5312-PR1: University Vehicle Use Procedures 

Associated Policy: University Policy 5312 - Vehicle Use
Category:  Facilities, Operations, IT - General Operations
Responsible Office: USU Risk Management
Effective Date: 2026/08/07
Latest Revision: 2026/08/07

PURPOSE AND SCOPE

These procedures implement the operational requirements of USU Policy 5312 – Vehicle Use. They establish the processes for authorizing drivers, managing University motor vehicles, maintaining vehicle safety, and reporting accidents involving vehicles used for University Business. These procedures apply to all USU employees, students, and volunteers who operate motor vehicles for University Business, including University-owned, leased, rented, or privately owned vehicles.

1. Driver Eligibility Requirements

Individuals must meet eligibility requirements before operating a motor vehicle for University Business.

To become eligible to drive:

  • Possess a valid driver’s license issued by a U.S. state or recognized international authority.
  • Employees relocating to Utah must obtain a Utah driver’s license within the timeframe required by Utah law.
  • Successfully complete the Defensive Driving Training provided through the University’s learning management system.
  • Provide required driver’s license information including license number, state of issue, class, and expiration date.
  • USU Risk Management will register eligible drivers in the Utah Division of Fleet Management Authorized Driver database.

2. Driver Authorization by Departments

Meeting eligibility requirements does not automatically authorize an individual to drive for University Business.

Department Heads, Directors, Deans, or Vice Presidents may authorize employees, students, or volunteers to operate motor vehicles for University Business.

Authorization may be granted as:

  • General authorization for job duties requiring routine vehicle operation.
  • Trip-specific authorization for occasional travel.

Departments may revoke driving authorization at any time. Departments that permit individuals who are not Authorized Drivers to operate vehicles for University Business may be responsible for the full cost of any resulting loss.

3. Use of Privately Owned Vehicles

Use of privately owned vehicles for University Business is discouraged but may occur when appropriate.

  • The driver’s personal automobile insurance is primary coverage.
  • The University does not provide physical damage coverage for privately owned vehicles.
  • The University will not reimburse damage, deductibles, or liability claims associated with privately owned vehicles.
  • Drivers must maintain automobile insurance that meets Utah state minimum requirements.

4. Department Vehicle Management

4.1 Vehicle Slot Assignment

  • Motor vehicles are assigned to departments through USU Motor Pool vehicle slots.
  • Departments may not exceed the number of vehicle slots assigned to them.
  • Vacant vehicle slots may be retained for up to two years before reverting to Motor Pool.
  • Automobile insurance premiums are assessed based on the number of vehicle slots assigned.

4.2 Vehicle Purchase and Leasing

  • Departments may purchase or lease vehicles with seating capacity of eight occupants or fewer.
  • Vehicle purchases should comply with the State of Utah Vehicle Fleet Cost Efficiency Plan.
  • Departments must select Right-Sized Vehicles appropriate for the operational need.
  • Exceptions must be approved in writing by the appropriate Dean or Vice President.

5. Vehicle Operations

  • Authorized Drivers must comply with all state and local traffic laws.
  • Seatbelts must be worn by all occupants at all times.
  • Drivers must obey posted speed limits and construction zone restrictions.
  • Drivers should avoid mobile device use while operating vehicles unless hands-free operation is used.

6. Vehicle Maintenance and Safety Inspections

  • All University-owned or leased vehicles must receive annual preventative maintenance, safety inspections, and emissions testing where required.
  • Maintenance should be completed through USU Motor Pool whenever possible.
  • If Motor Pool service is not practical, an approved vendor may be used with prior approval from Motor Pool.
  • Documentation of completed maintenance must be submitted to USU Motor Pool.

7. Accident Reporting and Response

7.1 Immediate Actions

  • Stop immediately and move the vehicle to a safe location if possible.
  • Call 911 if injuries are present.
  • Contact local law enforcement to document the accident.
  • Exchange information with other drivers involved.
  • Document the scene with photographs when possible.
  • Avoid making statements regarding liability or fault.

7.2 Reporting Requirements

  • Accidents involving University-owned or leased vehicles must be reported to USU Risk Management within 24 hours.
  • The Vehicle Accident Report form must be completed and submitted to Risk Management.
  • Injuries to USU employees must also be reported using the Employer’s First Report of Injury.

7.3 Repairs and Claims Management

  • All repairs must be coordinated through USU Risk Management.
  • Auto body repairs must be completed by a shop approved by the Utah Division of Risk Management.
  • The department of the driver involved in the accident is responsible for payment of the applicable insurance deductible.

8. Driver Eligibility Review and Suspension

  • Driver eligibility may be suspended or revoked for repeated preventable accidents, moving violations, reckless driving, DUI, or unauthorized vehicle use.
  • The USU Driver Safety Committee will review incidents and determine appropriate corrective actions.
  • Drivers involved in preventable accidents may be required to complete additional driver safety training.

9. Vehicles with Seating Capacity Greater than Eight

  • Vehicles with seating capacity greater than eight occupants may only be owned or leased by USU Motor Pool.
  • Departments requiring these vehicles must obtain them through Motor Pool.
  • Drivers operating these vehicles must meet training and eligibility requirements established by Motor Pool.
  • Additional licensing requirements, including CDL with passenger endorsement, may apply.

10. Commute Use of University Vehicles

  • Employees must obtain annual approval for commute use from the Office of the Vice President for Finance and Administrative Services.
  • Drivers must submit a Commute Application documenting the business justification.
  • Commute use constitutes a taxable fringe benefit under IRS regulations.
  • Unauthorized commute use may result in revocation of driving privileges and disciplinary action.

ADDITIONAL INFORMATION

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