Title:     #VII-3.  Procedures for Utilizing State Fleet Vehicles and Renting

  Vehicles

Overview

Section 5.2.1.1 of Board of Governors Policy E-04, Travel, states, “The availability and use of a state owned vehicle will be determined by the institution’s policies and procedures.”  These procedures are hereby established for that purpose. 

West Virginia University at Parkersburg maintains a fleet of State vehicles for official business use. The overall goal for implementing these procedures is to ensure that the mode of transportation selected is the most economical for the college and supports the mission of the college.

Smoking and alcoholic beverages are not permitted in State vehicles at any time.

According to guidance provided by the Governor’s Office in a memorandum dated April 8, 2008, privately-owned vehicles (POVs) should not be used when reimbursement costs are expected to exceed $50 per day, unless an agency approves use because of the following:

• An agency vehicle is not available, and
• The cost of mileage reimbursement for a POV is less than the cost of commercial travel for an employee (air, rental car, etc.)

Eligibility for Use

All employees of WVU Parkersburg are eligible to utilize the state vehicles or contracted rental vehicles. Students receiving federal Work Study funding are not classified as employees and therefore not authorized.

All vehicle users must:

·         Have a valid driver’s license;

·         Pass the Safe Driver test;

·         Obtain a Driving Authorization Card; and 

·         Be 21 years of age or older.

Exceptions to the eligibility requirements must be approved by the President.

A listing of those personnel authorized to use State vehicles is maintained by the college’s Safety Officer. An updated list is provided to the vehicle use coordinator in the Business Office when changes occur.

Any civil/legal action regarding an individual’s drivers license will concurrently affect their use of State-owned or contracted vehicles. It is the employee’s responsibility to report such action to the vehicle use coordinator.

Safety Test: The safety test must be completed prior to operating a college-owned vehicle, a contracted rental vehicle, or being reimbursed for mileage. Questions regarding the driver’s test may be directed to the Safety Officer’s assistant at ext. 328.

Driving Authorization Card: After completing the test, the employee should print a copy of his or her certificate and forward it to the Safety Officer’s assistant located in the President’s Office for issuance of a college Driving Authorization Card. Possession of a driving authorization card is necessary to use a college vehicle, a contracted rental vehicle, or be reimbursed for mileage.

Violation of the guidelines and procedures or failure to report loss of state driver’s license may result in loss of privilege to use a State vehicle, a rental vehicle, and/or disciplinary action.

Driver’s Responsibilities

The vehicle driver is personally responsible for:

a)    Signing out the vehicle and listing any other authorized drivers of the vehicle.

b)    Responding to any and all citations or warrants issued and/or paying any fines levied regarding the operation or parking of the vehicle, either criminal or civil (including towing charges).

c)    Using the combination lap and shoulder safety belts and ensuring all passengers use the safety belts provided.

d)    Returning the vehicle, keys, Trip Mileage Card, and charge card to the designated area and person(s).

e)    Ensuring the vehicle is returned clean with all business/personal items as well as waste/trash removed from the vehicle including the trunk area. Failure to do so may result in charges to the driver for the cleaning of the vehicle.

Scheduling

State vehicles are scheduled through the WVU Parkersburg Business Office. Scheduling as far in advance of the event as possible is recommended to ensure availability.  The authorized driver is responsible for scheduling the vehicle and picking up the keys.

Contact the Purchasing department for questions regarding reimbursement or the state-contracted rental vehicles.

Procedures

To utilize a State vehicle, authorized drivers (see qualifications above) will:

1.    Contact the vehicle use coordinator in the Business Office in person or by calling extension 233. If this is the first time the individual is using a state vehicle or the requestor’s name does not appear on the approved list of drivers, the requester must present his or her Driving Authorization Card to reserve the vehicle.

2.    On the day of the trip, pick up the keys, a yellow Trip Mileage Card, and the gasoline credit card (if necessary) at the Business Office. If other authorized drivers will use the vehicle, inform the vehicle use coordinator and include the name(s) of the authorized driver(s) on the vehicle usage form. If the keys will be picked up after 4:00 pm or when the Business Office is closed, make arrangements ahead of time with the coordinator.

3.    Upon completion of the trip, return the vehicle to campus and remove any trash and all business/personal items from inside the vehicle, and complete all information requested on the Trip Mileage Card. Drivers are required to return the keys, the completed mileage card, and the credit card to the Business Office.

If returning the vehicle between 4:00 pm and 11:00 pm, the driver should return the keys and mileage card to security by calling 304-834-7383.

If returning the vehicle after 11:00 pm, the driver should make alternative key drop-off arrangements with the vehicle use coordinator prior to checking out the vehicle.

Note:  The driver may be responsible for the cost of replacing any lost keys if the keys are left with other individuals or deposited elsewhere.

Charges:  The user’s budget will be charged at the current rate per mile used for mileage reimbursement. If the requester takes the keys but does not use the vehicle, a $25 charge may be assessed.  If trash is left in the vehicle, the driver may be assessed a $25 cleaning charge. 

No Shows: A reserved vehicle will be held up to one hour after the scheduled time. At that time the vehicle will be made available for use by others.

Overnight Usage Pre- or Post Trip:  The vehicle may be driven home prior to the day of the event or the night of the event if doing so will reduce fuel costs and/or ensure safe traveling.  This determination will be made on a case by case basis ensuring minimal personal use. 

Trip Mileage Card: The yellow Trip Mileage card is used to record the vehicle mileage, the budget number to be charged and any maintenance issues with the vehicle. In addition, by scheduling and using a vehicle, individuals are agreeing to the terms of the college’s policy and procedures regarding vehicle usage. Please note that emergency guidance is provided on the back of the card.

Emergency Information

Vehicle Ownership:  The vehicle registration card is in the glove box.  State vehicles are owned by West Virginia University at Parkersburg, an agency of the state government of West Virginia, and are used for official business only.

Insurance:  The vehicle and its occupants are protected by state-held automobile and property insurance.  A copy of the insurance policy is in the automobile glove box.

Violations:  The driver is responsible for any fines which are the result of violations of motor vehicle regulations.

Accidents:  The driver shall provide all information requested by authorities and request a copy of the accident report; this must be submitted with the college’s insurance claim.  The driver may use the gasoline credit card or travel card for towing, rental vehicles, or towing expenses and  must keep all receipts.  The driver should call the college at 304-424-8224 between 8:00 a.m. and 4:00 p.m.; after 4:00 p.m. and on weekends, 304-834-7383.  Collect calls will be accepted in an emergency.

Emergencies:  In the event of mechanical breakdown, the driver should call the college first, then, if necessary, use the gasoline credit card or the travel card to pay

for services.  All receipts must be retained to justify expenses on the reimbursement request. 

Maintenance

Maintenance for WVU Parkersburg State vehicles is the responsibility of the Facilities and Grounds Department. Users are requested to indicate on the yellow trip card any mechanical problems when the vehicle is returned. The vehicle use coordinator will notify Facilities and Grounds of any mechanical issues reported.

In order to assist the Facilities and Grounds department, personnel utilizing the State vehicles are requested to remove all trash from vehicles upon return. A charge-back fee may be levied against users returning the vehicle not cleaned of trash.

Rental Vehicles

WVU’s rental vehicle contract with Enterprise Corporation includes WVU Parkersburg. Guidance provided by the Governor’s Office in a memorandum dated April 8, 2008, indicates that rental vehicles should only be used when: 

·         A temporary need arises

·         State vehicles are not available, and

·         The cost of the rental car will be less than the cost of Privately Owned Vehicle (POV) reimbursement.

To reserve a rental vehicle, the individual should contact the Purchasing Office to discuss his or her requirements and submit an online Purchase Requisition. The Purchasing Office staff will make all arrangements for the rental vehicle and payment will be made by State Purchasing Card charged back to the respective departmental budgets. Individuals may either pick up and return the rental vehicle at the Enterprise office or have Enterprise deliver and pick up the vehicle at the campus.

Scheduling as far in advance of the event as possible is recommended to ensure availability of vehicles. The local Enterprise office may not have vehicles available on short notice.

Sample:  Trip Mileage Card