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Business and Financial Policies and Procedures

Comply with Unit Responsibilities for Motor Vehicle Use

Before You Begin

Each unit is responsible for ensuring its employees follow all the state and University laws and policies regarding motor vehicle use. Drivers (or their supervisors) must immediately report all accidents in University, rental, or personal vehicles.

Even when a vehicle has been assigned to your unit on a long-term basis, you must still follow the policies in Become Eligible to Drive a University Motor Vehicle, Determine Approved Use of Department and Motor Pool Vehicles, and your campus motor pool requirements regarding vehicle maintenance and use.

Begin

To comply with unit responsibilities for motor vehicle use:

  1. Consult the categories below to determine your unit responsibilities.

Short-Term Motor Pool Vehicle Use
Ensure that drivers completes the Car Release Order form and take it with them when they pick up the car from the motor pool. Advise them that they, and any alternate driver, will have to show their driver's license. Ensure they are familiar with Report an Accident Involving a University Vehicle.

Use of Other Vehicles
Rental Vehicle - The State of Illinois and the University have contracts with rental car agencies. For detailed information, consult Car Rental. If there is an accident, the driver must follow the steps in Report an Accident Involving a Commercial Rental Vehicle. For insurance information, consult "Rental Vehicles" in How Your Personal Insurance Becomes Involved in a Claim.

Personal Vehicle - If there is an accident the driver must follow the steps in Report an Accident Involving a Personal Vehicle while on University Business. For insurance information, consult "Personal Vehicles" in How Your Personal Insurance Becomes Involved in a Claim.

Long-Term Motor Vehicle Use
Units that have a University motor vehicle assigned to them on a long-term basis must designate an employee to be responsible for oversight and supervision. That person must:

  • Identify all potential unit drivers of the vehicle, including student employees.
  • At the start of each fiscal year inspect the driver's licenses of potential drivers. Ensure that each license is current and valid.
  • Ensure drivers are familiar with Become Eligible to Drive a University Motor Vehicle and Determine Approved Use of Department and Motor Pool Vehicles.
  • At the start of each fiscal year, have each driver and potential driver sign a Departmental Driver Approval form for Employees and Other Individuals. This must be done before they can drive a University motor vehicle.
  • Maintain copies of employees' signed Departmental Driver Approval form for Employees and Other Individuals for a minimum of two years. These forms, including any driver's license information, must be kept in a secure location.
  • Submit an annual justification letter attesting to the unit's continuing need for the motor vehicle.

Forms Used in this Procedure

Departmental Driver Approval

Related Policies and Procedures

Become Eligible to Drive a University Motor Vehicle
Determine Approved Use of Department and Motor Pool Vehicles
Report an Accident Involving a University Vehicle
Report an Accident Involving a Commercial Rental Vehicle
Report an Accident Involving a Personal Vehicle while on University Business

Car Rental

Last Updated: June 20, 2016 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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