UCR Policies and Procedures

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  Policy Number:          900-50

  Policy Title:                Use of University Vehicles


  Policy Owner:             Risk Management 

  Effective Date:            07/01/2006

  1. PURPOSE – This policy establishes the basic campus guidelines governing the use of University vehicles.


    1. University vehicles shall be used for official University business only.
    2. Responsibility for determining, authorizing, & controlling official use is the responsibility of the Vice Chancellor Finance and Business Operations (see Delegation of Authority CHA0038), the Campus Risk Manager and/or the Director of Transportation and Parking Services (see Delegation of Authority CHA0038-R.).  Fleet Services personnel are not expected to determine the appropriateness of use, but are to make sure each operator has proper authorization.
    3. University vehicles shall not be used regularly for transportation between personal residences and University campuses or other work locations, except those vehicles that are:
      1. Assigned to senior University executives (see University Policy Concerning Senior Management Automobiles);
      2. Used in conjunction with authorized ridesharing programs which include, but are not limited to, vanpools, carpools, buspools, and guaranteed ride home programs; or
      3. Used occasionally for transportation to and from personal residences in connection with departure and return from official University business trips, when the appropriate department official has determined that such use is more efficient and economical than available alternatives.
    4. Any use of a vehicle for transportation between home and office, other than those stated above, must be specifically authorized in advance and in writing by the Vice Chancellor Finance and Business Operations as an exception to this policy and justified by a special and/or frequent work requirement of the University which cannot reasonably be met by other means of transportation.  Drivers using vehicles under this section shall be subject to campus parking regulations.
    5. Vehicles may not be left at an airport for any period of time, unless the rental cost of the vehicle and the parking charge is less than the use of other types of transportation.

  3. DEPARTMENT RESPONSIBILITY – Responsibility for the vehicles belongs to the department or campus program authorizing its use.  This responsibility includes, but is not limited to:

    1. Ensuring that all authorized drivers within their department or program know and understand all applicable University and Campus policies regarding use of University vehicles.
    2. Ensuring that all authorized drivers within their department or program maintain a valid driver’s license/endorsement for the type of vehicle being used and meet all other requirements.  (Long-term rentals)
    3. To the extent possible, ensuring that all authorized drivers within their department or program have a valid driver’s license in their possession at the time of use. (Long-term rentals)
    4. Ensuring that all authorized drivers within their department or program who routinely drive University vehicles in the course of their regular employment are included in the Department of Motor Vehicles pull notice system.    Please see    see UCR Policy & Procedures Manual policy 650-19 "Employee's Public Driving Record - DMV Pull Notice System" for more information.
    5. Ensuring that any driver who has had a disqualifying action taken against his/her driver’s license or Certificate (e.g., DMV suspension or revocation) is not permitted to drive a University vehicle.


    1. Authorized drivers include faulty & staff provided they have been approved by the appropriate campus official and the vehicle use is for official University business.
    2. Student Drivers – Students may operate University vehicles only as part of any official curricular or research program, or official extracurricular program directly supervised by a member of the University faculty or staff.  Misuse of University vehicles will result in withdrawal of authorization to drive them (also see UCR Policy & Procedures Manual, Policy #900-55 "Vehicle Accident and Damage Reporting" for information on misuse of University vehicles and payment for damages).
    3. Passengers – It is the responsibility of all users of University vehicles to reduce the University’s potential liability by limiting University passengers to those persons on official business for the University.  Users should not give rides to hitchhikers, friends, relatives, and University employees not then engaged in University business.  This policy also avoids problem of public comment on possible misuse of official vehicles.
    4. When there is any question of appropriate use or appearance of misuse, it is suggested that private vehicles or rental vehicles be substituted.


    1. All operators must have a valid driver’s license.
    2. It is the responsibility of Fleet Services to verify the possession and validity of the operator’s driver’s license each time a vehicle is released for daily rentals.  Normally, drivers of any passenger vehicle are required to have a Class C license with the following exceptions:
      1. Drivers of 15 passenger vans used as shuttle services or bus, are required to have a valid Class A or B license with the appropriate passenger endorsement.
      2. Drivers of a tram and tractor combination are required to have a valid Class A or B license.
      3. Youth Bus – Driver’s of 10-15 passenger vehicles who transport school age children, K-12, are required to have a Class A or B Drivers’ license with a California Special Driver Certificate valid for driving a youth bus.


    University owned vehicles shall be registered in the name of the University of California and licensed as exempt vehicles.  University related activities or organizations are not authorized to own or register motor vehicles in their names.   All general-purpose fleet vehicles are controlled by the campus Fleet Services (passenger cars, pickups, carryalls, trucks, buses, etc).  Approval for purchase of specialized vehicles by individual departments must be obtained from the Vice Chancellor Finance and Business Operations.


    All University vehicles are identified as “University of California—For Official Use Only”, by a decal conspicuously attached on the rear of the vehicle.  With exception of vehicle identification numbers, no other decals, stickers, or other signs, including dealer-identified license plate holders may be placed on any University vehicle.  Public Safety vehicles may carry additional identification.


    Due to the obvious identification of the vehicle belonging to the State of California, approval to take a University vehicle out of the State must be obtained in advance from Fleet Services.  Forms for this purpose are available from Fleet Services.  (See 900-50 attachment)  Upon completion, one copy is carried in the vehicle and one copy placed on file in Fleet Services.  If you are taking the vehicle out of the country, the driver’s signature on this form must be notarized.

    All drivers traveling into Mexico must obtain liability insurance before crossing the border.  The cost of the insurance is paid by the driver and is reimbursed to the department through a travel voucher.  All gasoline purchased while in Mexico, at prices above that normally paid in the United States, will be charged back to the using department.


    When arrangements have been made to obtain a vehicle on a trip rental basis, the policy is to obtain the vehicle at Fleet Services between the hours of 7:30 AM and 4:30 PM.  Vehicles will not be parked in Lot 23 with the keys inside.  However, when the keys are obtained in advance, the vehicle will be parked and locked in Lot 23 for release after hours.  Keys are not to be left in vehicles and all vehicles are to be locked while parked within the corporate yard during off-hours.  On and off campus, all vehicles are to be kept locked when not in use.


Delegation of Authority CHA0038 "Use of University Vehicles" and Redelegation of Authority CHA0038-R

Business & Finance Bulletin B-46 "Use of University Vehicles.

Business & Finance Bulletin BUS-8 "Acquisition and Disposition of University Vehicles.

Accounting Manual section E-821"Senior Management Automobile Policy and Procedures 

UCR Policy & Procedure 900-55 "Vehicle Accident and Damage Reporting"

UCR Policy & Procedure 650-19 "Employee's Public Driving Record - DMV Pull Notice System