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Policies and Procedures

Finance & Administration

4-OP-C-9 Use Of State Vehicle

Responsible Division: Finance and Administration
Approving Official: Vice President for Finance & Administration
Effective Date: January 1, 2014
Last Revision Date: Unrevised at this time.

 

SPECIFIC AUTHORITY

BOG Regulation 1.001(7)(g), FSU BOT Delegation to President par(6)

OBJECTIVE

To specify the policies and responsibilities for use of state vehicles.

OVERVIEW

University -owned vehicles are to be used only for official university state business in accordance with consistent with the definition of “state business” contained in Section 287.17, Florida Statutes and university policy on perquisites. As used herein 
"University Vehicle" means a vehicle designed for road use that is owned by or leased, loaned, or otherwise assigned to units within The Florida State University. The University Police Department is the only department within the University exempt from this policy and may set their own policy.

A. Insurance Coverage

State Vehicle liability insurance is provided through the State Risk Management Trust Fund. Coverage is provided for any employee, agent, or volunteer of the University.

1. An agent is any person who is not an employee, acting under the direct control and supervision of the University. Use of the vehicle must be in the course and scope of assigned duties, providing a direct benefit to the University. An "agent" involved in an accident may be subject to a determination by a judge or jury as to whether insurance coverage will be provided.

2. A volunteer is any person who, of his/her own free will, provides goods or services to any State department or agency, with no monetary or material compensation. For purposes of clarification, volunteers may include but are not limited to, summer work and county community service programs. If service is required for course work at FSU, the person is considered a student and not a volunteer. All volunteers must adhere to and meet the requirements of the Policy 4-OP-C-7-J5. 

3. Students who are not in paid status, receiving a stipend or other payment for services are not covered by the University's insurance and are strictly prohibited from operating a state vehicle.

4. A graduate assistant or student who receives a stipend or other payment for services, agents, or volunteers for the University must be under the direct control and supervision of the department and use of the vehicle must be in the course and scope of assigned duties, providing a direct benefit to the University.

B. Personal Use

State vehicles may not be used for personal use, except during extended trips where such is consistent with the completion of the official duties of the operator and/or passengers and is approved by the operator's supervisor.

C. Accidents 

State vehicles are to be operated in accordance with applicable laws and regulations. The operator is personally responsible and liable for all fines, damages, repairs, and other disciplinary actions resulting from the violation of laws and regulations due to the operation and parking of the vehicle. Accidents or property damage involving University motor vehicles shall be reported to the University's Insurance Coordinator within the Department of Environmental Health and Safety.

D. Utilizing Vehicle Logs 

A vehicle trip log will be maintained for each state vehicle for off-campus trips. It is the operator's responsibility to ensure that the trip data is accurately entered in the vehicle trip log. Vehicle operators are to turn in log sheets when full and obtain new sheets from their supervisors.

E. Other Requirements for Use 

The use of tobacco products, including chewing tobacco and the smoking of cigarettes, pipes or cigars is not permitted in University vehicles.

Bumper stickers and other materials may not be affixed to University vehicles without expressed permission of the supervisor.

All occupants of a University vehicle must wear seat belts whenever the vehicle is in motion.

The operator must possess a valid driver's license of the type required for the vehicle to be operated.