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Business and Financial Policies and Procedures

15.4.5 Determine When to Use Commercially Insured University Motor Pool Vehicles

Policy Statement

The University of Illinois System may consider certain uses of its vehicles as appropriate that the State of Illinois Self-Insured Motor Vehicle Liability Plan does not consider appropriate and for which it denies liability coverage. Therefore, the system insures a limited number of vehicles at each university motor pool with a commercial insurance policy.

If there is uncertainty about whether an activity is covered by the State Plan, use a commercially-insured vehicle from the applicable university motor pool. Do not use any vehicle for a system activity without liability insurance.

All applicable University policies and procedures apply to commercially insured university motor pool vehicles.


To determine when to use commercially insured university motor pool vehicles:

  1. Determine whether the event or activity fits into one of the below categories not covered by the State Plan:
    • Intramural sports, including travel to or from a scheduled event or activity
    • Campus recreation outdoor programs, including travel to or from the planned event/activity
    • University High School summer educational trips, including travel to or from the planned event/activity
    • Family housing programs
    • Graduate community educational programs
    • Children's pre-school and after school planned educational activities or field trips
    • System-sponsored academic, music, and sports camps, but only for activities and events directly related to the camp. When transporting children through high school age, the range of travel is limited to Urbana, Champaign, and Savoy and visits to or from Allerton Park.
    • Visits to or from Allerton Park in conjunction with a system event or program
    • Department-authorized use by a Registered Student Organization, upon review and written approval by the Vehicle Coordinator
    If the event or activity fits into one of the above categories, a motor pool vehicle that is commercially insured must be used.
  2. Plan ahead. Each university has a limited number of commercially insured vehicles.
  3. Contact the applicable university motor pool office. Reserve a commercially-insured vehicle. If no commercially-insured vehicles are available and the activity is not covered by the State plan, the vehicle has no liability coverage, and the driver may have to pay if any claims are made.

Related Policies and Procedures

15.4.2 Become Eligible to Drive a University Motor Vehicle
15.4.4 Determine Approved Use of Department and Motor Pool Vehicles

Additional Resources

15.3 Motor Vehicle Accidents - How Your Personal Insurance Becomes Involved in a Claim
Urbana Car Pool
Chicago Campus Auto Rental Service
Springfield Facilities and Services

Last Updated: December 14, 2022 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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