and
Disposition of University Vehicles.
C. Business and Finance Bulletin BUS-19, Registration
and
Licensing of University-owned
Vehicles.
D. Business and Finance Bulletin G-28, Policy
and Regulations
Governing Travel.
E. Business and Finance Bulletin BUS-35, Vehicle
Accident
Reporting and Claims Procedures.
F. Business and Finance Bulletin BUS-69, Vehicle
Physical Damage
Self-Insurance Program.
G. Business and Finance Bulletin BUS-73, Workers
Compensation
Self-Insurance Program.
H. Business and Finance Bulletin BUS-75, General
and Automobile
Liability Self-Insurance Program.
I. Business and Finance Bulletin A-47, University
Direct Costing
Procedures.
J. University Policy Concerning Executive Automobiles,
1988.
K. Delegation of Authority--Third Party Agreements,
University
Vanpool Programs from the President
to the Chancellors, Senior
Vice President-Business and
Finance, and Directors of Lawrence
Livermore National Laboratory
and Lawrence Berkeley Laboratory,
March 31, 1992.
L. University of California Guidelines on Drivers
and Drivers'
Public Driving Records, June
24, 1989.
M. California Commercial Motor Vehicles Safety
Act of 1988.
N. Americans with Disabilities Act of 1990.
III. USE OF UNIVERSITY VEHICLES
A. Registration and Identification
1. University vehicles, including
those operated by the
Associated
Students and other University-related
organizations,
shall be registered in the name of the
University
of California and licensed in accordance
with Business
and Finance Bulletin BUS-19, Registration and
Licensing
of University-owned Vehicles.
2. University vehicles, except
executive vehicles and vehicles
used for special
purposes (i.e, undercover police cars and
authorized
rideshare vehicles), shall be conspicuously
identified
as the property of the University of California
to be operated
for official use only. Identification shall
be achieved
by use of a decal or other device attached to
the front
and/or rear of each vehicle. The decals or other
devices shall
be standardized on a Universitywide basis.
3. No other decals, stickers,
or other signs, including dealer-
identified
license plate holders, shall be placed on any
University
vehicle, except that a Chancellor may authorize
exceptions
on a case-by-case basis.
B. Official Use
1. University vehicles shall
be used only for official University
business.
2. Responsibility for determining,
authorizing, and controlling
official use
is the responsibility of the Chancellors and
designee(s).
3. The use of privately owned
vehicles for University business is
generally
encouraged, and Business and Finance Bulletin G-28,
Policy and
Regulations Governing Travel, should be consulted
regarding
applicable travel and insurance regulations.
4. University vehicles shall
not be used regularly for
transportation
between personal residences and University
campuses or
other work locations, except those vehicles:
a. assigned
to senior University executives (see University
Policy Concerning Executive Automobiles);
b. used in
conjunction with authorized ridesharing programs
which include, but are not limited to, vanpools, carpools,
buspools, and guaranteed ride home programs; or
c. used occasionally
for transportation to and from personal
residences in connection with departure and return from
official University business trips, when the appropriate
department official has determined that such use is more
efficient and economical than available alternatives.
5. Any use of a vehicle for
transportation between home and office,
other than
those stated above, must be specifically authorized
in advance
and in writing by the Chancellor as an exception to
this policy
and justified by a special and/or frequent work
requirement
of the University which cannot reasonably be met by
other means
of transportation. Drivers using vehicles under
this section
shall be subject to campus parking regulations.
C. Drivers
1. Authorized drivers
shall include faculty, staff, students, and
non-University
persons, including consultants, provided they
have
been approved by the appropriate campus official, and the
vehicle
use is for official University business. As provided
by the
Delegation of Authority--Third Party Agreements,
University
Vanpool Programs, March 31, 1992, non-University
participants
in University sponsored ridesharing programs may
be authorized
to drive University-owned vehicles if they meet
program
criteria.
2. Drivers shall hold
the valid license/endorsements for the type
of vehicle
to be used and shall have successfully completed
any
driver training/safety course required by the campus or
State/Federal
law, except that short-term (less than 2 weeks)
visitors/guests
who use a vehicle only for the duration of
their
stay, and University employees who use a vehicle
infrequently
(i.e, for occasional travel, emergency
departmental
needs, etc.) are exempt from the training/safety
course
requirement.
3. No vehicle will be
released by fleet operation unless it has
been
verified that the proposed driver has been authorized,
holds
the valid license/endorsement for the type of vehicle to
be used,
and meets all other requirements.
4. No vehicle assigned
to a department on a periodic basis will be
driven
unless it has been verified by the appropriate
department
official that the proposed driver holds a valid
license
for the vehicle to be used, and meets all other
requirements.
5. Each campus shall obtain,
from the Department of Motor
Vehicles
(DMV) pull notice system, a periodic report of each
drivers'
public drivers, for any other University employees
who
routinely drive a University vehicle in the course of
their
regular employment and for all drivers of University-
owned
rideshare vehicles. Criminal penalties may be assigned
against
the University for hiring, continuing to employ, or
permitting
to continue to operate as a driver, any person who
has
had a disqualifying action taken against his/her license
or certificate
(i.e, DMV suspension or revocation).
6. All drivers of University-owned
rideshare vehicles, which
require
a Class B or C license and other specialized vehicles
shall
be required to pass a physical examination every two
years.
7. All drivers of University-owned
rideshare vehicles shall
authorize
the University to review their driving records by
means
of the DMV's pull notice system.
D. Fleet Operations
1. Each Chancellor shall
establish a fleet operation unit to
manage
all University-owned and operated vehicles at that
campus.
2. The fleet operation
shall be responsible for establishing all
vehicle
rental rates. Such rates shall be established at
levels
sufficient to recover all allowable costs of operation
and
may be set at levels sufficient to establish a reserve for
vehicle
and other equipment acquisition and/or replacement,
and
facility renovation and/or construction. As appropriate,
fees
charged to Federal contract accounts must be in
accordance
with A- 47, University Direct Costing Procedures.
3. The fleet operation
shall be responsible for the acquisition,
inspection,
and record keeping for all general purpose
vehicles,
including those assigned for long-term use to other
departments,
and specialized vehicles, as appropriate.
4. The fleet operation
shall be responsible for the legally
mandated
emission testing of all University-owned vehicles, at
that
campus, including those rented/operated by other
departments
on a long-term basis.
5. The fleet operation
shall assign general purpose vehicles to
most
users on a trip-by-trip basis. However, departments may
be assigned
a vehicle on a long-term rental basis if such
assignment
serves the department needs more efficiently and
economically
than any alternative. Such exceptional
assignments
must be approved by the Chancellor or designee and
renewed
on an annual basis. A copy of the department's
request
for assignment and the appropriate approval will be
maintained
by the fleet operation.
6. The fleet operation
shall be responsible for the maintenance
and
service of all general purpose vehicles including those
assigned
to a department on a long-term basis. Long-term user
departments
shall be required to adhere to maintenance
schedules
established by the fleet facility unless different
arrangements
are approved in writing by the Chancellor or
designee.
Vehicles at field offices or remote locations
may
be excluded from this requirement by special approval of
the
Chancellor or designee.
Maintenance
and servicing of specialized vehicles shall be the
responsibility
of the user department unless such
responsibility
is specifically transferred by the user
department
to the fleet operation.
7. Specialized vehicles
(i.e, mobile clinics, fire apparatus,
waste
collection vehicles, fork lifts, farm tractors, and
motor
scooters), if used by a single department, may be
designated
by the Chancellor or designee for permanent
assignment
to that department.
E. Procedures for Vehicle Use
1. Each campus shall establish
procedures to identify properly
authorized,
trained, and licensed drivers, and to provide a
record
of each trip. In developing campus policies and
procedures,
the following items should be considered:
a. delegations
of authority to appropriate department
officials;
b. procedures
for authorizing and controlling vehicle use;
c. provisions
regarding certain types of use (i.e,
out-of-state, foreign travel, various rideshare programs)
or certain types of users (i.e, students or non-University
employees);
d. requirements
for reporting vehicle accidents and moving
violations;
e. requirements
of the DMV pull notice system; and
f. programs
to foster traffic safety consciousness.
2. Departments with assigned
vehicles and departments responsible
for
rideshare vehicles shall maintain records which document
vehicle
users and uses and which demonstrate compliance with
State
and Federal laws and University policies and procedures.
Usage
reports shall be prepared periodically, but at least
annually,
and sent to the fleet operation and to other
appropriate
campus administrative officials, and shall be
reviewed
to verify both the proper use and the continued need
for
the assignment of such vehicles.
3. Each campus shall establish
methods to inform vehicle users of
their
responsibilities and of the limits of appropriate use.
4. Each campus shall establish
procedures for reviewing instances
of possible
misuse of a vehicle by drivers and/or responsible
authorizing
officials, and shall take appropriate action up to
and
including termination of employment. Such action may
include
a requirement for reimbursement of costs incurred by
the
University through misuse; withdrawing or limiting
permission
to use a University fleet vehicle; and/or canceling
authority
to authorize use of vehicles. Reimbursement
for
any associated costs may be obtained from the driver, the
authorizing
official, and/or the budget of the
using/responsible
department.
F. Insurance
University insurance programs
provide coverage for the following:
1. The University's General
and Automobile Liability Self-
Insurance
Program, Business and Finance Bulletin BUS-73,
covers
personal injury and property damage to others which is
caused
by University vehicles when they are operated in the
course
of official University business, including authorized
ridesharing
programs. This coverage is in effect whether or
not
the driver is a University employee.
2. Workers' Compensation
Self-Insurance Program, Business and
Finance
Bulletin BUS-73, covers personal injuries to
University
employees resulting from vehicle accidents
occurring
during the course of authorized trips on official
University
business.
3. Workers' Compensation
Self-Insurance Program; Business and
Finance
Bulletin BUS-73; covers employees for injuries
sustained
during the direct round-trip commute between home and
the
authorized worksite for all University employees
participating
in vanpools, buspools, guaranteed ride home
programs,
and other ridesharing programs utilizing University
vehicles.
4. University's Vehicle
Physical Damage Self-Insurance Program,
Business
and Finance Bulletin BUS-69, covers general purpose,
rideshare,
and specialized vehicles administered by the fleet
operation
or by other University departments. Costs for
damages
due to the careless operation or intentional misuse of
vehicles
shall not be recovered through this Program.
University insurance programs
do not provide coverage for the
following:
(1) Personal injuries
sustained by non-University employees
driving University vanpools.
(2) Personal injuries
sustained by students and non-University
individuals driving general purpose vehicles.
When damage to a University
vehicle is caused by a third party,
the University will attempt
to recover full damage costs from the
third party.
Payment/reimbursement
of all costs associated with the damage to
any University vehicle
resulting from misuse or careless
operation by an authorized
driver shall be from the driver, or
the departmental budget,
contract, or grant of the authorizing
official. Such costs
shall not be covered by University
insurance programs.
G. Traffic/Parking Citations
1. Traffic/parking citations
shall not be paid from any source of
University
funds.
2. The driver of a University
vehicle is responsible for the
payment
of any traffic/parking citations incurred on or off
University
property during the time that said driver is
responsible
for the operations of the vehicle. University
parking
citations have the same legal authorization as those
issued
by municipal or State law enforcement authorities.
3. Guidelines on preparing
reports of moving violations and on
disciplining
repeated violators can be found in University
Guidelines
on Drivers and Drivers' Public Driver Records.
H. Alternative Transportation Programs
1. The University of California
encourages all campuses to offer
ridesharing
programs (i.e, vanpools, carpools, buspools,
guaranteed
ride home programs, etc.), to encourage use of
public
transit, and to participate in transportation
management
organizations or other appropriate cooperative
arrangements
for the purposes of furthering such activities.
2. To ensure growth in
ridesharing programs and use of public
transit,
specific incentives may be developed. Such
incentives
may include, but are not limited to, the following:
discounted
rates for riders, cash compensation for drivers,
personal
use mileage for drivers, guaranteed ride-home
programs,
transit pass subsidies, and use of University
vehicles
(those assigned to a department on a long-term basis)
as authorized
carpool vehicles in conjunction with ridesharing
programs.
3. Participation in University
ridesharing programs by non-
University
employees is permitted provided the campus
maintains
signed, annually updated participant and employer
agreements
outlining program elements, requirements, and
responsibilities.
4. The University supports
campus development of various
guaranteed
ride home programs. Such programs may include
limited
use of University vehicles by public transit riders,
or participants
in authorized ridesharing programs (including
non-University
employees) who need to leave the work place for
emergency
reasons in advance of normally scheduled departures,
or who
must work late.
IV. CHANCELLOR'S RESPONSIBILITIES
A. Each Chancellor is responsible for:
1. the control and
use of University vehicles under his or her
custody;
2. establishing
and maintaining procedures for approving
authorized drivers;
3. appropriate campus
delegations, directives, and procedures to
implement University policy;
4. the provision
of supplemental campus policy as needed; and
5. forwarding a
copy of campus policies and procedures which
implement this Bulletin, and any future modifications, to the
Office of the Assistant Vice President - Facilities
Administration, attention Director Business Analysis.
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