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Business and Financial Policies and Procedures

15.4.4 Determine Approved Use of Department and Motor Pool Vehicles

Policy Statement

In accordance with the Illinois Administrative Code Section 5040.350, University of Illinois System motor vehicles may be used only for public purposes and in the best interest of the State, or when authorized in writing by the President, or designee, the Senior Associate Vice President for Business and Finance, or Chancellors' designee. However, all authorizations must comply with the Administrative Code and the examples of approved use given below.

System motor vehicles, which include department or motor pool vehicles assigned on a long or short-term basis, may only be used for public purposes, in the best interest of the State. Employees and student employees may only use system vehicles when operating them is part of their system employment duties.

If your role, job position, or activity is not listed below, then you cannot drive or ride in a system vehicle even if your unit has authorized you. All exceptions to this must be approved by the Senior Associate Vice President for Business and Finance, or the Chancellors' designee. To obtain permission for a non-employee to drive, submit your request to the Senior Associate Vice President for Business and Finance or Chancellors' designee and ensure they meet the requirements in 15.4.2 Become Eligible to Drive a University Motor Vehicle.

Procedure

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To determine approved use of department and motor pool vehicles:

  1. If your role, job position, or activity is not listed in the categories below then you cannot drive or ride in a system vehicle even if your unit has authorized it.
  2. Review the information below. Click on a link to open or close it:
Use by Employees and Official Representatives
Employees, including student employees, may drive or ride in system motor vehicles when they are operating the vehicle as part of their system employment. Examples include:
  • Traveling between places of system business, places of temporary lodging, places to obtain meals, and/or other locations necessary to perform system employment-related duties, including, but not limited to, pick-up and return of a vehicle
  • Commuting to and from home is prohibited. However, employees may use system motor vehicles between their home and place of work if, for example, they are beginning or ending a trip at home, due to the hour of arrival or departure.
  • Commuting to and from an employee's workplace. The reasons for such use must be documented and approved annually by the Vice President/Comptroller. To comply with State guidelines, each year these individuals must also submit a Motor Vehicle Insurance Certification form along with a certificate of insurance showing the required coverage. Recognizing that there could be a situation, such as a medical emergency, when an individual must use the assigned system motor vehicle for what the State would deem "personal use," the individual must look to his or her personal automobile insurance carrier, to obtain insurance in the form of an "extended, non-owned automobile liability endorsement." The Internal Revenue Service considers this to be a taxable benefit. Consult 18.5 Fringe Benefits for additional information.
  • University of Illinois Foundation and/or Alumni Association staff
  • Students who are designated as official representatives of the system at various functions such as legislative hearings, Board of Trustees meetings, meetings of the State Board of Higher Education to perform official system responsibilities
Any other use of a system vehicle must be authorized in writing by the President or designee.
Use by Students
Student employees may drive or ride in system motor vehicles when they are operating the vehicle as part of their University employment.
Registered student organizations cannot use system vehicles. Units may not authorize the use of system vehicles on behalf of a student organization, without prior written approval of the Senior Associate Vice President for Business and finance and/or the Chancellor's representative. If approval is granted, a commercially-insured motor pool vehicle must be used.
Students who are designated as official representatives of the system at various functions such as legislative hearings, Board of Trustees meetings, meetings of the State Board of Higher Education to perform official system responsibilities.
Transport of Non-Employees
Non-employees may be passengers in a system motor vehicle, driven by an employee or student employee, if the passengers are:
  • Participants of the system's teaching, research, public service, medical research programs, and economic development
  • System and University High School students, when the travel is related to the sytem's public engagement, teaching, research, or medical research programs
  • System students participating in official events and practices, including to and from the site of the planned activity, such as athletics and band
  • Passengers of the Springfield campus shuttle service for students attending night classes or programs (due to lack of mass transit availability)
  • Passengers of a campus shuttle and commuter bus service provided exclusively for system faculty, staff, and students
  • Passengers in system police vehicles, for official system police business
  • Recruits to the system (faculty, staff, and recruits, including their family members)
  • Performers and guests of the system, members of the system community, and family members, who have a role in the activity or event
  • Visitors from peer institutions, researchers as well as their family members
  • University Board of Trustees members, their guests, and family members
  • Donors or potential donors, their guests, and family members
  • Members of a registered student organization who have the prior written approval of the Senior Associate Vice President for Business and Finance and/or the Chancellor's designee who are riding in commercially-insured motor pool vehicles
Any other use of a system vehicle must be for public purposes and in the best interest of the system, and authorized in writing by the President or designee.
Unauthorized Use
Unauthorized use of a system motor vehicle includes, but is not limited to:
  • Transportation for shopping, meals, entertainment, recreation, or vacation purposes unrelated to the performance of system employment duties
  • Transportation of any person for any purpose unrelated to system business
  • Transportation of materials, equipment, supplies, tools, parcels, luggage, or other items unrelated to the performance of system business
Student organizations cannot authorize the use of University motor vehicles. Departments may not authorize the use of system motor vehicles on behalf of a student organization, without prior written approval of the Senior Associate Vice President for Business and Finance and/or the Chancellor's representative
Personal Use
Personal use of system motor vehicles is prohibited. De minimis personal use is considered an extension of business use and not personal use. Examples of de minimis personal use includes stopping for meals during business trips, medical emergencies, reasonable deviation from the direct route to reach hotels, restaurants, etc., during the normal course of conducting system business. Examples of inappropriate use would include using a system motor vehicle for shopping, entertainment, recreation, or vacation purposes unrelated to system business.
Request an Exception
To request an exception, contact the Vice Chancellor for Administration (UIC), or the Executive Director of Facilities and Services (UIS and UIUC). System Offices employees, must contact the Senior Associate Vice President for Business and Finance. Be prepared to submit a written justification.

Forms Used in this Procedure

Motor Vehicle Insurance Certification

Related Policies and Procedures

15.4.5 Determine when to Use Commercially Insured University Motor Pool Vehicles
15.4.2 Become Eligible to Drive a University Motor Vehicle
18.5 Fringe Benefits

Additional Resources

Illinois Administrative Code Section 5040.350

Last Updated: October 5, 2017 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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