Policy 5312: Vehicle Use Policy

Category: Facilities, Operations, IT
Subcategory: General Operations
Covered Individuals: Faculty, Staff, Volunteers, and Students
Responsible Executive: Vice President for Finance and Administrative Services
Policy Custodian: Risk Management, Risk Manager
Last Revised: 2026/08/07
Previous USU Policy Number: 514
Download the PDF File for Policy 5312

5312.1 PURPOSE AND SCOPE

This Policy establishes requirements and procedures for the procurement, maintenance, and operation of Motor Vehicles in a safe and efficient manner.  All vehicles used for University Business, whether owned or non-owned, are subject to this Policy. This Policy applies to all USU faculty, staff, students, and volunteers who are authorized to operate Motor Vehicles for University Business.

5312.2 POLICY

2.1 General Motor Vehicle Use

The use of Motor Vehicles for University Business, whether owned, leased, rented, or otherwise made available, must be authorized by a Department Head, Director, Dean, or Vice President.

2.1.1 Requirements to Operate a Motor Vehicle

Drivers operating Motor Vehicles for University Business must possess a valid driver’s license and complete the required defensive driving training. Training records will be maintained by the University and the Utah Division of Fleet Management to document Authorized Drivers as defined in Utah Administrative Rule R27-1-2(d).

If a driver meets any of the criteria defined in Utah Administrative Rule R27-7-3, the driver’s authorization to operate any Motor Vehicle for University Business may be suspended, withdrawn, or revoked for up to three years.

All Authorized Drivers operating Motor Vehicles for University Business must comply with all applicable state and local laws, including Utah Code Title 41, Chapter 6a, Traffic Code.

Authorized Drivers and all vehicle occupants are required to wear seatbelts at all times.  Authorized Drivers must comply with all posted speed limits, including reduced-speed construction zones and road hazard warnings, and are responsible for ensuring all seatbelts are fastened before the vehicle is placed in motion.

2.1.2 Privately-Owned Motor Vehicles

Use of privately owned Motor Vehicles for University Business is discouraged.  USU faculty, staff, students, or volunteers who choose to use a privately owned motor vehicle for University Business are responsible for maintaining automobile physical damage and liability insurance in accordance with state law. When a privately owned Motor Vehicle is used for University Business, the individual’s personal automobile insurance provides primary coverage. The University will not reimburse the individual, vehicle owner, or insurer for deductibles, liability claims, or damage to the privately owned Motor Vehicle.

2.2 University-Owned/Leased Motor Vehicles

University-owned or leased Motor Vehicles may only be used for authorized University Business by Authorized Drivers.

2.2.1 Requirements for University Departments

USU Motor Pool is responsible for assigning and removing Motor Vehicle slots to University departments.

Except for USU Motor Pool, departments may only own or lease Motor Vehicles with a seating capacity of eight occupants or fewer and may not own or lease more vehicles than the number of Motor Vehicle slots assigned to the department.

2.2.1.1 Maintenance Requirements

All University-owned or leased Motor Vehicles must receive annual preventive maintenance, safety inspections, and emissions testing through the USU Motor Pool as the primary service provider. If Motor Pool services are unavailable or impractical, an alternative vendor may be used with prior approval from USU Motor Pool. If an alternative vendor is approved, documentation of all completed services must be submitted to USU Motor Pool. Departments that fail to maintain vehicles or comply with these requirements properly may forfeit their assigned Motor Vehicle slot(s).

USU Motor Pool may immediately remove from service any University-owned or leased Motor Vehicle deemed unsafe until repairs are completed or the vehicle is replaced.

2.2.1.2 Purchase and Disposal of Motor Vehicles

When purchasing Motor Vehicles, departments should select a Right-Sized Vehicle as recommended by Utah Code 63A-9-401.5, Vehicle Fleet Cost Efficiency Plan. Exceptions must be approved in writing by the responsible Dean or Vice President, and a copy of the approval must be submitted to USU Motor Pool prior to purchase.

If a department disposes of a Motor Vehicle and does not immediately replace it, the associated Motor Vehicle slot may only be retained for up to two years. After that period, the vacant slot will revert to USU Motor Pool for reassignment.

2.2.1.3 Insurance Premiums 

Automobile physical damage and liability insurance premiums for University-owned or leased Motor Vehicles are assessed based on the number of Motor Vehicle slots assigned to the department, regardless of whether those slots are currently occupied.

2.2.2 Responsibilities in a Motor Vehicle Accident

In accordance with Utah Administrative Rule R27-7-2, any accident involving a University-owned or leased Motor Vehicle must be reported by the Authorized Driver to USU Risk Management within twenty-four hours.

When an accident results in an insurance claim, the Authorized Driver’s department is responsible for payment of the applicable insurance deductible.

All auto body repairs resulting from an accident must be completed by an auto body shop authorized by the Utah Division of Risk Management and coordinated through USU Risk Management.

2.2.2.1 Additional Training and/or Loss of Driving Privileges

Authorized Drivers involved in at-fault or preventable accidents while operating a University-owned or leased Motor Vehicle must complete additional driver safety training provided through USU Risk Management prior to resuming operation of such vehicles.

Authorized Drivers involved in three or more at-fault or preventable accidents involving University-owned or leased Motor Vehicles within a three-year period will lose their authorization to operate those vehicles. The USU Driver Safety Committee will recommend the duration of the revocation.

2.2.3 Commute Use

Authorized Drivers approved to commute in University-owned or leased Motor Vehicles must receive annual approval from the Office of the Vice President for Finance and Administrative Services prior to the start of each calendar year.

Commute Use constitutes a taxable fringe benefit as outlined in 26 CFR 1.61-21 (Commute Application). Approved drivers will be assessed the IRS-imputed daily fringe benefit rate.  Unauthorized Commute Use may result in loss of driving privileges and disciplinary action.

2.3 University-Owned/Leased Vehicles with Seating Capacities Greater than Eight

Motor Vehicles with seating capacities greater than eight occupants may only be owned, leased, and managed by USU Motor Pool and made available to departments with properly trained drivers in accordance with 5312-PR1: University Vehicle Use.

5312.3 RESPONSIBILITIES

3.1 USU Employees, Students, and Volunteers

  • Operate University-owned, leased, or other Motor Vehicles for University Business only if approved as Authorized Drivers
  • Comply with all applicable state and local traffic laws
  • Ensure the safe operation and proper condition of Motor Vehicles used for University Business

3.2 Department Heads/Directors

  • Ensure that all employees, students, and volunteers within their departments or units who operate Motor Vehicles comply with this Policy, including enforcement of any driving suspensions, withdrawals, or revocations imposed by the Driver Safety Committee
  • Ensure the safe operation and proper condition of University-owned or leased Motor Vehicles assigned to their departments or units
  • Review the State of Utah Vehicle Fleet Cost Efficiency Plan prior to purchasing a Motor Vehicle

3.3 Deans/Vice Presidents

  • Review Motor Vehicle purchases within their units to ensure compliance with the Vehicle Fleet Cost Efficiency Plan and confirm that vehicles are Right-Sized
  • Approve or deny written requests for exceptions to the purchase of Right-Sized Vehicles

3.4 USU Motor Pool

  • Maintain records of annual preventative maintenance, safety inspections, and emissions testing for all University-owned or leased Motor Vehicles
  • Remove from service any University-owned or leased Motor Vehicle that fails the required safety inspection or is otherwise deemed unsafe until necessary repairs are completed
  • Manage and coordinate all Motor Vehicle slots assigned to the University
  • Provide required training to University employees, students, and volunteers
  • Approve Authorized Drivers operating University-owned or leased Motor Vehicles with seating capacities greater than eight

3.5 USU Risk Management

  • Oversee the Driver Safety Committee in accordance with Utah Administrative Rule R27-7-4
  • Verify that drivers meet all requirements and are approved as Authorized Drivers
  • Develop, assign, and administer driver training programs
  • Oversee automobile physical damage and liability insurance policies and related claims

5312.4 REFERENCES

5312.5 RELATED USU POLICIES

5312.6 DEFINITIONS

  • Authorized Driver. A USU employee, student, or authorized volunteer with a valid driver’s license, who meets the necessary age restrictions, is current with the required defensive driving training, and has been entered into the Utah Division of Fleet Management’s driver database by USU Risk Management.
  • Commute Use. Use of a University Motor Vehicle by an employee driving between the employee's residence and the employee's assigned work location more than one calendar day per month. Commute use is subject to taxation rules outlined in 26 CFR 1.61-21.
  • Motor Vehicle. A self-propelled vehicle intended primarily for use and operation on highways, including vehicles used for construction and other non-transportation purposes, roadable aircraft, and street-legal all-terrain vehicles. Motor Vehicle does not include motor-assisted scooters or vehicles covered by USU Policy 4112: Off-Highway Vehicle (OHV) Usage or special use and research vehicles not licensed for highway use.
  • University Business. Any activity undertaken by a USU employee, student, and/or volunteer in the course and scope of their employment and/or volunteerism with USU.
  • Vehicle Fleet Cost Efficiency Plan. The State of Utah has established State Fleet Efficiency Requirements to reduce fleet costs, increase energy efficiency, improve air quality in Utah, and decrease the US's dependence on foreign oil. USU’s goal is to comply with the State of Utah’s Vehicle Fleet Cost Efficiency Plan requirements in these ways:
    1. Decrease the overall cost per mile average of University-owned or leased Motor Vehicles
    2. Decrease the number of University-owned or leased Motor Vehicles
    3. Decrease the total gallons of fuel consumed by University-owned or leased motor vehicles
    4. Increase the overall miles per gallon of University-owned or leased Motor Vehicles
    5. Decrease the total miles driven annually by University-owned or leased Motor Vehicles
    6. Right-Size University-owned or leased Vehicles to the lowest level needed to perform the University Business requirement
    7. Decrease the overall pollution output by University-owned or leased vehicles

Information below is not included as part of the contents of the official policy. It is provided only as a convenience for readers/users and may be changed at any time by persons authorized by the president.

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POLICY HISTORY

Original issue date: 2006/02/01
Last review date: 2026/08/07
Next scheduled review date: 2029/03/01
Previous revision dates: 2022/06/24, 2017/06/14, 2013/01/14