Description: Description: Description: G:\UBP\Common\awebsite\UBPUBLIC\unmlogo_long.gif

University Business Policies and Procedures Manual

7780
USE OF UNIVERSITY VEHICLES
Effective Date: November 1, 1991
Revised: 10/16/98, 08/02/04, 07/01/11
Subject to Change Without Notice 

Authorized by Regents' Policy 7.9 "Property Management"
Process Owner:  Director of Physical Plant Department

1. General

University vehicles are available only for University related business, and will be provided for trips only when the driver is a University employee or student. Students who drive a University vehicle must have a departmental sponsor and written authorization from the dean, director, or department head on file in the department. The department must send a copy of this written authorization to the University Automotive Center before the student will be allowed to drive a University vehicle. Passengers are limited to University employees, students participating in authorized trips, and invited guests engaged in University-related activities. Providing transportation to hitchhikers is prohibited.

When not in use, a University vehicle must be secured and legally parked near the headquarters of the department or employee to whom it is assigned. Personal use of University vehicles is prohibited. Transportation between the University and the employee's residence is normally prohibited, even if the employee is required to return to the campus to perform his or her job outside of regular business hours. If an employee needs a vehicle to attend an out-of-town meeting, the employee may take the vehicle home to facilitate an early departure, however personal use is prohibited. In special circumstances, when job duties warrant, a vehicle may be provided to an employee as a condition of employment. All such employment agreements must specify the terms and conditions for the use of the vehicle and must have advance written approval by the President.

This policy states rules regarding the use of University vehicles, which includes any motorized (electric, gas, or diesel powered) vehicle operated on roadways. These rules are based on state regulations, University policy, the "The Right Way" brochure, mentioned in Section 5. herein, and the UNM Safety & Risk Services' Manual.

2. Types of University Vehicles

2.1. Rental Vehicles

The University maintains a small number of eleven (11) passenger vans) for short term use by the University community. Drivers wishing to drive an eleven (11) passenger van must take additional training designed to reduce the risk of roll-over associated with these passenger vans. Proper distribution of passenger and cargo weight, proper maintenance of the van, and training in specific driving skills are critical to reducing such risk. Contact the Automotive Center on north campus for further information.

2.2. Vehicles Purchased by Departments and Vehicles Donated to Departments

Departments may purchase vehicles for use by the department with funds from contracts, grants, or other funding sources subject to the New Mexico State Purchasing Act, University policies, and contract or grant restrictions. All main campus, Health Sciences Center, and UNM Hospital vehicles purchased, leased, or donated to a department must be checked in through the Automotive Center. Purchase orders must specify to the vendor that the vehicle is to be shipped directly to the Automotive Center. This is critical for inventory accuracy, placement of UNM vehicle decals, safety inspection, and insurance. UNM branch campuses must notify the Automotive Center when vehicles are purchased, leased, or donated to the campus as soon as they are acquired.

2.2.1. Additional Costs

Departments will be charged a monthly fee that includes the cost of liability, comprehensive, and collision insurance. Comprehensive and collision coverage is subject to a $1,000 deductible. The department is responsible for the costs of operating, maintaining, and repairing the vehicle, as well as replacement costs of the vehicle.

2.2.2. Maintenance, Repairs, and Testing Requirements

Albuquerque campus departments must have all maintenance, repair work, and emissions testing done by the Automotive Center. If emergency maintenance or repair work is performed elsewhere, the service records must be forwarded to the Automotive Center. Branch campuses and off-site locations must have all non-emergency repairs pre-authorized by the UNM Automotive Center. Maintenance and repair work service records must be forwarded to the UNM Automotive Center on a timely basis.

2.2.3. Color

University vehicles must be white. Vehicles acquired by the University subsequent to the effective date of this policy shall comply with this color requirement. Vehicles donated to the University do not need to be repainted; however, when the vehicle's paint requires refinishing it will be painted white.

2.2.4. Identification

All University vehicles must be numbered with two (2)-inch vinyl numbers, and must have a University of New Mexico decal or a University of New Mexico department-specific decal (approved in accordance with "University External Graphic Identification Standards" Policy 1010. UBP.) Branch campuses must notify the Automotive Center when a vehicle needs to be assigned a number. Decal, stickers, signs, or other markings other than official University markings are prohibited on any University vehicle.

3. Licensing and Training Requirements

3.1. Vehicle License

University vehicles are state owned. All motorized vehicles equipped for road or highway travel, boats, and trailers must be licensed in accordance with state law. Vehicle licenses are processed by the University Property Accounting Department.

3.2. Driver's License

State law requires all drivers of University vehicles to have a current New Mexico driver's license, a UNM Driving Permit, and certification that the employee has completed the National Safety Council Defensive Driving Course. An out-of-state license may be used in place of a New Mexico driver's license only if the driver is not a New Mexico resident or has been a New Mexico resident for less than thirty (30) days.

3.3. UNM Driving Permit

UNM Safety & Risk Services schedules the Defensive Driving Course and issues the UNM Driving Permit and Defensive Driving Certificate. UNM Driving Permits must be renewed every five (5) years. The University will check the driving record of all new drivers applying for a permit. The University will also check the driving record of drivers of University vehicles periodically. Depending on the results of the record check, drivers will fall into one of three (3) categories listed below.

For additional information refer to the UNM Safety & Risk Services' Manual.

4. Responsibility

The department to which a vehicle is assigned is responsible for the care and use of the vehicle. All University vehicles are insured for liability, comprehensive, and collision insurance; however, if the vehicle is taken out of the country the department is required to purchase liability insurance for coverage during the term of the trip. Drivers are responsible for having an accident report form and the documents described in Section 3.2. herein in their possession while driving a University vehicle.

4.1. The driver of a University vehicle is required to observe all city and state traffic regulations and is personally responsible for penalties incurred by violations thereof.

4.2. Drivers of University vehicles will be issued a UNM Fleet (fuel) Card that may be used only for gas, oil, or emergency repairs. The driver is personally responsible for proper use of the Card. When returning the vehicle, the driver must return the card and all credit card receipts to the Automotive Center. The driver must forward copies of the credit card receipts for authorized automotive purchases to the individual in his or her department who is responsible for administering the Fleet (fuel) Cards. This must be done in a timely manner for account reconciliation purposes. Fleet Cards are issued by the university Purchasing Department and may be recalled by the Purchasing Department if drivers do not comply with this policy. Contact the Purchasing Department with any questions or concerns about the card.

4.3. The University department, faculty, or staff member in charge of the trip shall make all reasonable efforts to prevent misuse of the vehicle, ensure the safety of the passengers and the care of the vehicle, and return the vehicle in a satisfactory state of repair. Abuse of any University vehicle will be justification for refusal to permit the use of vehicles in the future.

4.4. Liability insurance is provided for University employees operating University vehicles on official business. However, in accordance with Section 41-4-4.E NMSA 1978, the University reserves the right to recover from an employee the amount expended to provide a defense and/or pay a settlement or final judgment, if it is shown that while acting within the scope of duty, the public employee acted fraudulently or with actual intentional malice causing bodily injury, wrongful death, or property damage.

4.5. The department head is responsible for developing and implementing procedures to ensure that all employees who are required to operate a University vehicle, have valid a UNM Driving Permit. It is also the department head's responsibility to make sure that vehicle operators are trained in proper accident reporting as described in Section 4.6.

4.6. If an employee is involved in an accident while driving a University vehicle his or her first concern should be for the safety of passengers or pedestrians who might be injured. The driver should seek first aid, and/or an ambulance should be called for transporting injured parties to the hospital.

The following procedures should be followed in the event of an accident involving a University vehicle: 

4.7. An employee with a suspended, revoked, or expired license is prohibited from driving a University vehicle. An employee must notify his or her supervisor immediately if his or her license is suspended, revoked, expired or significantly changed in any way. If driving is a function of the employee's job, loss of license could mean reassignment, disciplinary action, or discharge.

4.8. Departments must verify that employees, who are required to drive a University vehicle as part of their job descriptions, meet the requirements of Section 3.2.

4.9. In accordance with New Mexico State Law, as well as good safety practice, all drivers and passengers using University vehicles are required to use seat belts whenever the vehicle is in use. Drivers are responsible to check and make sure that every passenger has his/her seat belt secured prior to the vehicle moving.

4.10. For safety reasons, cellular phone use is strongly discouraged while driving a University vehicle. Drivers should pull off the road and park before making or answering a call.

4.11. Smoking is not permitted in any University vehicle.

5. Procedures

Various procedures regarding the repair of a University vehicle, the purchase of gasoline, emergencies, accidents, etc., can be found in the "The Right Way" brochure (a copy should be in the glove box of each vehicle.) This brochure is available through the Automotive Center. Failure to read the brochure could result in serious violation of state regulations for use of state owned vehicles.

6. Exceptions

Any exceptions to this policy must be approved by the Executive Vice President for Administration.

Comments may be sent to UBPPM@UNM.edu
http://www.unm.edu/~ubppm

Contents

Section 7000
Contents

Policy Listing

Forms

UBP Homepage

UNM Homepage