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ADMINISTRATION & FINANCE

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CA Educational Code SAM SUAM CSU Executive Orders University Standing Committees

SUBJECT: VEHICLE USAGE POLICY
POLICY NO.: 450-01 REVISION: PARTIAL ISSUED: 11/08/2004 EFFECTIVE: 11/08/2004

POLICY:

The University owns and maintains vehicles, assigned to various departments, to provide transportation for University employees in the performance of their duties and to support instructional programs. The vehicle is to be used when cost savings can be realized. The department has the financial and operational responsibility for the vehicle. A University vehicle must be owned, leased, or rented by the University, state, or any state agency, including auxiliary and enterprise organizations.

Each employee who operates a University vehicle must have retained by the employee's department a photocopy of a valid California Driver License and a Defensive Driver Certificate, administered by the Office of Environmental Health and Safety http://www-admn.csun.edu/ehsr/ehs/forms/defensive_driver.htm. Prior to the Driver License expiration the employee must submit proof of the license renewal.

Employees who operate powered carts are required to participate in the Powered Cart Safety Program administered by Environmental Health and Safety Office and the Physical Plant Management (PPM) Safety Coordinator.

Periodic checks of each department's vehicle records will be made by Physical Plant Management to ensure compliance with the Vehicle Usage Policy.

PROCEDURES:

University vehicles shall only be used in the conduct of University, state, or auxiliary and enterprise business, as in accordance with Office of the Chancellor Publication Booklet, Use of University and Private Vehicles Policies and Regulations, October, 1995, updated March 2002 http://www.calstate.edu/HRAdm/Policies/csumv__policy_guideline.pdf. The University may not loan or lease a University vehicle to an auxiliary or enterprise organizations. Only University employees may drive University vehicles.

Note: Certain University employees because of the nature of their responsibilities may have a University vehicle permanently assigned to them. In these instances the employees must comply with applicable Internal Revenue regulations concerning applicable taxes. The Office of Human Resource Services, Payroll Services must be notified when a University vehicle is assigned to an employee so that appropriate procedures are followed for tax purposes http://www-admn.csun.edu/hrs/forms/MonthlyVehicle.pdf.

University Departments owning or operating vehicles are required to submit annual Vehicle Inventory Confirmation to the office of the university fleet manager in PPM. Auxiliary or enterprise operations may need to provide their own insurance and proof to PPM to satisfy any risk concerns. This will be established through PPM and the Office of Risk Management.

1. DEFINITION OF EMPLOYEE:: "Employee" is defined as CSU faculty, staff, student assistant, or Work-study student who is in a state-funded, auxiliary, or enterprise-funded active pay status at the time they are driving the University vehicle. Person working on a volunteer basis (Job Class Code 0050), which includes adjunct faculty, is considered to be an employee for the purpose of this policy, as stated in the Office of the Chancellor publication Use of University and Private Vehicles Policies and Regulations, updated March 2002.
2. PROCUREMENT OF A VEHICLE:: Purchase of a vehicle must be justified by the requestor and approved by the Executive Director of Physical Plant Management and the Vice President for Administration and Finance. The requestor must complete and submit the Motor Vehicle Purchase Approval form http://www-admn.csun.edu/ppm/forms/vehicle_purchase.htm to the Executive Director of PPM.
3. SAFETY MAINTENANCE AND REPAIR:: PPM Automotive Services Shop will perform safety maintenance or repair of a University vehicle. A University vehicle less than five years old is required to have an annual safety maintenance inspection; six to ten years old a semi-annual; and eleven years or older quarterly inspections. Repair of a University vehicle, on- or off-campus, must have prior approval by the Campus Vehicle Inspector, located in the PPM Automotive Services Shop. The Campus Vehicle Inspector ensures the University vehicle is properly maintained, or removed from service if likely to fail, or is unsafe.
4. VEHICLE ACCIDENT:: The driver of a University vehicle involved in an accident will record all pertinent information on the Accident Identification Form 269 http://www.documents.dgs.ca.gov/osp/pdf/std269.pdf before leaving the accident site. This form is located in the glove compartment of the vehicle. The completed Accident Identification form must be submitted to the Office of Risk Management within 48 hours.; An accident involving personal injury or property damage must be reported to the Office of Risk Management within 48 hours on Report of Vehicle Accident Form 270 http://www.documents.dgs.ca.gov/osp/pdf/std270.pdf.
5. PARKING OFF-CAMPUS:: A University vehicle may be parked at the employee's home only when the vehicle is to be used in the conduct of University or State business the same day or (before usual working hours) on the next succeeding workday. Authorization for off-campus parking of a University vehicle at the employee's residence must be approved in advance by the campus President or designee.; All rules and regulations pertaining to parking off campus are to be in accordance with the Use of University and Private Vehicles Policies and Regulations, updated March 2002.
6. PARKING AND DRIVING ON CAMPUS:: Drivers of University vehicles must comply with all University parking and driving regulations.
7. LOST KEYS:: Lost keys must be reported to the office of Public Safety.
8. VEHICLE SECURITY:: University vehicles must be properly parked and secured when left unattended (windows must be up and doors locked, etc.).
9. VEHICLE LOGS:: It is mandatory that all operators of University vehicles maintain a Monthly Travel Log Form 273 http://www.documents.dgs.ca.gov/osp/pdf/std273.pdf. Booklet can be obtained from the office of PPM.; The Monthly Travel Log and the Daily Trip Log must be completed when a driver with a Class A or B license drives a vehicle with 15 or more passengers. The California Highway Patrol and the Department of Motor Vehicles (DMV) monitor driving activities of persons with Class A or B licenses.
10. MISUSE OF UNIVERSITY VEHICLES:: Misuse of any University vehicle can result in disciplinary action, including the loss of the employee's driving privileges for University vehicles. The following conditions are considered to be a misuse of University vehicles:; a. Driving without the authorization of the manager or supervisor of the department that is responsible for the vehicle.; b. Driving without a valid California Driver's License of the appropriate class for the type of vehicle being driven.; c. Permitting a person not defined as a University employee to drive a University vehicle.; d. Noncompliance with traffic/motor vehicle laws and regulations.; e. Engaging in unsafe practices, including failure to use and ensure that all passengers use all available safety equipment in the vehicle being operated (safety equipment includes seat belts and/or shoulder harnesses).; f. Falsification of travel logs, travel authorizations, defensive driver training program certificates, accident reports, or other forms relative to the use of the vehicle.; g. Improper storage or parking of a University vehicle.; h. Personal use of State vehicles or transporting passengers other than persons directly involved with official University or state business.; i. Failure to comply with any law, regulation, or policy regarding the use of University vehicle.
11. OPERATOR INSPECTION:: Employee drivers must be trained and qualified prior to being authorized to operate a state-owned vehicle. Employee is responsible for vehicle that they operate. At a minimum each employee is responsible for, but not limited to, the following:; a. Possess a valid CSUN Defensive Driver Training Card from Risk Management and a valid California Driver's License.; b. Maintain an acceptable driving record.; c. Understand and follow the University's procedures regarding driver and motor vehicles, and practice safe driving habits at all times.; d. Inspect the vehicle prior to operation, ensure daily and weekly visual inspections and complete the appropriate forms;; e. Reports all vehicle problems and unsafe conditions to their supervisor and to the Motor Vehicle Inspector.; The operator of a state-owned vehicle must inspect the vehicle prior to driving it. The vehicle should be checked visually to ensure that such items as the tires are in good condition and adequately inflated, all mirrors are usable, and that there is a gas cap, spare tire, and a jack, if applicable. The brakes, lights, and other controls should be tested for satisfactory performance. A Weekly Checklist Form (available at PPM) must be completed by the vehicle operator and forwarded to the Campus Vehicle Inspector on a timely basis.
12. PULL-NOTICE PROGRAM:: The Employer Pull Notice (EPN) program was established to provide employers and regulatory agencies with a means of promoting driver safety through the ongoing review of driver records.; University employees who drive vehicles will be required to participate in the Employer Pull Notice Program operated by the Department of Motor Vehicles (DMV). The Department of Public Safety (DPS) coordinates this program on campus. Any campus department that has employees driving a vehicle must notify DPS with the name of the employee(s) so they can be enrolled in the DMV Pull Notice Program as required by state law and University Police.

REFERENCES:

Office of the Chancellor Publication Booklet, Use of University and Private Vehicles Policies and Regulations, dated October 1995, updated March 2002.

Executive Order 691

SAM 4101, SAM 4115, SAM 4107, SAM 4109

SUAM 2721.02.05, SUAM 2721-01, SUAM 2722.02.

California Vehicle Code 1808.1 (a) through (l)

RESPONSIBILITIES:

The department of Physical Plant Management is responsible for administering the policies and procedures contained herein.

1. EMPLOYEE:: Employee is responsible for the University vehicle they operate, and is liable for any and all costs due to misuse. Employee is subject to disciplinary action if they misuse the University vehicle.
2. DEPARTMENT:: A department that has acquired a vehicle for their exclusive use is responsible for enforcing all rules, policies and guidelines relating to the vehicle as stated herein. Failure to do so may result in a department's vehicle being placed under the direct control of Physical Plant Management.