California State University, Chico SUPPLEMENT to CSU Use of University and Private Vehicles Policy Guidelines

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1 California State University, Chico SUPPLEMENT to CSU Use of University and Private Vehicles Policy Guidelines September 2005 INTRODUCTION The California State University, in conjunction with the state Office of Risk and Insurance Management, publishes the CSU Use of University and Private Vehicles Policy Guidelines (CSU Guidelines) to assist campuses in administering state requirements for authorizing vehicle use for University business. The CSU Guidelines are available at and all CSU, Chico employees who drive, or who authorize others to drive, on University business should be familiar with them. This supplement expands the CSU Guidelines where CSU, Chico has more stringent requirements than the system and provides campus-specific information for contact numbers and the like. All section headings of the CSU Guidelines are repeated here, followed by an expansion or campus-specific information if applicable. Expansions and campus-specific information are in addition to, not in place of, CSU Guidelines. Campus appendices include procedures for reserving vehicles, information for dealing with vehicle breakdowns, and important phone numbers. Use of University (CSU) Vehicle Although auxiliary employees may not use University vehicles, they may schedule rental vehicles through Travel Services/Vehicle Reservations. Definition of University (CSU) Employees (no supplement) Definition of University (CSU) Vehicles (no supplement) Motorcycles (no supplement) Parking IRS Regulation (e)(2) establishes personal use of a state-owned, rented, or leased vehicle as a taxable fringe benefit. Parking a state-owned, rented, or leased vehicle overnight at the employee s home in anticipation of a next-day departure falls into the category of personal use. The campus discourages this practice due to the employer reporting requirements and the employee tax liability and personal liability for a state vehicle parked at home. Discuss exceptional circumstances with Travel Services/Vehicle Reservations. Misuse of University Vehicles The following also constitute misuse: Failure to comply with all traffic and motor vehicle laws and regulations. Personal use or conveying passengers other than persons directly involved with University or State business, except with approval of employee s dean, director, or department chair. Written approval must be submitted with the travel request prior to the trip. Failure to submit a completed Travel Request to Travel Services prior to the trip. All conditions also apply to use of privately-owned vehicle on University business. Campus Responsibilities Authorization to Use University Vehicles (no supplement) Control (no supplement) Usage Violations (no supplement) Criteria for Usage

2 Written approval of the use of a University vehicle or a privately-owned vehicle on University business must be on file before each trip. Such approval is considered to be on file when a completed Travel Request has been reviewed and approved by Travel Services prior to the trip. All persons who drive on University business must complete a CSU approved defensive driving course at least every four years, regardless of the frequency of driving on University business. CSU, Chico has eliminated 15-passenger vans from its fleet, however, it is still possible to rent 15-passenger vans from Enterprise Rentals. It is strongly recommended that other vehicles be used whenever possible. Per Ed Code and Public Contract Code , in order for the campus to authorize the use of a 15-passenger van for state business, the driver must possess a valid class B driver s license with an endorsement for operating a passenger transportation vehicle in addition to meeting standard campus driving requirements. If you or an employee in your department will be obtaining a class B license for the first time, please notify Mary Peters at extension 6117 or mpeters@csuchico.edu for enrollment in the DMV Pull Notice Program. For more details see Class B License Needed for 15-Passenger Vans Passenger%20Van.pdf Driving Record State Administrative Manual Section 0751 requires that the campus enroll employees who drive as a condition of employment -- employees who are specifically required by job classification or official job description to possess a valid Class A, B, or C driver s license -- in the Department of Motor Vehicles Pull-Notice Program. This program assists state agencies in monitoring license status by automatically generating a report to the campus of citations, accidents, and DMV actions (suspensions or revocations) recorded against the employee record. Departments must annually provide to TS/VR the names and license numbers of employees whose job descriptions require a valid driver s license. Licenses required by job classification are identified for TS/VR by Human Resources. Authorization to Use Privately Owned Vehicles Std. Form 261, Authorization to Use Privately Owned Vehicles on University or State Business, must be completed by the employee and by the employee s supervisor prior to the first use and must be renewed annually thereafter. Renewal authorization for the next fiscal year must be secured and recorded prior to June 30 th of each year and retained by the employee s department. Failure to have current authorization on file will preclude reimbursement for mileage and, more critically, may negate employee eligibility for state liability coverage and legal defense in the event of an accident. Department authorizations to use private vehicles are subject to audit by the campus and by The CSU Office of the University Auditor. Information to be provided to the Driver (no supplement) Charge Cards (no supplement) Credit Card Purchases (no supplement) Reminder Stickers (no supplement) Motor Vehicle Accidents

3 Vehicle accidents which result in injury to any person other than University employees, or which involve serious damage to the property of others must be reported immediately by telephone to the State Office of Risk and Insurance Management (ORIM). During regular business hours, employees should call campus Travel Services/Vehicle Reservations at or Risk Management at for assistance in meeting this reporting requirement. At other times, employees should call the ORIM message line directly at Report of Vehicle Accident, Std. Form 270 Employees involved in an accident causing injury or property damage to others must submit Std. Form 270 to the State Office of Risk and Insurance Management within 48 hours of the accident. During regular business hours, employees should call campus Travel Services/Vehicle Reservations at or Risk Management at for assistance in meeting this reporting requirement. Distribution of Std. Form 270 (no supplement) State Pool Vehicle (no supplement) CSU-assigned State Vehicle and CSU-owned Vehicle (no supplement) Privately Owned Vehicles If accident damages are in excess of $500 the employee must complete Traffic Accident Report Form SR-1A and submit it to the Department of Motor Vehicles within ten days of the accident. Supervisor s Review (no supplement) Use of Police Accident Reports (no supplement) Motor Vehicle Liability Insurance (no supplement) Repairs to CSU-owned Vehicles (see Chico Appendix C-2) Warranty Inspection and Repairs (see Chico Appendix C-2) Operator Inspection Damage or unsafe conditions noted on a University vehicle, or the absence of breakdown/accident instructions from the vehicle, noted during the pre-trip inspection should be reported immediately to Travel Services/Vehicle Reservations during regular business hours or to University Police at other times. Appendices Appendix A-1 Appendix A-2 Appendix A-3 Appendix A-4 Chico Supplement Appendix C-1 Appendix C-2 Appendix C-3 Appendix C-4 Std. Form 261 Authorization to Use Privately Owned Vehicles on State Business Std. Form 262 Travel Expense Claim Std. Form 270 Vehicle Accident Report Std. Form 274 State Driver Accident Review Reserving a Vehicle - Travel Services/Vehicle Reservations Vehicle Breakdown Important Numbers Renting a Vehicle Away from Campus RMBS/Travel Services/Vehicle Use Guide Chico Supplement

4 Chico Supplement to CSU Vehicle Use Guidelines Appendix C-1 Reserving a Vehicle 1. Call Travel Services/Vehicle Reservations Contact the Vehicle Reservations Coordinator at x6117, Yuba Hall, who will determine if a suitable vehicle is available on the date and at the time needed. Requests are accepted by phone, , mail, or in person. Initial scheduling of buses is done annually with priority given to academic field trips. All remaining dates are available on a firstcome, first-served basis. 2. Submit A CAF Once availability has been verified, you must submit a Charge Authorization Form (CAF) to Travel Services/Vehicle Reservations, Zip 260, to confirm your reservation. 3. Vehicle Pick Up Log books and vehicle keys are available from Travel Services/Vehicle Reservations, Yuba Hall, during regular business hours and from University Police, located in the same building, at other times. 4. Gasoline Credit Cards Credit cards are located in the glove compartment of each car. The cards may be used to purchase gasoline and oil and to secure emergency repairs up to $200 for Universityowned vehicles and up to $350 for leased vehicles (vehicle type recorded in log book). Gasoline is to be purchased from self-service stations unless there is no alternative to full-service. A booklet in the glove compartment lists all companies that accept the gasoline credit card. Confirm that the station accepts the card before you begin to pump gas. Vehicles must be returned with the fuel tank full. 5. Vehicle Location The location where each vehicle is parked is listed on a sheet underneath the sign-out log where you pick up keys and log books. Buses and the trailer are parked in the Facilities Management and Services Corporation Yard. After hours access to the Corporation Yard can be gained by contacting University Police. 6. Parking Personal Vehicles A special permit which allows you to park your personal car in the campus lot while using a University vehicle is available from Travel Services/Vehicle Reservations or University Police. 7. Delay in Returning If you will be delayed beyond your scheduled return time, notify Travel Services/Vehicle Reservations ( ) during regular business hours or call University Police ( ) at other times. 8. Vehicle Return Park vehicle in the appropriate parking lot Remove all personal items Remove trash, leave vehicle interior clean Close windows and lock all doors (including rear windows and doors) Record ending mileage, distance traveled, dates of use, and location traveled to in the log book Sign log book entry Return log book and keys to Travel Services/Vehicle Reservations or University Police immediately 9. Vehicle Malfunction/Repairs Note any malfunctions, repairs that you made, or repairs that should be made, on the Vehicle Performance Report found in the log book. Return the completed form to Travel Services/Vehicle Reservations. University vehicles are equipped with snow chains, de-icer, spare tire, and jack. Report any exhausted, damaged, or missing items to Travel Services/Vehicle Reservations.

5 Chico Supplement to CSU Vehicle Use Guidelines Appendix C-2 Vehicle Breakdown How you handle a breakdown depends on the type of vehicle you re driving check the vehicle log book to determine if you are driving a vehicle owned by CSU, Chico, a vehicle leased from the Department of General Services, or a rental vehicle and follow the appropriate instructions below. Breakdown of University-Owned Vehicle In or Near Chico During regular business hours, notify Travel Services/Vehicle Reservations at At other times, call University Police at Away from Chico The 24-Hour Roadside Assistance number is This number can be called for minor mechanical adjustments; tire repair; battery service; gasoline, oil, and water delivery; lockout; and towing. The Voyager gas credit card in the glove compartment can be used for payment. Have vehicle towed to nearest authorized dealer (Ford to a Ford garage, etc.). Request a repair estimate and authorize the work (sign and print your name) if the estimate is $200 or less. Request that the invoice be made to California State University, Chico and mailed to: FMS Garage Manager California State University, Chico Chico CA Retain a copy of the invoice and submit it to Travel Services/Vehicle Reservations upon return of the vehicle. If the repair estimate is over $200, contact the FMS Garage at or Travel Services/Vehicle Reservations at Ensure that you have the name, address, and telephone number of the garage; the nature of the problem and the repairs; and the estimated repair costs before calling. If no garage is open have the vehicle towed to a safe place, lock it, and leave it parked overnight. Call Travel Services/Vehicle Reservations at or University Police at to report the location of the vehicle and circumstances of the breakdown. Location of the keys and log book should also be reported. If at all possible, remain in town until a garage opens and follow the procedures above. If you are unable to even have the vehicle towed, park it in the safest manner possible and lock it. Notify the Highway Patrol so they are aware of its location. Find transportation home. Give the keys and log book to Travel Services/Vehicle Reservations Coordinator or University Police, with the exact location of the vehicle and directions for locating it. Breakdown of Vehicle Leased from the Department of General Services (DGS) Near a State Garage Call the nearest garage for assistance. State Garage Location Telephone Number Fresno 1025 P Street (209) Los Angeles 122 South Hill Street (213) Oakland th Street (510) Sacramento 1416 Tenth Street (916) San Diego 345 West Ash Street (619) San Francisco 570 Ellis Street (415) Away from a State Garage The 24-Hour Roadside Assistance Program can be called for minor mechanical adjustments; tire repair; battery service; gasoline, oil, and water delivery; lockout; and towing. The number is The Voyager gas credit card in the glove compartment can be used for payment.

6 A DGS Directory of Approved Auto Repair Facilities in California is located in the glove compartment. The preauthorized repair limit for approved vendors is up to $500. For non-approved vendors, the pre-authorized repair limit is up to $350. Get an estimate for the cost of repairs. If the estimate is within these limits, authorize the repairs. If the repair facility will accept the Voyager gas credit card for payment, use it. If not, request that the repairs be made and an invoice be submitted to: Garage Manager California State Garage 1416 Tenth Street Sacramento CA If the repair estimate exceeds the stated limits, secure approval from the state inspector at (pager ) prior to authorizing repair. The inspector will provide instructions to you if approval cannot be granted. Breakdown of Rental Vehicle In the case of a mechanical failure call: Enterprise Rentals 2267 Esplanade Chico CA During non-business hours, handle any needed repairs as you would on your own vehicle. Save any defective parts, obtain a receipt for the repairs, and turn these in to Travel Services/Vehicle Reservations. You will be reimbursed for your expenses. The rental agreement in your log book also lists current locations and phone numbers of out-of-town Enterprise locations. If a breakdown occurs in one of these locations, call that branch for assistance.

7 Chico Supplement to CSU Vehicle Use Guidelines Appendix C-3 Important Numbers During Business Hours To reserve vehicles, ask questions about procedures, to pick up keys and log books, or to report vehicle breakdowns or accidents while on the road, contact: Travel Services/Vehicle Reservations After Business Hours To gain access to the Corporation Yard, to pick up keys and log books, to report delays in returning, to report vehicle damage, or to request assistance with a vehicle breakdown contact: University Police Assistance with breakdowns of vehicles leased from the Department of General Services (DGS) contact: State Garage Repairs in excess of pre-authorized limits for DGS vehicles contact: State Inspector , Pager Reporting accidents involving injury or damage to property of others, immediately contact: CSU, Chico Travel Services/Vehicle Reservations CSU, Chico Risk Management State Office of Risk and Insurance Management or message at

8 Chico Supplement to CSU Vehicle Use Guidelines Appendix C-4 Renting a Vehicle Away From Campus CSU, Chico contracts for rental vehicles from local agencies. When on-campus, employees should make reservations for rental vehicles through Travel Services/Vehicle Reservations. The following information applies to vehicle rental arranged away from campus. The State of California contracts for special rates with a number of vendors for rental car services, both in and out of the state. These special contracts provide low rates and free insurance coverage. The accident insurance covers the vehicle you rented, other vehicles and property, and other injured parties. To obtain these benefits, follow just two very important procedures: 1. Rent from a contact vendor. Vendors differ for in-state and out-of-state rentals. Contact Travel Services/Travel Finance at for an up-to-date listing of vendors. 2. Use only a Department of General Services (DGS) or Corporate American Express card to pay for the rental. A DGS card is available on a per-trip basis from Travel Services/Vehicle Reservations. Applications for Corporate American Express cards can be obtained from the Office of Vice President for Business and Finance.