FAIRMONT STATE COLLEGE POLICIES & PROCEDURES















NO. 15





ASSIGNMENT AND USE OF COLLEGE VEHICLES





Revised December 1999









REGULATIONS REGARDING THE ASSIGNMENT AND USE OF COLLEGE VEHICLES



Vehicles owned by the college must be used only for official college business. All college personnel requesting the use of vehicles, especially cars, must be careful to determine that the anticipated use truly involves college business. It is a special responsibility of the heads of college units who approve vehicle requests for others within the unit to determine the legitimacy of the requests.



The following regulations and procedures shall be observed:





REQUESTING A VEHICLE



College personnel seeking to use a college vehicle for official business must submit three copies of the vehicle request form to the Director of Facilities for approval. All items on the form must be completed with the specified destination(s) stated, identifying the account to be used for chargebacks, etc.



The request must be signed by the head of the unit or a responsible substitute. Signatures by secretaries are not acceptable. Complaints are to be directed to the Vice President for Finance and Administration.



If the request is approved by the Director of Facilities, one copy is returned to the applicant indicating whether or not a vehicle is available. Telephone confirmations will not be accepted. In the case of a van on continuing assignment to Athletics, the request is processed through the Director of Athletics rather than the Department of Physical Plant.



NO VEHICLE AVAILABLE



If a vehicle is not available, the applicant may contact the Vice President for Finance and Administration for:

OBTAINING ASSIGNED VEHICLE



The entire trip packet including car keys, gasoline credit card, and trip ticket must be signed out at the Physical Plant Office during normal working hours (weekdays 8 a.m.-12 Noon, 12:30-4 p.m.) or just immediately prior to the trip. If the packet cannot be picked up during normal working hours, the Physical Plant Office should be contacted to make alternative arrangements.













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DURING TRIP



Regarding leased vehicles, if questions arise during trip, refer to PHH Vehicle Driver's Kit in travel packet.





RETURNING VEHICLE



It is essential that vehicles be returned no later than the return time specified on the vehicle request. Failure to return a vehicle on time can prevent other persons from using the vehicle as scheduled.



Perform certain tasks before returning vehicle:

At the conclusion of the trip the Director of Facilities will compute the mileage from the trip ticket and enter the amount on a copy of the request form. Should the driver fail to complete the trip ticket, the Director of Facilities has the authority to estimate the mileage. All state vehicles will be charged back to traveler's account at the prevailing rate.





MANDATORY REGULATIONS



Smoking is prohibited in any motor vehicle owned, leased, or otherwise operated by Fairmont State College.



Seat belts must be used at all times in college vehicles.





GENERAL INFORMATION



Maintenance, other than emergency, shall be done by the Physical Plant staff. Gas and oil may be purchased as needed using the credit card available with the travel packet. All other services and repairs must be authorized or in accordance with the policies regarding maintenance included in the travel packet. Campus contact is the Physical Plant (367-4110) on weekdays between 8 a.m. and 4 p.m.; otherwise, campus contact is Campus Security (367-4157) at all other hours and in case of emergency.



College vehicles may be driven only by college employees, students, or non-employees on official college business as necessary or reasonable. (148-3-6, Use of State Owned Vehicle)



College vehicles must be used within a 250 mile radius of Fairmont. Trips to locations farther than 250 miles must be justified and receive special prior approval from the Director of Facilities. No overnight parking in airports will be permitted.



When federal or other grants include travel funds, trips must be made by private automobile with reimbursement in accordance with travel regulations' prevailing rate.



College vehicles must not be kept off campus overnight unless: