University Owned, Leased, Loaned, Rented, and Privately Owned Vehicles

The purpose of this policy is to establish the official university policy for procurement, operation, usage, maintenance, replacement, insurance, and driving of university owned, leased, loaned, or rented vehicles and the use of privately owned vehicles for authorized university business.  Because of the nature of the duties and responsibilities of certain positions, some university employees are required to drive university owned, leased, loaned, or rented vehicles or privately owned vehicles while conducting authorized university business.  For the purpose of the policy, the term university employee includes faculty, staff, contracted staff, and student employees. Students who are not employees, but on occasion drive university vehicles while conducting authorized university business, also are subject to this policy.

• Purchase or lease of automobiles, trucks, and vans for university departmental use.
• All vehicle service, maintenance, repair, body repair and painting of university owned and leased vehicles must be performed or contracted by the Department of Parking and Transportation.  Departments are not permitted to perform or contract vehicle service, maintenance, repairs, body repair or painting of university owned and leased vehicles.
• Disposal and return of unused or replaced university owned or leased vehicles.
• Rentals of wheelchair accessible low floor minivan for local use under 200 miles one-way.

• A driver is not required to seek approved driver status if using a privately owned vehicle to conduct university official business.
• The university if not responsible for traffic violations, fines, court costs, etc., that are incurred by the driver of a privately owned vehicle.
• All privately owned vehicles used for authorized university business must carry automobile insurance information that indicates proof of insurance.  Wright State University's recommended policy limits are $100,000 for bodily injury or death of one person in any one accident, $300,000 for bodily injury or death of two or more persons in any one accident and $50,000 for property damage in any one accident.  The vehicle's owner is responsible for liability and collision insurance and any applicable deductibles.
• While traveling by privately owned automobile, the liability insurance of the owner of the vehicle and/or the driver of the vehicle provides primary coverage before any coverage purchased by the university per University Policy 9510 (Travel)..
• A driver of a privately owned vehicle on authorized university business should follow the accident reporting procedures outlined in section 9210.12 in addition to any procedures required by the driver's insurance company.
• Please refer to section 9210.9 vehicle operation, for additional information.

• Must be at least 18 years of age to drive university owned, leased, loaned or rented vehicles.  In addition, a driver of a rental vehicle must meet the minimum age requirements of the rental company.
• Must possess a valid United States driver license.  Temporary driving permits are unacceptable.
• Only those drivers who have completed and submitted a e-DAF, received notification of approved driver status and whose name appears on the List of Approved Drivers posted on Risk Management's website will be permitted to drive university owned, leased, loaned, or rental vehicles.  Please refer to the Office of Risk Management's website Driver Resources page for accessing the e-DAF, instructions for completion and other helpful information.
• Upon completion of an e-DAF and a positive review of the driver's Motor Vehicle Record (MVR) by the Office of Risk Management, applicant will receive electronic notification granting approved driver status.  Drivers seeking to maintain approved driver status must re-submit the e-DAF application upon receipt of electronic notification approximately 12 months from date of application.
• An approved driver is required to successfully complete driver training courses specific to passenger vans if they anticipate driving a van designed to carry 8-12 passengers.  See section 9210.13 for more information.
• The Driver, Driver Lead, Automotive Services Technician, and Automotive Services Technician Lead job classifications currently require the commerical driver license (CDL).  Classifications may be added as needed by the university.  Employees in these classifications are required to posses the CDL.  In addition, certain other positions may require obtaining and maintaining an Ohio CDL because of specific job requirements, regardless of the classification or title of the position.  The required endorsements for a CDL will be determined by the Ohio Department of Motor Vehicles, dependent upon the type of vehicle to be driven.

The driver of a university owned, leased, loaned, or rented vehicle may lose his/her driving privileges for the following, but not inclusive reasons:

1. The driver did not maintain possession of the university owned, leased, loaned, or rented vehicle during the period of authorized use.
2. The driver's license that was presented at the time of application has a current status of suspended, revoked, expired or otherwise invalid as indicated by the most recent Motor Vehicle Record (MVR).
3. Anyone who drives a university owned, leased, loaned, or rented vehicle and whose driver's license is compromised by penalties including but not limited to conditional suspension, unconditional suspension, temporary suspension, or revocation and/or whose MVR points exceeds a total of 6 accumulated within 3 years of the oldest violation shall not drive for purposes of conducting university business until the appropriate authority restores the individual's drivers license.
4. If the Office of Risk Management determines that the driver does not meet approval criteria based upon the review of the applicant's MVR, the driver is denied approval status and is disqualified as a driver for purposes of conducting official university business. A notice of adverse action status is issued and sent to the applicant, department representatives and Human Resources.  Any applicant that has been issued an adverse action has the right to obtain a copy of the MVR upon which the determination was made in accordance with the Fair Credit Reporting Act or FCRA. FCRA is designed to promote accuracy, fairness and privacy of information in the files of consumer reporting agencies.  To understand your rights when your information is ued for employment related decisions, it is recommended that all applicants read the Summary of Consumer Rights.pdf.

• An employee whose driving privileges have been suspended shall report said suspension to his/her supervisor immediately upon reporting to work following the imposed suspension.  An employee who fails to notify the supervisor of a license suspension results in suspension of University driving privileges effective at the time of discovery.  An employee whose driving privileges have been unconditionally suspended shall not drive any university owned, leased, loaned, rented, or privately owned vehicle while conduction authorized university business.
• An employee who has been issued a conditional permit to drive to and from work and/or for work-related purposes by the court or appropriate licensing authority may use his/her personal vehicle for University business but is prohibited from using a university owned, leased, loaned, or rented vehicle to conduct University business. An employee who is issued a conditional driving permit and intends to use his/her personal vehicle for University business must provide proof of auto insurance and evidence of a work permit to the Office of Risk Management and Human Resources for review and approval.
• An employee whose job classification or position requires the possession and maintenance of a driver's license and/or any required special drinving certifications in order to perform the essential funcions of that position's assigned duties and who subsequently has that license revoked, rescinded, suspended, or renewal denied may, after exhaustion of all administrative contested case proceedings before the licensing agency and all possible reasonable accommodations, be terminated from employment for failure to maintain the necessary qualifications required for the position or be subject to disciplinary action.

The department of Strategic Procurement maintains information on approved charter bus companies that departments or campus organizations may consult as part of trip planning. Approved charter bus companies are screened to meet insurance requirements and other considerations.  It is recommended that departments and organizations involved in trip planning work the Strategic Procurement to identify suitable charter bus companies.

It is required that any charter bus company that is hired to serve offical university purposes for travel off-campus must have automotive liability coverage of no less than $10 million. Charter bus companies that operate only on campus are required to have automotive liability coverage of no less and $5 million.

1. Prohibited Vehicles
   1. Fifteen-passenger vans or vehicles are not permitted for university purchase, lease, loan, or rental.  Nine to fifteen passenger vans or vehicles are not permitted for university purchase or lease.  In addition, luxury, sport, speciality and convertible vehicles are not permitted for rental.
   2. Vehicles that require a driver to posses a commerical driver license (CDL) for operation (excluding Parking and Transportation) are not permitted for university purchase, lease, loan, or rental without approval by the provost or a vice president.
2. Rental Vehicles
   1. APPROVED DRIVER REQUIREMENT - Prior to use of rental vehicles all potential drivers must become an approved driver as outlined in section 9210.4.
   2. TYPES OF VEHICLES - Fifteen-passenger van, luxury, sport, speciality and convertible vehicles are not permitted for university rental use.  Handicap wheelchair accessible minivan is available for local rental (200 miles one-way).  Users should contact the Department of Parking and Transportation for information and availability.
   3. PREFERRED RENTAL AGENCY - If a traveler chooses to use a local rental agency vehicle for official university business, it is strongly encouraged that the traveler contact WSU's preferred rental agency via the purchasing department's website. In addition to generally lower rental rates as a result of competitive bidding, the quoted rates include required liability insurance coverage and collision damage.  To receive preferred rates when making a reservation, the traveler should identify his or her association with WSU.
      1. PERSONAL USE - The preferred rental agency may offer WSU employees a discount on regular rental rates for personal use.  These rates do not include insurance coverage.
      2. INSURANCE COVERAGE - Travelers should initial for the denial of liability coverage and collision damage on the rental form because the cost of the liability coverage is already included in the daily rental rate.
   4. NON-PREFERRED RENTAL AGENCY WITHIN THE US - If a traveler choses to use a rental agency other than the preferred agency, liability insurance must be purchased ($100k per person - $300k p/occurance - $50k property damage).  Collision insurance is provided via WSU's physical damage insurance policy.  It is strongly recommended that the rental car be paid for using a University Pro Card as it may include benefits that could pay for the department's collision deductible should a claim occur.  Continued Pro Card benefits are subject to the current Terms and Conditions of the agreement.
   5. RENTING A VEHICLE OUTSIDE THE US - When using a rental agency vehicle outside the United States for official university business, it is mandatory that the traveler purchase the mandatory/compulsory/statutory limits of liability insurance required by the foreign country in which the traveler is conducting business.  It is also mandatory that the traveler purchase collision insurance.
   6. FILLING OUT A RENTAL AGREEMENT - When receiving rental vehicles, a traveler should sign the rental agreement providing his/her name and the name of the responsible department, followed by the phrase, "for Wright State University".
   7. PAYING FOR A RENTAL VEHICLE - It is strongly recommended that a traveler reserve and pay for a rental vehicle using a university procurement card - please see matrix below.

1. Vehicle Purchase or Lease
   1. Parking and Transportation will ask the requesting department to assist in developing specifications, including the manufacturer and model desired.  If multiple vehicles are known to be required during the same time frame, all requirements should be discussed.
   2. A department is not permitted to go to vehicle dealers and shop for a vehicle, whether for purchase or lease.  Parking and Transportation can provide information on various models and State of Ohio Vehicle Contract prices.
   3. The Department of Parking and Transportation will determine if the estimated cost of the vehicle required is in excess of the university bid limit threshold. In addition, Parking and Transportation will work with the department of Strategic Procurement to perform a formal bid process if the total purchas price or lease amount of all vehicles required by the department during the same time frame exceeds the university's bid limit threshold.
   4. If a vehicle is to be purchased and is available from the State of Ohio Vehicle Contract, no bid process will be required, since the vehicle was already bid by the state on behalf of state agencies, colleges, and universities.  Leased cars are not available from state contracts.
   5. If the total cost for the purchase or lease of a vehicle is less than the university's bid limit threshold, the Strategic Procurement department has empowered the Department of Parking and Transportation to contact dealers and request written offers for a vehicle to be leased, or to be purchased, if not available from state contracts.  Written pricing shall accompany any requisitions forwarded to Purchasing for processing.
   6. The Director of Strategic Procurement will execute multiple leasing documents as an authorized agent for the university.  Parking and Transportation will not pick up a vehicle until all paperwork has been completed.
2. Vehicles Assigned to Departments
   1. A department with assigned vehicles is responsible for the full cost of the initial purchase, as well as the operating expenses of the vehicles.  The department must transfer payment for the entire initial purchase price at the time of the transaction.  The department typically will be billed at least once a year for each assigned vehicle.  The charge will be based on fuel and maintenance costs, insurance costs and indirect overhead expenses incurren during the year.  Charges will vary depending on the number and type of vehicles assigned, the method of purchase, and the number of miles driven each year per vehicle.
   2. Service and repairs for all university owned and leased vehicles must be performed by or under contract with Parking and Transportation.
3. Vehicles Assigned to Individuals
   1. As of July 1, 2003, the university will no longer obtain leased vehicles for the purpose of assigning them to specifice individuls, with the exception of the president. If transportation compensation for an employee is necessary, approval by the provost is required. Compensation would be in accordance with current guidelines.
   2. An employee who has been assigned a leased or loaned vehicle must report monthly mileage usage to the Payroll department. Payroll will calculate a taxable benefit based on Internal Revenue Service Guidlelines. An employee who has been assigned one of these vehicles should contact the Payrolldepartment for additional information.
   3. An employee who has been assigned a loaned vehicle must report any change in vehicle assignment to his/her supervisor and to Parking and Transportation.
   4. Loaner cars may be subject to additional terms and conditions per specified university agreements detailing the use of loaner cars.

• University vehicles will be used for official university business only and, when not in use, will be kept on university premises.  Unless a vehicle is specifically assigned to an individual,the vehicle may not be used for any personal activities such as shopping trips, lunch breaks, or running errands.  If a driver is found to be using a vehicle in such a manner, his/her driving privileges may be revoked.
• The unauthorized use of a university vehicle by an employee or by an employee who is accompanying a student or student group may result in disciplinary action by the university and/or prosecution under Section 124.71 and Section 2913.03 of the Ohio Revised Code.
• The university is not responsible for traffic violations, fines, court costs, etc., that are incurred by the driver of a university owned, leased, loaned, rented, or privately owned vehicle.
• No physical alterations, either temporary or permanent, will be made to any university vehicle without permission from the director of Parking and Transportation. Parking and Transportation personnel must perform all approved alterations.  In addition, no decals such as bumper stickers are to be placed on university vehicles.
• Driver Responsibilites and Safety
  1. The driver is responsible for safe operation of the vehicle and safe conduct of the passengers, including:
     1. The driver is fully responsible for security, safety checks, and operation of the university vehicle.
     2. A driver will observe all traffic laws applying to the locality in which the university vehicle is being driven.
     3. The driver will not engage in unsafe practices while driving, including failure to wear a safety belts, using electronic communication devices, eating, driving under the influence of alcohol or illegal drugs, or any other practice which is a distraction to focused driving.
     4. The number of passengers in a vehicle should never exceed the official vehicle passenger capacity.
     5. Driving should be limited to ten hours within a twenty-four hour period.
     6. Lost vehicle and fuel keys must be reported immediately to Parking and Transportation.
• Department Responsibilities
  1. A university department or organization utilizing university vehicles including chartered buses or vans is responsible for any damage, including but not limited to any applicable insurance deductibles.
  2. If reserved parking passes (including van passes) are required, it is the responsibility of the requesting department or organization to order such passes.
  3. All tolls, parking, and other incidental charges are the responsibility of the assigned department or organization.
  4. All parking and moving violations are the responsibility of the assigned department or organization.
  5. Towing procedures for trailers, boats, etc., must comply and be in accordance with the vehicle manufacturer's recommended specifications and the U.S. Department of Transportation Regulations.

• All vehicle charges, tolls, parking, and other incidental charges are the responsibility of the assigned department or organization.
• All parking and moving violations are the responsibility of the individual.
• A department or organization will be charged for any damage that occurs to a university owned, leased, loaned, or rented vehicle while the department or the organization is using the vehicle, including insurance deductibles.
• Lost vehicle and fuel keys must be reported immediately to Parking and Transportation. Driver's department may be responsible for any new key fees.

• If a mechanical failure occurs during normal hours of operation at or near the university, the driver should notify a mechanic at the Vehicle Service Facility at (937) 775-2319 and arrange for repair.
• If a mechanical failure occurs after normal hours of operation or on a weekend, at or near the university, and repairs cannot wait until the beginning of the next workday, the driver should notify the Campus Police Communications Center at (937) 775-2111.
• If a mechanical failure occurs during a trip of 100 miles or more and the vehicle requires emergency repairs, the driver should take the vehicle to a repair facility that accepts the state of Ohio credit card.  The driver should contact the Department of Parking and Transportation during normal business hours or the Campus Police Communications Center during other than normal business hours.
• Procedures for handling a rental vehicle mechanical failure should be found in the rental documentation or located in the vehicles glove compartment.

Insurance

1. Proof of Insurance - All university leased, loaned, or rented vehicles must carry automoble insurance information indicating proof of insurance in the form of an insurance card.  A copy of the university's insurance card is available from the Risk Management office for owned, leased and loaned vehicles.  Rental vehicles should have the information as a part of their paperwork from the rental agency.
2. Deductibles - A department that uses a university owned, leased, loaned, or rented vehicle is responsible for any applicable insurance deductibles.
3. Loaner cars - Loaner cars may be subject to additional terms and conditions per specified university agreements detailing the use of loaner cars.

Acident Reporting

1. In order to comply with various claims reporting provisions within insurance policies, an accident or physical damage involving a university owned, leased, loaned or rented vehicle must be reported to the employee's supervisor and the Office of Risk Management within one business day.
2. Anyone driving a university owned, leased, loaned, or rented vehicle while conducting authorized university business is required to inform his/her supervisor within one workday following receipt of all citations of driving violations reflecting a serious disregard for public safety which may include but not be limited to substance abuse, reckless operation, distracted drivng, etc.  Otherwise, the driver is subject to disciplinary action for failure to report citations and damage incidents in a timely manner. The department supervisor is required to inform Human Resources in all cases.
3. An accident packet containing forms and instructions for reporting any accident should be carried in the vehicle.  A copy can be obtained from the Driver Resources page on the Risk Management website.
4. In case of an accident involving a university owned, leased, loaned, or rented vehicle, the driver of the vehicle must follow the procedures outlined below.  The procedures include but are not limited to the following actions:
   1. Stopping at the scene of an accident and contacting the proper authorities.  An on-campus accident should be reported to the Campus Police Communication Center.  An off-campus accident must be reported to the local authorities (municipal police, county police, or state highway patrol).
   2. Reporting an accident involving a university vehicle as soon as pollible to the employee's supervisor and to the Risk Managment office.
   3. Not discussing an accident with anyone other than the police and university officials, except to obtain driver, vehicle, insurance carrier, and witness information.
   4. Not telling the other motorist involved in an accident that the university is at fault of the accident.

Risk Management offers web-based driver training available at no cost to the driver.  Please contact the Office of Risk Management for more information or to request training.  The types of training offered are as follows:

• Large Passenger Van driver training
  • Any employee, student, volunteer or contractor that drives a passenger van that is capable of carrying 8-12 passengers while conducting university business and does not hold a current CDL is required to complete large passenger van training.  Training need only to be successfully completed once during a period of continuous driver approval. For example, if a driver has maintained continuous approval over a period of years, then training need only be completed once.  However, if approval is not maintained, then training must be re-taken at the time of renewal of approved status.
• Fuel efficient driving
  • It is recommended that any employee that drives a university owned or leased vehicle complete a web-based training specific to increasing fuel consumption efficiency.  Training need only to be successfully completed once during a period of continous driver approval.