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Vehicles and Travel

Vehicles

Only ULV employees and authorized students are allowed to use ULV vehicles. Personal use of ULV vehicles is prohibited.

Employees and authorized students must possess a valid driver's license and be insurable by the standards of the University's vehicle insurance carrier. Drivers of 10+ passenger vehicles may be required to possess a valid Class B license.

Vehicle Insurance

ULV Owned or Leased Vehicles

ULV is insured for physical damage and liability for accidents involving ULV-owned or leased vehicles, provided the vehicles are being used within the scope of employment.

In the event of an accident the following procedures should be followed:

Contact local authorities about the accident.
Contact Campus Safety (4950) and complete the appropriate reports.
Contact the Risk Management office (4516) or the Transportation Department (4950) for information regarding estimates for repair of the vehicle

Rental Vehicles

ULV maintains collision damage coverage for vehicles rented by employees in the course of doing business for the University. The collision damage waiver should NOT be purchased when renting vehicles in the United States. In the event of an accident:

The rental agent will provide the necessary forms for making a report. A copy of the accident report should be sent to the Risk Management Office immediately (Fax: (909) 593-4768).
Notify the Risk Management Office (909) 593-3511 extension 4516 as soon as possible. Follow up by sending a letter from the department indicating dates of rental and that the accident occurred while on University-related business. Include a copy of the car rental receipt.
Invoices for vehicle repair received from rental agencies should be forwarded to the office of Risk Management, along with the following information:
- Letter from the department indicating dates of rental and that the accident occurred while on University-related business.
- Car rental receipt
Rented Vehicle Insurance Form is available on this Website

Use of Personal Vehicles while on University Business

While it is discouraged, ULV employees may use their personal vehicle while on University business (e.g., traveling to meetings and purchasing supplies). However, the University does not provide insurance coverage for personal vehicles. While operating a personal vehicle for University business, the vehicle owner's insurance is primary coverage. By opting to use their personal vehicle, the employee affirms their knowledge of this policy and that they have adequate vehicle insurance coverage (meets state insurance requirements) and an unrestricted driver's license.

Vehicle Roster

The Campus Safety/Transportation Department maintains a current list of University vehicles and equipment for providing routine maintenance. Whenever a vehicle is purchased or sold, or leased, the responsible department must provide the following information to the Campus Safety/Transportation Department.

Vehicle year, make, and model
Vehicle identification number (VIN)
Vehicle license number
ULV identification number
Purchase price or value of vehicle
Date of purchase, acquisition, sale or disposition of vehicle

If available, a copy of the vehicle registration or a copy of the sales contract should be sent as part of the back-up information

Drivers Roster

Campus Safety/Transportation Department and Risk Management maintain a current list of drivers authorized to operate University vehicles. Departments annually furnish Campus Safety/Transportation Department and Risk Management with an updated list of employees authorized to operate a ULV vehicle. Changes to the roster must be forwarded to the Campus Safety/Transportation Department and Risk Management office using the Drivers Authorization Request Form. The information must include:

Driver's full name
Driver's license number and expiration date
Type of license (i.e. commercial or private)
State of issuance
Date of Birth

The driver roster is forwarded to the University's insurance representative for review. The Risk Management office is notified if a driver's record is not approved, and will forwards that information to the applicable department manager and employee. Said employee may not drive ULV vehicles or drive their personal vehicle for ULV until any problem arising from the Department of Motor Vehicles (DMV) review is resolved.

Prior to operating a University vehicle, the driver agrees to:

Possess a valid driver's license for the type of vehicle to be driven.
Use a University vehicle for authorized business only.
Not allow any unauthorized person to drive the vehicle.
Before leaving the parking area or garage, inspect the vehicle for safety concerns, check the tires, wipers, lights and safety equipment for observable defects. Report any defects immediately to his or her supervisor.
Use seat belts and require all occupants to do likewise in accordance with state laws. The number of passengers should not exceed the number of seat belts.
Operate the University vehicle in accordance with ULV regulations, know and observe all applicable traffic laws, ordinances and regulations, and use safe driving practices at all times.
Assume total responsibility for any and all fines or traffic violations associated with use of a university vehicle or privately-owned vehicle on University business.
Not drive under the influence of drugs or alcohol.
Not transport unauthorized passengers such as hitchhikers, family members or friends.
Remove the keys and lock the vehicle when it is left unattended.
Drive the vehicle at speeds appropriate for road conditions.
Not drive the vehicle off-road unless it is designated for that use.
Immediately report all accidents or traffic violations to supervisor and Public Safety.
Be subject to applicable University disciplinary procedures for violations of university policy or rules.

Vehicle Rental Procedure (pdf 93k)
Driver Authorization Request Form (pdf 80k)

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