Facilities Management Manual (FAC)

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Effective: 7/1/1988

Revised: 11/6/2012

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FAC 204: University Vehicle Policy

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Contents

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Vehicle Marking and Identification
Clean Air/Emissions Control
Authorized Drivers
Smoking in University Vehicles
Seat Belts
Proof of Insurance
Official Business
Accident Reporting
Traffic Citations
Maximum Speed
Care of Vehicles
Fueling
Vehicle Rental
Department Responsibilities
Cross-References

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Purpose

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To define rules and regulations for the purchase and operation of a university-owned vehicle

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Sources

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Arizona Revised Statutes §§ 28–403, –701, –909, –1441; 38–538; 49–455, –541; 41–621, –803 et seq.
Arizona Administrative Code R2-10-101 et seq.
Arizona State University Facilities Development and Management

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Applicability

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All university vehicles

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Definition

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A university vehicle is defined as any car, truck, van, SUV, cart, motorcycle or other licensed means of transportation owned or leased by the university, for use by university officers, employees, students and volunteers on official business. All policies shall be followed unless an exception has been granted by the executive vice president, treasurer and CFO.

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Policy

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Vehicle Marking and Identification

University vehicles are identified by standard markings. These markings comply with the University Graphic Standard. Markings shall be of the size and appearance indicated below:

Standard Markings

The ASU decal is displayed on both driver and passenger doors of vehicles, or on the outside rear panels of carts. If a department opts to place their departmental decal/name on a vehicle it may only be installed at the top or bottom of the rear windshield of a vehicle, or on the upper-front right side window of a cart. A “No Smoking” and “Buckle Up” decal is placed on the passenger door window of a vehicle, or on the front right side window of a cart.

Numbering System

All university vehicles use the following numbering system:

  1. All vehicles use a five- or six-digit number.
  2. The first character reflects the campus to which the vehicle is assigned:

    T—Tempe Campus

    P—Polytechnic Campus

    W—West Campus

    D—Downtown Phoenix Campus.

  3. The second and third digits are the model year of the vehicle. The next two or three digits are assigned by Fleet Program Manager in the order of purchase for the model year.

Extraneous Markings

No permits, stickers, signs, or other markings are allowed on any university vehicle, other than official university markings. This also applies to vehicles or carts that are donated to the university.

For-Official-Use-Only Decal

The “Official Use” decal is placed on the rear, driver-side of the vehicle, or on the front right-side window of a cart.

Registration

University vehicles shall bear state governmental license plates and registration.

Clean Air/Emissions Control

Emission Control

Emission inspections shall be conducted according to Arizona Revised Statutes § 49–541. Government vehicles are subject to the same testing requirements and frequency as private vehicles. Departments are responsible for ensuring emissions testing is complete for vehicles for which they are responsible. The Arizona Department of Environmental Quality (ADEQ) Web site provides the information necessary to complete the inspection process. Emission inspection stickers are placed on the corner of the driver-side rear windshield. Completed emission inspection paperwork must be forwarded to Tempe Campus Facilities Management. Emission certifying vehicles is a department responsibility and failure to do so will result in fines.

Alternate Energy Fuel Economy Program/Vehicle Acquisition

University vehicles shall be purchased in accordance with the Clean Air Act of 1990, the Energy Policy Act of 1992, and Arizona Revised Statutes § 41–803.

All vehicle purchases must be approved in writing by ASU Purchasing to ensure that vehicles meet the guidelines of this policy. All vehicles acquired by the university are evaluated by ASU Purchasing for feasibility of utilizing alternate fuels based on cost and use of the vehicle.

Authorized Drivers

University vehicles may be used for university business only. Anyone authorized to utilize a university vehicle must have a valid driver’s license and have completed the ASU Defensive Driving Training Course. Cart drivers are required to complete an ASU Driving on the Mall training course.

Smoking in University Vehicles

Smoking is prohibited in all university vehicles.

Seat Belts

Drivers and all occupants of university-owned vehicles and non-university owned vehicles used for university business are required to wear a properly fastened seat belt. The driver must ensure that all occupants use seat belts at all times. No person shall be transported in a vehicle unless there is a secured seat and seat belt provided.

Proof of Insurance

Proof of insurance or “evidence of financial responsibility” is satisfied by display of the designation “State of Arizona, Arizona State University, For Official Use Only” on the vehicle. A State of Arizona insurance card must be maintained in any vehicle traveling to Mexico.

Insurance Coverage

The Arizona Department of Administration, Risk Management Section (RMS), maintains property (physical damage) and liability insurance coverage for university-owned vehicles in accordance with state law and regulations. The property and liability coverage for university-owned, leased, and rental vehicles is provided on a primary basis. RMS provides liability only coverage on an excess basis for privately owned vehicles utilized for official business of the university; coverage for physical damage to privately owned vehicles is not provided. RMS does not provide medical payment coverage for occupants of any vehicle used for university business.

Official Business

Vehicles shall be used for official university business only, according to Arizona Revised Statutes § 38–538.02 and Arizona Administrative Code R2-10-107.

Vehicles shall not be used for the following purposes:

  1. business other than official university business
  2. domicile-to-duty transportation
  3. personal convenience

    or

  4. the transportation of any other person not essential to the accomplishment of the purpose for which the vehicle is dispatched.

Accident Reporting

A written report must be made on all motor vehicle accidents, regardless of the amount of damage, within 24 hours of the time of the accident, using the forms supplied by the investigating officer at the scene of the accident and by ASU Environmental Health & Safety/Insurance Services. ASU Environmental Health & Safety/Insurance Services must receive the report or report number as soon as possible after the accident. If another driver is involved, the operator should ask the other driver to fill out the police-provided courtesy cards. Names and telephone numbers of any witnesses should also be obtained. Vehicle operators must take drivable vehicles to two automobile body shops for repair estimates. Operators must return the vehicle to the university and deliver the estimates to ASU Environmental Health & Safety/Insurance Services for insurance processing.

For non-drivable vehicles, the responsible department shall secure the vehicle from the towed location (e.g. police impound), have the vehicle removed to ASU Surplus and make arrangements for obtaining two automobile body shop repair estimates. Responsible departments should then deliver estimates to ASU Environmental Health & Safety/Insurance Services for insurance processing.

ASU and its officers, agents, and employees shall cooperate with the Arizona Attorney General’s Office and Department of Administration and their representatives and shall provide all information and materials required for adequate investigation and resolution of insurance claims.

Traffic Citations

University officers, employees, students, and volunteers are personally responsible for the prompt payment of fines for any traffic citations received while driving a university vehicle. Under no circumstances shall citations be paid with university funds.

Maximum Speed

No vehicle shall be driven at a speed more than the posted speed limit or faster than road conditions permit, according to Arizona Revised Statutes § 28–701. No vehicle operator shall violate any local or state law, or university regulation.

Care of Vehicles

Departments are expected to perform regular maintenance as recommended by the vehicle manufacturer. Employees operating university vehicles must ensure that:

  1. the vehicle is operated safely and in a manner as prescribed by the vehicle manufacturer

    and

  2. vehicles are kept clean and litter free.

An employee operating a university vehicle is the final authority as to the vehicle’s operating status. If the employee determines the vehicle is not safe to operate, the vehicle must be removed from service until the vehicle undergoes a safety check by a qualified mechanic and necessary repairs are completed.

All safety discrepancies must be reported to the head of the responsible department immediately for repair. Under no circumstances shall an unsafe vehicle be operated. Safety discrepancies include but are not limited to:

  1. brakes
  2. lighting and signals
  3. steering
  4. fuel leaks
  5. tires

    and

  6. any discrepancy that hinders efficient and safe operation of the vehicle.

Fueling

Department P-cards are not allowed to be used to purchase fuel. The Voyager Card is the preferred method of payment for fueling official ASU vehicles and gasoline-powered equipment. The Voyager Card is issued by (and is the property of) Voyager Fleet Systems, Inc. For more information see Financial Services Best Practices, Voyager Card.

Vehicle Rental

For vehicle rentals associated with ASU business, the university encourages departments to rent vehicles from the ASU preferred vendors on the Educational & Institutional (E&I) Cooperative Purchasing Contract, found at ASU sunMart. Car rental and bus charter information can also be found on the Financial Services Travel Web page.

The purchase, lease, or rental of 12- and 15-passenger vans for official university road travel is prohibited.

University employee business travelers are covered by State of Arizona Risk Management liability insurance and should decline any additional insurance offered by the car rental agency. The traveler should indicate the rental arrangement is for university business by adding “On behalf of Arizona State University” behind the traveler’s name on the credit card agreement. This rule does not apply in foreign countries.

Drivers are required to attend the ASU Defensive Driver course and submit the Driver Authorization Form along with a copy of his or her current Arizona driver’s license to the Office of Human Resources prior to renting a vehicle for business purposes. The form only needs to be submitted once and the information is maintained by OHR.

Department Responsibilities

Vehicle Acquisition. Refer to PCS 205: “Acquisition of Vehicles.”

Vehicle Relocated, Sold or Sent to ASU Surplus Property. The fleet program manager should be notified immediately when there is a change in vehicle ownership or Vehicle Point of Contact (VPOC).

Reporting Requirements. To comply with federal and state reporting requirements, a VPOC will be asked to provide information for their department’s vehicle(s) on an annual basis. The fleet program manager will contact VPOCs via email when vehicle information is required. The fleet program manager will provide a link to an online vehicle survey form used to capture the following information:

  • odometer reading as of 6/30
  • fuel costs/units and type purchased
  • maintenance costs

    and

  • date of last emissions test.

Departments shall forward copies of any maintenance invoices and/or updated emissions testing records to the fleet program manager when maintenance or testing is completed.

Please contact Facilities Development and Management, Fleet Programs at fleet-services@exchange.asu.edu for assistance.

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Cross-References

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

  1. EHS 108–03, “Training for Operators of High-Occupancy Vehicles”

    and

  2. EHS 119, “Motor Fleet Safety.”

For related information see:

  1. the Academic Affairs Policies and Procedures Manual—ACD 804, “Tobacco-Free Campus”
  2. the Environmental Health & Safety Policies and Procedures Manual—EHS 705–02, “Vehicle Loss Insurance Recovery.”

    and

  3. the Staff Personnel Policies and Procedures Manual:

    1. SPP 801, “Employee Conduct and Work Rules”

      and

    2. SPP 809, “Discipline.”

See also the Property Control Systems Policies and Procedures Manual:

  1. PCS 210: “Interdepartmental Acquisition of Used Equipment”
  2. PCS 501: “Relocating Equipment within a Department”

    and

  3. PCS 1002–02: “Disposal of Equipment to Surplus Property.”

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