Utah Valley University
Policies and Procedures
| Title | Motor Pool | Number | 405 |
| Section | Facilities, Operations, and Information Technology | Approval Date | Oct 14,1993 |
| Subsection | Safety, Security, and Vehicles | Effective Date | Oct 14,1993 |
I. Policy
Facilities D-4.1
| Section: | Facilities and Public Safety/Security | Index: D-4.1 |
| Subject: | Motor Pool | |
| Effective Date: | October 14, 1993 |
- Vehicle Ownership, Acquisition and Disposal
VEHICLE includes all passenger and service vehicles which must be registered and licensed with the Utah Department of Motor Vehicles and certain other vehicles designated by the Vice President for University Relations and Campus Support.
- Except for specialty instructional vehicles, all motor vehicles owned or leased by the institution shall be held under the management and control of the school motor pool which is administered by the Vice President for University Relations and Campus Support.
- Vehicle acquisition (through Purchasing Department), maintenance, and licensing of all motor vehicles shall be performed by or at the direction of the Motor Pool.
- The Motor Pool shall determine the type of motor vehicles to be purchased and made available for departmental use. Department needs will be considered as well as the vehicle record for reliability, low maintenance cost, and fuel economy.
- The Motor Pool shall determine when disposal of school vehicles should occur. Vehicles no longer needed, no longer serviceable, or scheduled for replacement, shall be sold with proceeds from the sale, less costs, returned to the Motor Pool.
- Except for specialty instructional vehicles, all motor vehicles owned or leased by the institution shall be held under the management and control of the school motor pool which is administered by the Vice President for University Relations and Campus Support.
- Vehicle Identification
University vehicles shall be of a color selected by the Motor Pool, shall bear the State seal and/or university logo on both doors, and must bear exempt (EX) plates; however for good cause, designated vehicles may be specifically excepted from one or more of these requirements as allowed by State statute with the approval of the Vice President for University Relations and Campus Support.
- Daily Rentals
- Reservations for vehicles shall be made by contacting the Motor Pool. Each user must furnish appropriate departmental authorization before a vehicle will be furnished. Charges for use of these vehicles will be based on a combination of daily and/or mileage charges. Vehicles are assigned on a first-come, first-served basis.
- Keys for the vehicles are kept in the Motor Pool office where they may be picked up between the hours of 8:00 a.m. and 5:00 p.m. Since the vehicles are constantly being used and because of service requirements, may not be picked up until just prior to the reservation time.
- Vehicle are to be returned to areas designated for Motor Pool vehicles. Keys, trip tickets, and credit cards should be returned to the Motor Pool office or key return box if the office is locked. It may be that the vehicle to be driven is scheduled to another driver immediately upon the scheduled return. Return of the vehicle on time is essential.
- If a vehicle has been reserved and is not picked up and notification has not been given to the Motor Pool, the department will be charged the minimum daily fee. If the vehicle is kept beyond the scheduled return date, similar penalties will be assessed.
- Reservations for vehicles shall be made by contacting the Motor Pool. Each user must furnish appropriate departmental authorization before a vehicle will be furnished. Charges for use of these vehicles will be based on a combination of daily and/or mileage charges. Vehicles are assigned on a first-come, first-served basis.
- Leasing
Regardless of lease plan used, charges will be set by the Motor Pool, consistent with the purchase price, maintenance, gas and oil, and resale price.
- Long-term Lease
Vehicles will be leased for a negotiated period of time. The lease amount will include amortization of the vehicle cost (adjusted for inflation) less estimated residual value, insurance, and all operating, maintenance, inspection, and repair costs exclusive of gas and oil. The cost of gas and oil shall be borne by the lessee. The lessee will be billed a pro rate portion of the total lease cost each month.
- Short-term Lease
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 Motor Pool.
- Long-term Lease
- Extraordinary Wear and Tear
- If it is determined by the Motor Pool upon the basis of prior experience of 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.
- Anyone consistently abusing Motor Pool vehicles will be restricted from Motor Pool usage.
- If it is determined by the Motor Pool upon the basis of prior experience of 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.
- Approved Drivers
- University-owned vehicles are to be driven only by authorized institution employees and approved students for official institution business.
- University vehicles shall not be used for personal business, side trips, or commuting to and from an employee's or student's residence.
- Family members (a spouse or other family member) may accompany an employee or a student who is driving a university vehicle. Injuries that occur to non-employees or to non-students as a result of traveling in a university vehicle are covered first by the driver's private auto insurance and then by university insurance. No meals, lodging, or other expenses will be paid for the family member who travels with an employee or a student in a university vehicle.
- A valid Utah driver's license which has been approved by the Motor Pool must be in the driver's possession when driving a university vehicle.
- University-owned vehicles are to be driven only by authorized institution employees and approved students for official institution business.
- Citations
Any institution employee or student who has been properly assigned the responsibility of driving an institution-owned vehicle shall be responsible to legally satisfy any legal traffic citation issued where the institution-owned vehicle is involved, whether for a standing or moving violation, except for the mechanical condition of the vehicle. In the event the institution incurs any costs or expenses in connection with a traffic citation not properly discharged by the employee or student, the same shall constitute an obligation of the employee or student to the institution to be satisfied in accordance with the rules and regulations of the institution, or as may be provided for by law.
- Accidents
Accidents involving institution vehicles must be reported to the Motor Pool Director as soon as possible, but not later than 48 hours after the accident. This report will include filing an accident report, obtaining pertinent additional facts from the driver, and acknowledging the accident by the department head. The department's employee, or the employee's insurance company, is responsible for the cost of the repairs for accidents caused by negligence or the employee's failure to have an officer investigate the accident. If for some reasons a negligent employee does not pay for repairs to the institution vehicle, the employee's department will be responsible for the cost of repairs. When the accident is the fault of the driver of the other vehicle, the institution will attempt to collect from the other driver's insurance company. If the institution is unable to collect from the insurance company, or the other driver does not have insurance or resources, the employee's department will pay for the cost of repairs.