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Rental of University Vehicles B-30

Original Implementation: June 1, 1984
Last Revision: April 17, 2012


The provisions of the policy on the Use of University Facilities govern the use of all buildings, facilities, equipment, and grounds, hereinafter referred to as facilities, under the control of Stephen F. Austin State University. That policy provides that the university may establish additional procedures for the reservation and use of specific facilities; therefore, the following provisions apply to university vehicles.

Official Use:

University motor vehicles can only be used for the transaction of official university business.

  1. Reservations
    1. Vehicles will be rented exclusively to individuals or organizations that have funds budgeted by the university.
    2. All vehicles, except road buses, are rented on a first-come, first-served basis. Reservations can be made by memo to the Physical Plant Grounds and Transportation Department, P.O. Box 13031 SFA Station, by phone at 468-5107, or on the Physical Plant website. Reservations should be made as far in advance as possible.
    3. Persons for whom reservations are made must be on the approved drivers list and be acting on behalf of, and within the responsibility of, the university department that he/she is employed. The reservation must have a minimum of four passengers for vans, must have definite pick-up and return times, and must have an approved university account.
    4. Cancellations should be made as far in advance as possible. Cancellations made less than 48 hours in advance will incur a $20.00 fee.
  2. Procedure for Checking Out Vehicles
    1. Vehicles can be picked up at the Physical Plant Grounds and Transportation Department, located at Starr Avenue and University Drive, between 7:00 a.m. and 4:00 p.m. Monday through Friday.
    2. Vehicle packets may be picked up during normal business hours or special arrangements may be made for vehicle pick-up outside normal hours.
    3. When two or more users are renting the same vehicle over a weekend, the users may be required to turn in and pick up vehicles at the University Police Department.
    4. Individuals picking up vehicles must present a Stephen F. Austin State University approved driver certificate and a valid driver's license.
    5. Personnel in the Grounds and Transportation Department, will furnish approved drivers with:
      1. Keys to vehicle.
      2. Copy of vehicle charges and reservation form.
      3. Credit card(s).
      4. Daily record of state-owned motor vehicle use (See Section E).
      5. Vehicle roadability report.
      6. Insurance card.
  3. Passengers
    1. Passengers in university vehicles will normally be university employees or students traveling on university business.
    2. Passengers who are not university employees or students may be authorized to ride in university vehicles when their presence is consistent with university business or functions.
    3. University employees and students may have guest(s), spouse or children accompany them while the university employee or student is traveling on university business provided:
      1. The guest does not interfere with the university business of the trip or cause any additional expense to the university.
      2. The department which sponsors the trip that the guest(s) are attending must be advised in advance of the trip that non-university passengers will be traveling in university vehicles.
      3. If the guest is a minor child, the parent is responsible for the child's actions and is responsible for ensuring the child follows all safety policies and regulations including seat belts and child restraints.
      4. The university bus fleet is not equipped with seat belts or child restraints, and safety of the child is the responsibility of the parent. The university fleet bus driver should report behavior difficulties to the parent and sponsoring department, and may impose future restrictions on passenger privileges for those who have had behavior problems.
      5. Non-employee passengers will not be covered by university insurance for medical treatment, unless there is legal liability, which is covered by the general liability policy for university motor vehicles. Personal claims against the driver of another vehicle (non-university) for liability in any accident will be the responsibility of the non-employee passenger or their parent. Passengers should carry personal medical insurance coverage in case of accident or emergency. The university does not assume liability for any passenger, unless otherwise imposed under law. University employees may be covered by Workers' Compensation for injuries received on-the-job; otherwise, personal medical insurance or applicable legal liability would apply.
  4. Use of University Road Buses

    The two Prevost 52-passenger buses provide transportation for university departments and groups. The guidelines in this section have been established to provide a fair and equitable manner for the scheduling of the buses and to generate sufficient revenue to pay for their operation and maintenance.

    1. Authorized Trips. Only university groups and departments whose trips have received prior approval from the department head and/or dean of school may reserve the bus. A professional driver will be provided by the Physical Plant Department. Each user must be accompanied by authorized university personnel, who shall be responsible for all travel, schedules, and arrangements. The use of the bus is limited to those destinations that may be reached by hard surfaced roads.
    2. Reservations. Application for the use of the university bus shall be made to the director of physical plant or his designee. No reservation may be reassigned in whole or in part. The user may not delegate any control or responsibility to any other party without prior written approval of the director of physical plant. Furthermore, reservations for one trip may not be used for a different trip without the prior written approval of the director of physical plant.
    3. Priorities for Use
      1. Use of university buses for athletic purposes will be given the first priority.
      2. Those departments having activities scheduled at least a year in advance that require maximum utilization of the buses shall receive second priority.
      3. In other cases, the following shall be considered:
        1. Advance Scheduling: Where feasible, the use of the buses will be approved on a first-come, first-served basis
        2. Distance: The distance to be traveled will be considered in determining priority.
        3. Number of Passengers: The number of passengers will be considered in determining priority.
        4. Purpose of Trip: In cases of simultaneous requests when the number of passengers and distance are approximately the same, the trip providing the most benefit to Stephen F. Austin State University shall receive priority.
  5. Check-in
    1. If returned after 7:00 a.m. or prior to 4:00 p.m. on weekdays, the vehicle should be returned to the Grounds and Transportation Building. The vehicle charges and reservation form, the daily record use of state owned motor vehicles form, keys, credit card(s), and gasoline receipts should be given to Grounds and Transportation personnel.
    2. If returned at some other time, the vehicle should be parked, the doors should be locked and all the items mentioned above should be dropped into the slot in the front door of the Grounds and Transportation Building at Starr Avenue and University Drive.
    3. Individuals may lose the privilege of using university vehicles if the vehicle(s) has been damaged during use, or if reports of vehicle use are incomplete.
    4. Purchases, other than fuel, made with university credit cards, are at the driver's expense, subject to reimbursement. Reimbursement will be approved when the physical plant is furnished purchase receipts. Receipts must show vehicle license number, amount of purchase, and item(s) purchased. Failure to properly present receipts will result in non-reimbursement.
    5. Purchase of fuel. Fuel is furnished as part of the rental price of the vehicle if purchased on credit cards furnished at the time of the rental. Fuel purchased not using credit cards will be at the expense of the using department. Reimbursement should be claimed on the travel voucher of the individual being reimbursed.
  6. Breakdowns and Accidents
    1. Instructions for proper reporting and handling of accidents and breakdowns are contained in the glove compartment of all university vehicles.
    2. In all cases in which a vehicle cannot be returned to the campus, one of the following people should be contacted:
      1. During working hours (7:00 a.m. to 4:00 p.m.) transportation manager - 936/468-5107 director, physical plant - 936/468-3906
      2. After working hours: university police - 936/468-2608
    3. All major repairs must be arranged by the manager of transportation.
    4. Drivers involved in an accident will be required to submit to a drug and alcohol screening in accordance with Stephen F. Austin State University Policy E-61. The driver must either report the accident to the University Police Department or to a local police agency and notify UPD of having done so, or fill out Texas Department of Public Safety Form ST-2 (blue form) within 24 hours and turn in to the University Police Department upon return to campus. UPD will:
      1. Forward a copy of the accident report or the blue form to the Environmental Health, Safety and Risk Management Department and,
      2. Complete the blue form and forward it to the Texas Department of Public Safety.
    5. Departments using fleet vehicles will be charged for damages as the result of accidents or from abusive use.
    6. The Environmental Health, Safety and Risk Management Department will contact the insurance adjuster, provide appropriate information, and act as general liaison in the event of an accident.
    7. The university's insurance covers a driver's liability if he/she is:
      1. An approved university driver.
      2. Operating the vehicle in an official capacity.
  7. Charges – refer to the SFA Physical Plant website for current prices - http://www2.sfasu.edu/physical_plant/
  8. In addition to mileage charges, the following minimum charges for the road buses will apply. There will be a minimum daily charge of $50.00 per day for local use and a minimum charge of $100.00 per day if the driver is required to be away from home base overnight. If daily mileage charges exceed $50.00 for local or $100.00 for away trips, the daily charge will be waived. Also all expenses (meals and lodging, excluding meals on non-overnight trips) for the driver(s) are the responsibility of the renting department.
  9. Special Provisions
    1. All drivers of buses must have a Class B-CDL license and submit to DOT physicals and drug baseline and random testing.
    2. All drivers must have a valid driver certificate issued by UPD.
    3. All drivers of 15 and 12 passenger-type vans must be certified drivers with a van endorsement and be a minimum of 21 years of age. Exceptions to age limits for drivers may only be authorized by the Environmental Health, Safety and Risk Management Department.
    4. Buses must carry at least 1/3 of their capacity.
    5. Certain buses, due to mechanical condition, are restricted to use in a 100-mile radius.
    6. Users of fleet vehicles who purchase gas, oil, and other products by cash ticket or credit card must sign tickets, including license number of vehicle and items purchased. Purchase of gas, oil, etc on other than university credit cards furnished with the vehicle will be the responsibility of the using department.
    7. Drivers may be requested from the Physical Plant Department and, if available, will be furnished at a rate established annually by the Physical Plant Department. Drivers are normally paid on a portal-to-portal basis. Special arrangements should be made for extended trips. There is a minimum charge of two hours for any called driver.
    8. No alcoholic beverages will be allowed in state vehicles.
    9. No smoking will be allowed in any state vehicles.

      15 and 12 Passenger Vans

      All drivers of 15 and 12 passenger-type vans must be certified drivers with a van endorsement and be a minimum of 21 years of age. Exceptions to age limits for drivers may only be authorized by the Environmental Health, Safety and Risk Management Department.

      Drivers in a 15 and 12 passenger-type van shall not drive over a maximum of 65 miles per hour speed limit as recommended by the State Office of Risk Management (SORM).

      All back seats are to be removed from all university owned 15 and 12 passenger vans.

      Passengers are limited to nine passengers including the driver with a maximum of 50 lbs of cargo or equipment or eight passengers including the driver with cargo/luggage. All passengers must wear seat belts.

      All cargo is prohibited on the roof. No roof racks may be installed, no trailer hitches may be installed on the vehicle nor any towing of any kind shall be authorized.

      Cargo and/or luggage inside the van must be stacked no higher than the top of the van seats and should be placed forward of the rear axle. Cargo is defined as, but not limited to, boxes, bags, packs, equipment, etc.

      Passenger vans rented from non-university fleet (Hertz, Enterprise, etc.) must be limited to nine passengers including the driver and follow the limitations specified in this policy. The university will no longer purchase 15 passenger vans.

     

Cross Reference: Drug and Alcohol Testing (E-61)

Responsible for Implementation: Vice President for Finance and Administration

Contact for Revision: Director of Physical Plant; Director of Environmental Health, Safety and Risk Management

Forms: None

Board Committee Assignment: Building and Grounds