SECTION 4: USE OF VEHICLES
University vehicles are to be used only for authorized University business and operated only by authorized individuals. An individual is considered authorized once the Driver's Registration form has been completed and sent to Transportation & Parking Services. Individuals operating a University owned, leased or rented vehicle who have not completed this form will not be covered by the University's insurance and may be liable for all damages and claims. It is the responsibility of department heads to enforce proper use of departmental vehicles and to ensure that drivers are licensed, registered, and properly trained. (See Driver Qualifications Section 5). Qualified drivers, as specified in Section 5, must be registered with Transportation & Parking Services for insurance coverage. University vehicles are to be housed on University property when not in use.
Usage of University vehicles must be documented on a mileage/use log (pdf) . Vehicles classified as service vehicles (marked cruisers, service trucks and vans, etc.) are exempt from this requirement.
Drivers of all University operated vehicles must comply with all state and local traffic laws. Drivers are responsible for payment of any fines resulting from violation of motor vehicle regulations while operating University vehicles .
Only authorized passengers may ride in University vehicles. These may be faculty, staff, students, or guests of the University.
Personal use of a state vehicle is prohibited except when employees are required to travel for business on a regular basis, and it is inefficient and more costly to return to a central point and exchange a state vehicle for a personal vehicle. Personal use must be authorized in advance by the Vice President or Dean. Exceptions to this policy must be approved by the Dean or Vice President and the Sr. Vice President for Business and Finance. In such cases, the individuals are required to keep documentation for tax and benefit purposes as directed by the Associate Vice President for Human Resources.
All personal use miles must be documented and a tax certificate must be turned in to the Office of Human Resources by October 31 each year. The employee will be taxed on the annual lease value of the vehicle for the percent of personal use identified. If documentation designating the percent of personal usage is not maintained or if it is not submitted to the Office of Human Resources by October 31, the employee will be taxed on the entire annual lease value.
The University's Motor Pool should be used whenever possible for approved travel by automobile that originates from Columbus.
Section 5: Driver Qualifications
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