Purchasing and Business Services Manual (PUR)

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Effective: 1/1/1999

Revised: 7/1/2018

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PUR 401–07: Vehicles

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Purpose

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To define the responsibility for the purchase and lease of vehicles

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Sources

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Arizona Revised Statutes §§ 28–403, –701, –909, –1253, –1441; 38–538; 41–671 et seq., –803; 49–455, –541

Arizona Administrative Code R2–10–101 et seq.

Purchasing and Business Services

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Background

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Current regulations require requesting departments to order vehicles through the ASU Fleet Program Manager.

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Policy

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Vehicle Procurement Requirements

Departments wishing to procure vehicles for departmental needs must begin the process with the ASU’s Fleet Program Manager. The fleet manager acts as the university’s vehicle fleet agent and is aware of state and federal vehicle procurement requirements for governmental agencies. The fleet manager is in the best position to assist in selecting a vehicle that can best meet the requirements of the laws and the requesting department. The fleet manager will assist requesting departments to prepare a Vehicle Specification Work Sheet to ensure the best vehicle is purchased for departmental needs. The fleet manager will forward the vehicle purchase request to the appropriate procurement officer.

Vehicle requirements, restrictions, and recommendations include, but are not limited to:

  • state and federal laws require a large percentage of the vehicle fleet to operate on cleaner burning alternative fuels. However, Purchasing and Business Services will approve the lease or purchase of only hybrid or electric vehicles, per directive of the Office of the President. Hybrid or electric vehicles are authorized to use a Greening Maroon & Gold decal; any other exception from standard markings (as defined in FAC 204, “University Vehicle Policy”) requires approval of the executive vice president, treasurer and chief financial officer (CFO)
  • university vehicles are required to be white in color
  • the purchase or rental of 12- and 15-passenger vans is prohibited

    and

  • the university encourages operators of diesel-powered vehicles to utilize the biodiesel station located at the Material Services Building located at 1711 S. Rural road, Tempe, AZ 85281.

Vehicle Driver Requirements

University vehicles may be used for university business only.

Authorized drivers (as defined in (ADOA) R2–10–207.12) utilizing a university vehicle, including carts, must have a valid driver’s license and must complete the ASU Authorized Driver Program. For training requirements, see EHS 108, “Environmental Health and Safety Training.”)

Note: Third-party contractors are not considered authorized drivers.

For more information about driver restrictions and exceptions for the use of electronic devices and/or electronic data retrieval/communications, see EHS 119, “Motor Fleet Safety.”

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Cross-References

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For information on insurance for vehicle loss, see the Environmental Health & Safety Policies and Procedures Manual— EHS 705–02, “Vehicle Loss Insurance Recovery.”

For information on Fleet Service/University vehicle policy, see the Facilities Management Policies and Procedures Manual—FAC 204, “University Vehicle Policy.”

For rules and procedures about driving state vehicles, see the Environmental Health & Safety Policies and Procedures Manual:

  1. EHS 108, “Environmental Health and Safety Training”

    and

  2. EHS 119, “Motor Fleet Safety.”

For related information see:

  1. the Academic Affairs Policies and Procedures Manual—ACD 804, “Tobacco-Free Campus”

    and

  2. the Staff Policies and Procedures Manual
    1. SPP 305, “Tobacco-Free Campus,”
    2. SPP 801, “Employee Conduct and Work Rules,”

      and

    3. SPP 809, “Discipline.”

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