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Facilities and Planning

820 Use of State Vehicles

820.01 General Policy

State-owned, privately owned, or rental vehicles, for which transportation costs are to be reimbursed by the The College at Brockport, will be used only for "official" College business.

When available, State-owned or rental vehicles will be used for official College business rather than privately owned vehicles except where there are compelling reasons for doing otherwise. When a privately owned vehicle is used for official College business, the mileage reimbursement rate may not exceed that approved by the State Comptroller.

State-owned vehicles will be operated in accordance with the guidelines established below:

  1. When using a personal or rental vehicle, operators must adhere to the General Information - Driver's Responsibility.
  2. Student-owned vehicles may not be used for official College business.
  3. All designated drivers of State-owned vehicles must have valid driver's licenses. All drivers and occupants must be an employee of New York State, under contractual agreement with New York State or a registered student at the College at Brockport.
  4. Whenever a State-owned vehicle is requested, its destination and driver must be clearly designated on the Vehicle Request form. An authorized financial signature and/or department head must approve the request. Only a complete vehicle request form will secure a vehicle. Also, accounts and/or departments with invoices past due 60 calendar days, from the due date, will forfeit their account/department's use of State vehicles for approved and future vehicle rental, as well as all vehicle related services, until payment is resolved.
  5. Approved drivers, requesting a 7 or 15 passenger vehicle must adhere to the License Event Notification System (LENS) requirements and van safety training. Information regarding the training schedule is available from the Environmental Health & Safety Office website (http://www.brockport.edu/ehs). The full guidelines, and the form, are available from the Human Resources Office website (http://www.brockport.edu/hr/forms see: Miscellaneous/LENS Request Form); or the Facilities and Planning website (http://www.brockport.edu/facilities/vehicle/index.html).
  6. State-owned vehicles may be used for transporting students only for the purpose of field trips required for an instructional or research program or to intercollegiate competitions in such fields as athletics, communication, theater, and other social, cultural, and educational programs authorized by the President or his designee, provided such trips are accompanied by a member of the campus staff. This campus staff member’s name is to be indicated on the Vehicle Request form. State-owned vehicles may also be used for the transfer of students for medical care when deemed appropriate by Health Center or University Police.
  7. State-owned vehicles are limited to travel within the United States and to a driving distance within 10 hours of The College at Brockport.

820.02 Procedures for Obtaining State-Owned Vehicles

  1. Vehicles owned by the State and assigned to the College are reserved in the Facilities and Planning Service Center in the west end of the Commissary.
  2. As per the Governor's order, smoking is not allowed in vehicles belonging to the State of New York.
  3. Requests for vehicle reservation must be made by completing the Vehicle Request Form and submitting it to the Office of Facilities and Planning. A request form must be completed prior to securing a vehicle. Assignments for vehicles are made on a first come, first served basis.
  4. State employees or authorized groups using a State-owned vehicle must have a valid driver's license for a passenger vehicle, be physically competent, and be properly authorized to use the vehicle. The Office of Facilities and Planning is charged with controlling the use and assignment of State vehicles. In view of this, the Office of Facilities and Planning staff is authorized to request pertinent documents and information from the users of State vehicles. Vehicles will not be released until these documents have been submitted.
  5. On the day of the trip, the authorized driver secures the keys from the Office of Facilities and Planning. For weekend trips, keys must be obtained before the close of business on Friday. See General Information - Driver's Responsibility for further information. The cost will be based from the day the driver secures the vehicle until the return of the vehicle to the Facilities complex.
  6. On return from the trip, the authorized driver will return the vehicle to its assigned parking space at the Commissary building. The vehicle keys and fully completed Vehicle Request form with all receipts for gasoline and service to vehicles are to be delivered to the Office of Facilities and Planning during regular business hours. If returning after hours, travelers are to use the "key drop" located in the Chapman garage door.
  7. Vehicle related purchases are to be submitted through the driver's travel reimbursement process and will be covered by Facilities.
  8. Any accidents, including names of witnesses, are to be reported within 1 working day of occurrence to the Director of Procurement and Payment, 5th Floor Allen Administration Building.
  9. All charges for use of State-owned vehicles relating to official College business or by approved University-related groups will be charged against department budgets or billed directly plus administrative overhead if applicable.
  10. The department or approved University-related group will be responsible for the replacement cost of the E-Z pass electronic tag if it is lost, damaged or stolen while in the possession of the authorized driver.
  11. A State vehicle driver is expected to return the vehicle clear of all debris and food as well as adherence to the no smoking policy. A cleaning charge plus the cost of vandalized parts will be charged if not returned in appropriate condition. Examples include, but are not limited to, missing floor mats, broken armrests, litter, food, smoking or excessive vandalism. In addition to a cleaning charge, repeat offenders risk losing their department's rental privileges.
  12. The operator of a state vehicle is personally responsible for payment of any traffic violations, E-Z Pass violations and/or damage caused to the vehicle by careless and/or reckless driving while in possession of a State vehicle.
  13. Facilities and Planning reserves the right to limit or deny use of any state vehicle due to a report of improper and/or reckless operation of a state vehicle.

Updated: October 2011

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