University Vehicle Policy
Op9.04 University Vehicle Policy
All MSU owned or leased vehicles fall under the authority and direction of transportation services. Transportation services provides internal leasing of vehicles and monitors vehicles assigned on a permanent basis to specific departments. Transportation services also maintains the listing of contracts for the leasing of vehicles, including cars, shuttles and coach buses through outside companies.
- University policies and procedures governing the use of vehicles are in accordance with Missouri statutes and apply to the use of all university vehicles, whether assigned to a department, an individual or transportation services.
- The use of any university vehicle is restricted to the conduct of official university business. However, it is permissible to use a university vehicle for travel to meals or to attend to other necessities of the operator or authorized passenger when on university business provided it is occasional and de minimis. Violations may result in loss of university vehicle privileges.
- University employees must utilize the most cost-effective travel option when traveling on state business. In most circumstances, university owned vehicles or leased vehicles are more cost effective than personal mileage reimbursement. It is highly recommended for employees to use university or leased vehicles for university business. Refer to the Guide for Drivers on State Business. The Trip Optimizer assists department heads or other administrative supervisors in determining the most cost-effective travel option for in-state, single trips.
- A department head or other administrative supervisor is responsible for carefully reviewing and approving the request for assignment of a university vehicle to ensure designated drivers may be protected under the provision of the university liability insurance.
- Drivers are to observe all traffic laws applying to the locality in which the vehicle is being driven.
- All drivers and passengers must wear seat belts while in a university vehicle.
- The university is not responsible for traffic violations by drivers of university vehicles. Fines, fees or penalties for infractions of the law by a driver of a university vehicle are the personal responsibility of the driver and the university assumes no obligation.
- All university vehicles shall display official license plates of the state of Missouri prior to use, and shall have a university marking displayed clearly on the front door of each side of the vehicle, except as approved by transportation services. Markings must be approved by transportation services in consultation with marketing and communications.
- Consumption of alcohol or use of illegal drugs is prohibited in university vehicles. Operators must not drive while under the influence of alcohol, illegal drugs or any other substance that impairs their ability to drive. Transportation of alcohol in university vehicles is prohibited except when necessary in the conduct of university business.
- Use of tobacco products is prohibited in university vehicles.
- University fuel cards will be issued and used in accordance with Op9.09 Use of Fuel Cards.
Purchase and Surplus of University Vehicles
- All vehicles purchased by the university shall go to transportation services for license
plates, fuel card issue, and to have the VIN and other pertinent information verified
and entered in the tracking system.
- Transportation services shall ensure that all university vehicles are properly titled and licensed with the Missouri Department of Revenue, and that insurance has been acquired through Procurement prior to assignment/delivery to the department purchasing the vehicle.
- Currently, the State of Missouri Office of Administration has not set criteria for purchasing sport utility vehicles (SUV's). SUV's cost the state considerably more than a mid-sized sedan, and approval from the department head should be made prior to purchase of a SUV. This should be based upon needs and usage.
- Currently, the State of Missouri Office of Administration has left the decision to purchase surplus vehicles to each state agency. The university considers, based on needs and usage, whether to purchase new or surplus vehicles.
- The State of Missouri Office of Administration established minimum mileage replacement criteria for state passenger vehicles, including sedans, station wagons, sport utility vehicles, light duty pickup trucks and minivans under 10,000 GVWR at 120,000 miles with limited exceptions.
- All university vehicles being traded or taken to surplus shall go to transportation services for license plate removal, gas card removal, and to have the information entered into the tracking system
- In some circumstances, vehicles may be permanently assigned when dedicated to a single job function, or individual, based on travel needs for a semi-permanent time period. To view these circumstances, see SP-4 Section D.2 of the State Vehicle Policy.
- The supervisor or administrative head of a department or other organizational unit having administrative custody of a university vehicle is responsible for ensuring vehicles are used only for official university business, and that operators meet all requirements when a vehicle is assigned (MSU employee, valid driver's license).
- State employees must utilize the most cost effective travel option when traveling on state business. In most circumstances, state vehicles or rental vehicles are more cost effective than personal mileage reimbursement, so it is highly recommended for employees to use state or rental vehicles on state business. Refer to the Guide for Drivers on State Business. The Trip Optimizer assists department heads in determining the most cost effective travel option for in-state single trips
- A department head or other administrative supervisor is responsible for ensuring usage logs are maintained for each university vehicle assigned to their department and include the following information: name of department head, date(s), beginning and ending odometer readings for the month, and nature of use. Usage logs will be made available for review by the transportation services upon request.
- Any employee representing a university account with adequate funds for authorized university expenditure may reserve a vehicle from transportation services to conduct official university business. The employee's department head must authorize the request and is responsible for all reservations.
- The driver to whom a university vehicle has been released is fully responsible for the security and operation of a vehicle until it is returned to vehicle leasing.
- Use of university-owned vehicles is limited to full and part-time faculty and staff. Because of liability requirements of the state of Missouri, students are not allowed to drive university vehicles or vehicles leased for use by the university unless they are employed by the university and their official duties require them to drive.
- The person to whom the vehicle is assigned must be at least 18 years old and have a valid driver license appropriate for the vehicle being driven. If the vehicle is designated to transport less than 16 passengers, a Class F license (ordinary operator license) is required. If an employee is hired to exclusively be a driver, a Class E license is required. Additionally, a commercial driver's license (CDL) is required to drive any vehicle designed to transport 16 or more passengers, vehicles weighing 26,001 pounds or greater, or any combination of vehicles weighing 26,001 pounds or greater when towing a trailer weighing more than 10,000 pounds. Please call transportation services if you are uncertain about when a CDL is applicable and/or have questions regarding CDL requirements.
- Vehicles must be returned to transportation services daily unless away on an authorized and scheduled over-night trip. Certain circumstances may warrant a university vehicle to be parked at a personal residence overnight, however, permission must be obtained from transportation services prior to doing so.
Maintenance – All University Owned Vehicles
- The administrative head or his/her designee of a department or other organizational unit having administrative custody of a university vehicle is responsible for ensuring that the vehicle is maintained in a safe condition, and that vehicle mileage and maintenance are logged for each assigned vehicle on a monthly basis. Monthly mileage and maintenance shall be logged in the web-based motor pool and vehicle tracking system. Electronic reminders will be sent monthly to department heads from transportation services prompting them to enter current odometer readings and all maintenance/inspection details for the vehicles they are assigned.
- University vehicles are not required to undergo a state safety inspection for the ten-year-period following their model year of manufacture and having less than 150,000 miles on the odometer. Once a vehicle meets either criteria, all vehicles must be inspected, and every-other-year thereafter.
- At minimum, university vehicles should be maintained following the State of Missouri recommended maintenance schedule for each vehicle.
- A monthly preventive maintenance check must be performed on each university-owned
vehicle. In addition, for safety precautions, special maintenance must be performed
before and after a university-owned vehicle travels over 500 miles on a round trip.
At a minimum, the following items should be checked:
- Oil Level
- Washer fluid
- Damage to vehicle
- First aid kit (if equipped)
- Lights (including turn signal and brake lights)
- Wiper blades
- Brakes (for proper operation)
- Tires (for excessive wear)
- All maintenance and repairs performed on university vehicles, except those that are minor in nature such as replacing bulbs, adding oil, etc., and those that do not impact the operational safety of a vehicle, must be performed by an automotive service excellence (ASE) certified professional and locations approved by transportation services.
- Permission to modify a vehicle in any manner (remove seats, trailer hitches, etc.) must be obtained from transportation services prior to modifications.