Kutztown University Policy 1988-120
This policy describes the guidelines and procedures
to be employed when university staff, faculty members, and students use state
vehicles.
This policy has university-wide applicability.
Terms are defined as needed within this document.
D. Policy & Procedure(s)
1) Purposes for which university vehicles may be used:
University vehicles are to be used ONLY by university employees, and, in certain cases, students, who must travel on official university business.
· Use of University vehicles by clubs is prohibited.
2) Eligible Passengers:
Family members, relatives, personal friends, or pets, of university employees or students are NOT permitted in state vehicles as passengers.
3) Employees must meet all the following criteria before they request the use of a state vehicle:
They must have a valid driver’s license.
They will be on official university business for this requested trip.
They have followed the proper procedures to obtain authorization to use the vehicle.
4) Students must meet all the following criteria before a request is submitted:
They must have a valid driver’s license.
They are on official university business.
They have been directed by an appropriate university official to drive the vehicle during that specific trip.
When assigned to use a state vehicle, a person is expected to use the most direct route to his/her destination.
Employees who meet the criteria above are automatically
insured under the State's Automobile Liability Self-Insurance Program (ALSIP).
Students who meet the criteria are also automatically insured under the State's Automobile Liability Self-Insurance Program (ALSIP).
6) Personal vehicles may NOT be parked in the
university garage under any circumstances.
7) No alcoholic beverages or illegal substances are
permitted in university vehicles.
8) No smoking is permitted in university vehicles.
9) Vehicles shall be kept clean of paper, food
containers, cans, etc. In most
cases they will be clean when assigned to drivers. It is
expected that the vehicles will be clean when
returned to the university garage. Please
remove all your trash, food containers, and personal articles from the
vehicle.
10) Each vehicle is to be returned to the proper
space assigned to that vehicle.
11) Individuals attending the same conference or
traveling in the same area on the same date
at approximately the same time may be requested to use the same vehicle.
12) Trips by one person to New York or Philadelphia may be made by bus.
13) All Kutztown University vehicles MUST be
returned by the time indicated on the
travel request form. Vehicle lights
should be turned off, the windows closed, trash
and personal articles removed, and the doors locked. It is the responsibility
of the assigned driver to make sure the vehicle is clean and
secured before returning the keys to the university garage.
14) If vehicles
are needed before 8:00 a.m. on the day they are scheduled, special
arrangements must be made with the
Administrative Services Office. These arrangements
must be made at the time the reservation is made to use the
university vehicle.
15) Keys:
Keys to Kutztown University vehicles shall be picked up on the day of departure in Room 219, in the Stratton Administration Building. Should departure time be before the beginning of a regular business day, keys should be obtained between 3:00 and 4:00 p.m. on the business day preceding departure. Should departure be over a weekend, keys should be obtained between 3:00 and 4:00 p.m. on Friday. All keys must be dropped off in the box on the garage door IMMEDIATELY upon return. DO NOT give keys to Public Safety Officers.
16) Priorities:
The most efficient use of vehicles normally determines
priorities. Distance to be traveled is considered, as well as the purpose of the
trip. If individual "A" is traveling a greater distance than
individual "B", individual "B" may be "bumped" and
asked to use his/her personal vehicle.
·
Travel for academic purposes have first priority.
17) Request Forms:
State Vehicle Use Request forms may be obtained in person
from the Administrative Services Office, Room 219, Stratton Administration
Building or by calling ext. 3-4143. Except in extreme emergencies, all requests
to reserve state vehicles are to be submitted to the Administrative Services
Office, Room 219, Stratton Administration Building in writing,
approved and signed by the appropriate chairperson, director, supervisor, or
dean, etc.10 days prior to the trip.
DO NOT call the Administrative Services Office to
reserve a vehicle. Reservations may not be taken over the phone.
A vehicle WILL NOT be held for you.
A copy of the State Vehicle Request form will be returned to you either marked "OK" or "NA". "NA" means there is no vehicle available at the time you requested and you will need to find an alternative means of transportation.
If for any
reason, the vehicle you reserved will not be used, please notify the
Administrative Services Office, ext. 3-4143, immediately so that the
vehicle may be reassigned. If keys
are not picked up and no communication has been received one hour after the
listed departure time, the vehicle will automatically be canceled and
reassigned as needed.
Requests shall be submitted in quadruplet. Copies of the
request will be returned to the traveler and his/her director, supervisor, dean,
etc.
18) Appeals and/or suggestions may be made to the Administrative Services Office. The Administrative Services Manager serves as the automotive officer for the university.
19) Violations:
Failure to abide by this policy and/or procedures may
result in the temporary or permanent suspension of an individual's privilege to
use university vehicles.
Infractions, which include but are not limited to the
following, are:
Accidents that are
determined to be the fault of the driver due to carelessness, neglect, or
reckless driving.
Speeding.
Accidents with a
state vehicle that are not reported.
Tampering with a
state vehicle to prevent discovery of an accident.
Vehicle is NOT
returned to the university garage at the date and time stated on the state
vehicle use request form.
Use of a state
vehicle for any non-official business purpose.
Vehicle is taken
from the university garage before the
date and time stated on the state vehicle request form.
Vehicle is left at
a different location other than the university garage.
Vehicle is NOT
returned in a clean condition.
Vehicle is NOT locked upon return to the university garage.
Vehicle windows are left open.
State vehicle automotive activity sheet is not properly completed.
Driver and/or passengers were smoking in state vehicle.
Non-payment of traffic or parking tickets.
20) Use of Seat Belts:
Drivers of Commonwealth
automotive fleet vehicles are expected to abide by the provisions of Act 82 of
1987, The Pennsylvania Seat Belt Law, to ensure the safe and proper operation of
state vehicles. Use of seat belts
by Commonwealth fleet drivers and all passengers is important from several
standpoints, including the prevention of serious injuries, the reduction of
state insurance related costs, and the improvement of the public perception of
state government. In addition, it
must be emphasized that use of seat belts is the law in Pennsylvania
and any violations can result not only in traffic citations and fines, but also
in the suspension of a driver’s privilege to operate a Commonwealth automotive
state vehicle.
21) Distribution and Mileage Record:
Detailed monthly reports must be completed for each vehicle
and submitted to the Department of General Services. Therefore, it is very important that you assist us by
completing the Distribution & Mileage Record sheet correctly, completely and
legibly. This information is to be recorded on the line that shows the EXACT
DATE on which the vehicle is used, NOT on the first blank space. If
used for an overnight trip, the record should indicate the odometer reading
before the trip began. The odometer reading at the end of the trip is to be
recorded on the line for the exact date on which the vehicle is returned to
campus.
Example:
If an employee drives to Harrisburg and stays overnight, leaving on June 11, 2002 and returning on June 12, 2002, record the trip as follows, assuming the distance traveled was 146 miles:
| Date
Start
Stop
Miles Operated
Traveled to Mileage Mileage Per Day by |
| 6/11 31,000 31,073 73 J. Doe Harrisburg, PA |
| 6/12 31,073 31,146 73 J. Doe Kutztown, PA |
However, if that employee goes to Harrisburg, PA on
June 11, stays overnight and goes to Sunbury, PA on June 12, stays overnight and
goes to Williamsport, PA on June 13, and returns to Kutztown University on June
13, he/she should record this as follows:
|
Date
Start
Stop
Miles Operated
Traveled to |
| 6/11 31,000 31,073 73 J. Doe Harrisburg, PA |
| 6/12 31,073 31,129 56 J. Doe Sunbury, PA |
| 6/13 31,129 31,164 35 J. Doe Williamsport, PA |
| 6/13 31,164 31,311 143 J. Doe Kutztown, PA |
22) Mileage limitations:
University vehicles may not be used on trips for which the
one-way distance is greater than 400 miles. If a university activity requiring a vehicle is at a distance
of more than 400 miles, then an alternative means of transportation must be
arranged and paid for by the department conducting the activity.
Any exceptions to this policy must be in writing, approved by the appropriate vice president and the president and submitted to the Administrative Services Office.
23) Credit Cards:
Each vehicle is assigned at least one credit card. It may be used to purchase gas, oil, and to pay for repairs of $300.00 or less. Should a service station not accept the credit card, drivers may either use their own credit card or pay cash, and then submit a receipt to the Administrative Services Office for reimbursement. Refunds will only be processed upon presentation of valid receipts. If a receipt is lost or stolen, a written request for an exception along with a check request form may be submitted to the Administrative Services Office, and will be reviewed by the Assistant Director.
24) KU Vehicle Breakdowns:
·
IF KU OWNED, IT WILL BE INDICATED IN THE BLACK BINDER
If while operating a Kutztown University owned state vehicle, the vehicle becomes inoperable,
proceed as follows:
1.
Minor repairs of $300 or
less (i.e. flat tire, broken windshield wiper)
You are authorized to contact AAA for roadside assistance or a
service station near you that will accept an ExxonMobil credit
card (both cards are located in the little photo album in the glove
compartment).
2.
Major Repairs $300 or more
(i.e. you hit a deer, vehicle accident)
Immediately call Public Safety at (610) 683-4001.
Give the operator your name, and state that your call concerns a vehicle
breakdown or accident. The
operator will transfer your call to the Administrative Services Office during
normal business hours. If your call
is received during off business hours, Public Safety will contact the appropriate
personnel who will contact you.
Please call
Public Safety again within a reasonable amount of time if no one contacts you.
25) DGS Vehicle Breakdowns:
·
IF DGS OWNED IT WILL BE
INDICATED IN THE BLACK BINDER
If while operating a DGS state owned vehicle, the vehicle becomes inoperable, proceed as
follows:
1.
Minor repairs of $300 or
less (i.e. flat tire, broken windshield wiper)
You are authorized to contact a Commonwealth Automotive Fleet
Service Facility listed under the section “Garage Directory” in the black
binder located on the passenger seat. If
none of the listed stations are convenient, call AAA for roadside assistance or
a service station near you that will accept a Voyager credit card (both cards
are located in the glove compartment).
2.
Major Repairs $300 or more
(i.e. you hit a deer, vehicle accident)
Immediately call Public Safety at (610) 683-4001.
Give the operator your name, and state that your call concerns a vehicle
breakdown or accident. The
operator will transfer your call to the Administrative Services Office during
normal business hours. If your call
is received during off business hours, Public Safety will contact the appropriate
personnel who will contact you.
Please call Public Safety again within a reasonable amount of time if no one contacts you.
26) Accidents:
In case of
an accident, occupants of a university vehicle are to:
Obtain the license number of all vehicles involved.
Obtain the names, addresses, and phone numbers of all persons involved.
Obtain the names, addresses, and phone numbers of all witnesses, if possible.
Contact the nearest State Police Headquarters. If an accident occurs outside of Pennsylvania, the nearest police department is to be notified and asked to investigate.
Obtain the names and phone numbers of the police officers on the scene.
Report to the Office of Administrative Services IMMEDIATELY
upon return to campus to file an accident
report.
27) Inclement Weather:
If inclement weather makes it impossible to return a
vehicle as scheduled, call the Administrative Services Office IMMEDIATELY at (610) 683-4143, so that alternate arrangements can be
made for the next individual scheduled to use the vehicle after you. After
4:30 p.m., call Public Safety at (610) 683-4001 who will notify the
appropriate personnel.
28) Responsibilities:
All drivers are personally liable for the immediate payment of all traffic and parking violations.
It is the responsibility of the driver to immediately report any defects in the vehicle to the university garage or Administrative Services Office.
The university mechanic shall be responsible for periodic check ups and annual state inspections of all state vehicles. They will also refuel the vehicles, conditions and circumstances permitting.
The person for
whom a vehicle has been reserved is responsible for:
1.
Seeing that the policies and procedures described above are followed.
2.
Obtaining and returning the keys to the vehicle.
3.
Using the vehicle ONLY during the times listed on the request form
that was approved by the
department chairperson.
4.
Notifying the Administrative Services Office if (s)he must cancel the
reservation.
5.
Keeping the interior of the vehicle clean.
6.
Returning the vehicle on the date and time listed on the request form.
7.
Ensuring that the vehicle is locked and the windows closed when the
vehicle is returned.
8. Completing and correctly filling out the distribution and mileage report.
29) In order to provide twenty-four-hour
access to information regarding names, destination,
and the arrival and departure times of the drivers and passengers using the
state vehicles, copies of all vehicle requests will be forwarded to Public
Safety through the Administrative Services Office.
30)
Drivers of state vehicles will list the names of all passengers traveling in
state vehicles.
At the time the keys are picked up, any changes in the passenger list
must be updated.
Keys will not be issued unless the appropriate passenger list is given.
Keys will not be issued
unless the driver of the vehicle has signed the reservation form.
31) Rental Vehicles:
It is the responsibility of trip organizers using rental vehicles such as cars, buses, vans etc. to secure their rental vehicle and to forward their passenger list to Public Safety.
The Bureau of Risk and Insurance Management will not
cover damages to, or resulting from, the operation of a rented vehicle.
BRIM has advised the purchasing of insurance as part of the rental
agreement.
ONLY LICENSED UNIVERSITY EMPLOYEES MAY DRIVE THE RENTAL VEHICLE PROVIDED THAT IT IS IN THE SCOPE OF THEIR EMPLOYMENT DUTIES.
E. Effective Date
July 15, 1988
Revised 01/23/03
Revised 7/20/07
