Vice Chancellor for Administration and Finance Home

Administrative Policies

AP 1 State Telephone System and Cellular Telephone Sets

AP 2 Telecommunications Equipment (Voice)

AP 3 Smoking

AP 4 Safety and Health

AP 5 Risk Management Policy

AP 6 Parking Regulations

AP 7 Sign Posting Policy

AP 8 Chargeback of Physical Plant Services

AP 10 Building Keys

AP 11 Fleet Vehicles

AP 12 Records Hold Policy

AP 13 Dispensing of Hearing Aids

AP 14 Policy on Business Activities

AP 15 Dangerous Weapons on Campus

AP 16 Collection of Indirect (Overhead) Costs

AP 17 Distribution of Indirect (Overhead) Costs

AP 18 Seat Belt Use

AP 19 Use of University Facilities

AP 20 Athletic Camps and Clinics

AP 21 University-Foundation Relationships

AP 22 Employee Accident/Injury Procedures

AP 23 Naming of Rooms and Buildings on Campus

AP 24 Postal Policy

AP 25 Requirement for a Mandatory Residential Dining Plan

AP 26 Requirement for Mandatory Housing

AP 27 Records Management Program

AP 29 Bad Check Policy

AP 30 In-Line Skates and Skateboarding

AP 31 Computer Software Use

AP 32 Inclement Weather Practice

AP 33 International Student Tuition Remission Policy

AP 36 Information Security

AP 37 Conflict of Interest/Financial Disclosure Policy

AP 38 Health Insurance Requirement for International Students

AP 39 Reuse Policy for Replaced Computers

AP 40 Alcohol Beverages on Campus

AP 41 Computer Replacement Policy

AP 42 Outreach Residual Funds

AP 43 Summer Session and J-Term

AP 44 Use of Copyrighted Material

AP 45 Shared Radio Spectrum Management and Coordination

AP 46 Emeriti Status for Unclassified Staff (Faculty/Academic Staff)

AP 47 Honored Retiree Status for Classified Employees

AP 48 Application for Immigrant Visas

AP 49 Determination of Outreach Course

AP 50 Cellular Telephone Policy

AP 52 Access, Use, and Retention of Social Security Numbers

AP 53 Full-time Status with a Reduced Course Load

AP 54 Advertising, Sponsorship, and Promotion of Alcohol and/or Tobacco Products on Campus

AP55 Licensing of UWRF Registered Marks

 

University of Wisconsin-River Falls Administrative Policy Paper
Number: AP 11 Revised
Date Issued: December 8, 2000
Subject: Fleet Vehicles

1.0 POLICY/PURPOSE:

Facilities Management will operate and maintain a fleet of vehicles for the use of UW-RF faculty, staff and students who are engaged in the official business of the University. This policy is adopted in order to promote the safe and efficient use of state owned vehicles.

2.0 OVERVIEW/BACKGROUND:

2.1 Statutes -
o Statutes - Wisconsin Statutes 16.003(1), 16.535(5), 16,535(6), 20.916(4), and 20.916(7).
2.2 Department of Administration Policies
State of Wisconsin "Fleet Policies and Procedures" as issued by the Department of Adminis-tration (most current version). (http://www.doa.state.wi.us/dsas/bots/fleet/doa3068p.pdfis)
2.3 System Policies
UW-System Administration's Risk Management and Safety Procedure Manual, Driver Authorization and Vehicle Use, Part 7 D, as issued by the UW-System Risk Management (most current version). (http://www.uwsa.edu/oslp/rm/manual/part7d.htm )

3.0 UNIVERSITY RESPONSIBILITIES:

Facilities Management (primary responsibility)
Public Safety Office
Risk Management

4.0 DEPARTMENT/UNIT RESPONSIBILITIES:

Department Chair/Director

5.0 PROCEDURE:

5.1 The State of Wisconsin's current version of "Fleet Policies and Procedures (see 2.2 for web address) shall constitute a minimum standard by which the UW-RF fleet will be operated.
* 5.1.1 Procedures to authorize drivers to use UW-RF vehicles will be based on UW System Administration's Risk Management and Safety Procedure Manual, Driver Authorization and Vehicle Use, Part 7 D (see 2.3 for web address).
5.2 Except as noted below, only authorized persons who are engaged in the official business of the University may drive State vehicles. "Official business" is defined in Part 7 D of the Risk Management and Safety Procedure Manual (see 2.3 for web address).
5.3 Any person who wishes to use a fleet vehicle must sign a Vehicle Use Agreement Form (copy attached) indicating understanding and acknowledgment of applicable fleet policies. A copy of this agreement will be kept on file by the Fleet Scheduling Coordinator.

Any person to whom a vehicle is personally assigned must sign a "Personal Use Agreement for Personally Assigned Automobile" form (copy attached) indicating understanding and acknowledgment of certain fleet procedures. A copy of this agreement will be kept on file by the Fleet Scheduling Coordinator.

5.4 Authorized student organizations may use fleet vehicles for official business provided that the student organization sponsoring the trip have their student segregated fee funds budgeted as part of the annual Student Senate budgeting process. Although many student organizations do get segregated fee funds from the Student Senate, only a few are included in the Senate's annual budgeting process; and it is only those organizations that are authorized to use State-owned fleet vehicles. The Fleet Vehicle Coordinator will maintain a current list of student organizations that meet the above requirements.
* 5.4.1 Authorized student organizations will be permitted to operate 15-passenger vans within the states of Wisconsin and Minnesota unaccompanied by a University staff member.
* 5.4.2 Authorized student organizations that operate 15-passenger vans outside the states of Wisconsin and Minnesota must have a staff person accompanying them. If more than one vehicle are traveling together there must be at least one University staff member accompanying the group.
* 5.4.3 Authorized student organizations that operate 15-passenger vans outside the states of Wisconsin and Minnesota are required to file a list of all passengers who are traveling in the vehicle or group of vehicles with Facilities Management before the vehicles are released. The list shall contain name, current address, permanent address and emergency contact person for all persons traveling. This list will be forwarded to the Public Safety Office to be used in the event of an emergency
5.5 A State-owned vehicle is provided as a service and a convenience to the user. Fleet Vehicle Operations is not obligated to provide a vehicle for every request. If a vehicle is not available, the individual and/or department is responsible for making alternative travel arrangements.
5.6 When a State vehicle is not available for official business, the person requesting a vehicle is issued a non-availability slip which permits the person to be reimbursed for the use of his/her personal vehicle at the full business mileage reimbursement rate per mile. If a person does not qualify for a non-availability slip, he/she is reimbursed at the rate per mile set by the Department of Administration. These reimbursement rates are subject to annual review. The current reimbursement rates will be available from the Fleet Vehicle Coordinator. Listed below are the general criteria for issuance of non-availability slips.
* 5.6.1 If a trip is more than 100 miles round trip and there is no vehicle available, a non-availability slip is issued.
* 5.6.2 If a person has a medical or physical condition requiring a specially equipped vehicle, then a non-availability slip is issued.
* 5.6.3 If a person needs a particular type of vehicle such as a van or a vehicle with special equipment such as a trailer hitch and such a vehicle is not available, then a non-availability slip is issued.
* 5.6.4 If a person needs a vehicle for an extended period of time and such use may not maximize overall fleet usage, then a non-availability slip may be issued.
* 5.6.5 If a person wishes to have a family member accompany him/her while on official business and the family member's presence is unrelated to official business, then a State vehicle should not be used, and a non-availability slip should not be issued.
* 5.6.6 If a person intends to take a side trip for personal reasons while on official business, a State vehicle cannot be used; and a non-availability slip should not be issued.
* 5.6.7 If a person is not allowed to use a State vehicle because of a poor driving record, a non-availability slip is not necessary. A letter from Public Safety stating that the person is not authorized to use a State vehicle should be sent to the Accounting Department so they know the person is entitled to the higher rate of reimbursement. A copy of this letter should be sent to the Fleet Vehicle Coordinator.
* 5.6.8 If the trip is less than 100 miles round trip, the person may elect to take his/her personal vehicle; and he/she will be reimbursed at the higher rate without having a non-availability slip issued.
* 5.6.9 A non-availability slip will not be issued to persons whose request is made less than 48 hours before the vehicle is needed and no vehicle is available. Exceptions will be made when the emergency nature of the trip can be verified.
5.7 Fleet vehicles may be reserved up to two months ahead by submitting a "Vehicle Request" form (copy attached) to the Fleet Vehicle Coordinator. Requests are scheduled at the beginning of each month based on the best use of fleet vehicles. Thereafter, requests are honored on a first-come, first-served basis. Telephone requests are honored only in exceptional cases.
5.8 A minimum charge of 75 miles will be made under the following circumstances:
* 5.8.1 When the person fails to show up to use the vehicle.
* 5.8.2 When the person returns the vehicle later than scheduled resulting in a scheduling overlap.
* 5.8.3 When the person drives the vehicles less than 100 miles.

6.0 SAFETY

6.1 Operators of State-owned vehicles are required to make sure that safety belts are worn by all passengers at all times.
6.2 Operators of State-owned vehicles are required to follow and obey all traffic laws.
6.3 When 15-passenger vans are operated, there must be a passenger who is awake in the passenger seat at all time to keep the driver alert and watch for hazards as they drive.
* 6.3.1 Work vehicles are exempt from this requirement. Other exemptions may be granted at the discretion of the campus Risk Management Office.

7.0 ACCIDENT

7.1 In the event of an accident, the driver of the vehicle shall seek medical attention if needed by their passengers and/or themselves.
7.2 In the event of an accident, the driver must complete the Vehicle Incident Report making sure that their supervisor has signed the Scope of Employment section. This report must be returned to the Risk Management Office as soon as the travel is completed. The form is located inside the vehicle glove box.
* 7.2.1 For more information on accident reporting procedures, please refer to State of Wisconsin "Fleet Policies and Procedures" section XI, (http://www.doa.state.wi.us/ dsas/bots/fleet/doa3068p.pdf).

 

 

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