2601.01 General Policy

The purpose of this policy is to establish the official university policy for procurement, operation, usage, maintenance, replacement, insurance, and driving of university owned, leased, loaned, or rented vehicles and the use of privately owned vehicles for authorized university business. Because of the nature of the duties and responsibilities of certain positions, some university employees are required to drive university owned, leased, loaned, or rented vehicles or privately owned vehicles while conducting authorized university business. For the purpose of the policy, the term university employee includes faculty, staff, contracted staff, and student employees. Students who are not employees, but on occasion drive university vehicles while conducting authorized university business, also are subject to this policy.

2601.02 Services Provided by the Department of Parking and Transportation

  1. Purchase or lease of automobiles, trucks, and vans for university departmental use.

  2. Maintenance of university owned and leased vehicles.

  3. Disposal and return of unused or replaced university owned or leased vehicles.

  4. Rentals of wheelchair accessible vans for local use under 200 miles one-way.

  5. Assistance in selecting a charter company.

2601.03 Use of University owned, leased, loaned or rented vehicles

  1. Owned, Leased, or Loaned Vehicles

    1. Prior to use of university owned, leased or loaned vehicles all potential drivers must complete a Driver Application Form (DAF) at least five days prior to driving. The potential driver should refer to the Risk Management and Insurance website http://www.wright.edu/admin/bpra/risk for downloading the DAF. The DAF must be signed by the potential driver's supervisor or his/her designee. A student organization's potential driver must have signature approval from the Director of Student Life or his/her designee.

    2. The DAF will generate a Motor Vehicle Record (MVR) which shows the driver's violations and current number of points on the driver's license.

    3. A DAF will only need to be submitted by a potential driver prior to use of a vehicle for the first time. The Risk Management Office will retain the form and a Motor Vehicle Record (MVR) will be run annually.

    4. Written approval/disapproval will be provided to the driver by the and/or the driver’s supervisor by the Risk Management Office. For qualifications, see 2601.8.

  2. Rental Vehicles

    Inside the United States

    Rental Agency
    Method of Payment
    University Procurement Card Other form of Payment
    WSU Prefered Provider (Currently Enterprise)

    Liability – Not Required.  Included in Contract with Preferred Provider. 

    Collision – Covered by University policy. 

    Visa pays deductible

    Liability – Not Required.  Included in Contract with Preferred Provider.

    Collision – Covered by University policy.

    Department pays deductible

    Other Provider

    Liability – Must elect to purchase 100k/300k/50k coverage.

    Collision – Covered by University policy.

    Visa pays deductible

    Liability – Must elect to purchase 100k/300k/50k coverage.

    Collision – Covered by University policy.

    Department pays deductible

    1. Prior to use of rental vehicles all potential drivers must complete a Driver Application Form (DAF) at least five days prior to driving. The potential driver should refer to the Risk Management and Insurance website (http://www.wright.edu/admin/bpra/risk) for downloading the DAF. The DAF must be approved and signed by the potential driver's supervisor or his/her designee. A student organization's potential driver must have signature approval from the Director of Student Life or his/her designee.

    2. The DAF will generate a Motor Vehicle Record (MVR) which shows the driver's violations and current number of points on the driver's license.

    3. A DAF will only need to be submitted by a potential driver prior to use of a vehicle for the first time. The Risk Management Office will retain the form and a Motor Vehicle Record (MVR) will be run annually.

    4. Written approval/disapproval will be provided to the driver and/or the driver’s supervisor by the Risk Management Office. In addition, the local Enterprise Rent- A-Car is provided with a list of approved drivers on a weekly basis. Only drivers approved via the DAF process are permitted to operate a rental vehicle.

    5. Fifteen-passenger van, luxury, sport, specialty and convertible vehicles are not permitted for university rental use.

    6. The traveler should always reserve and pay for a rental vehicle using a university procurement card.  When doing so, the VISA card coverage will pay for the department’s collision deductible should a claim occur.

    7. Preferred Rental Agency - When a traveler chooses to use a local rental agency vehicle for official university business, the traveler should contact WSU’s preferred local agency (Enterprise Rent-a-Car in Fairborn). Rental rates were competitively bid and includes drop off/pick up service at WSU and the necessary liability insurance ($100k p/person/$300k p/occurrence/$50k property damage).  Collision insurance is provided via WSU’s Auto Physical Damage insurance policy.  When making a reservation, the traveler should identify himself/herself as a WSU faculty/staff member in order to receive preferred rates and the necessary insurance.

      The Enterprise Rent-a-Car rates are good nationally and for personal use as well. The corporate ID# for nationwide official business use is NA38WSU and the rates include the liability insurance coverage mentioned above. The corporate ID# for personal use is NA38WSP and the rates do not include the liability insurance coverage.

      Travelers should initial for the denial of liability coverage on the rental form because the cost of the liability coverage is already included in the daily rental rate. Travelers should also initial for the denial of Collision Damage coverage since it is provided through WSU’s Auto Physical Damage insurance policy.

    8. Other Rental Car Agency. When a traveler chooses to use a rental agency vehicle within the United States for official university business, liability insurance must be purchased ($100k per person - $300k p/occurrence - $50k property damage). Collision insurance is provided via WSU’s Physical Damage insurance policy.

    9. When using a rental agency vehicle outside the United States for official university business, it is mandatory that that traveler purchase the mandatory/compulsory/statutory limits of liability insurance required by the foreign country in which the traveler is conducting business.  It is also mandatory that the traveler purchase collision insurance. The university’s foreign liability policy will provide excess liability limits, if necessary.

    10. When receiving rental vehicles, a traveler should sign the rental agreement, providing his/her name and the name of the responsible department, followed by the phrase, "for Wright State University".

    11. Handicap wheelchair accessible vans are available for local rental (200 miles one-way).  Users should contact the Department of Parking and Transportation for information and availability.

    12. Summary of guidance requiring purchase of insurance when renting a vehicle:

      Guidelines for Purchasing Insurance When Renting a Vehicle
      Outside the United States

      Liability Insurance – Purchase the minimum amount of insurance required by the host country.  Additional coverage is provided by the University’s foreign liability insurance policy.

      Collision Insurance – Purchase. The department is responsible for any deductible.

 

2601.04 Charters

The Department of Parking and Transportation maintains a list of local charter bus companies that departments may contact. The charter operator must provide a Certificate of Insurance providing automobile liability insurance a limit of at least $5 million dollars, naming WSU as an additional insured, coverage provided by a carrier authorized to write insurance in the State of Ohio, and coverage written on a primary, non-contributory basis by any insurance/self-insurance maintained by WSU.  Any change in the limits mentioned above must be approved by the Offices of Risk Management and Parking and Transportation.

2601.05 Purchase or Lease of University Vehicles for Assignment to Departments or Individuals

  1. If the transportation needs of a department cannot be met adequately by the occasional rental of a vehicle, the Department of Parking and Transportation will recommend a vehicle for purchase or lease.

  2. Parking and Transportation will ask the requesting department to assist in developing specifications, including the manufacturer and model desired. If multiple vehicles are known to be required during the same time frame, all requirements should be discussed.

  3. A department is not permitted to go to vehicle dealers and shop for a vehicle, whether for purchase or lease. Parking and Transportation can provide information on various models and State of Ohio Vehicle Contract prices.

  4. The Department of Parking and Transportation will determine if the estimated cost of the vehicle required is in excess of the university bid limit threshold [refer to Purchasing Policy 5401.4 c)]. In addition, Parking and Transportation will work with the Purchasing department to perform a formal bid process if the total purchase price or lease amount of all vehicles required by the department during the same time frame is estimated to be in excess of $25,000.

  5. If a vehicle is to be purchased and is available from the State of Ohio Vehicle Contract, no bid process will be required, since the vehicle was already bid by the state on behalf of state agencies, colleges, and universities. Lease cars are not available from state contracts.

  6. If the total cost for the purchase or lease of a vehicle is less than $25,000, the Purchasing department has empowered the Department of Parking and Transportation to contact dealers and request written offers for a vehicle to be leased, or to be purchased, if not available from state contracts. Written pricing shall accompany any requisitions forwarded to Purchasing for processing.

  7. The Director of Purchasing will execute multiple leasing documents as an authorized agent for the university. Parking and Transportation will not pick up a vehicle until all paperwork has been completed.

  8. A department with assigned vehicles is responsible for the full cost of the initial purchase, as well as the operating expenses of the vehicles. The department must transfer payment for the entire initial purchase price at the time of the transaction. The department typically will be billed quarterly or at least once a year for each assigned vehicle. The annual charge will be based on fuel and maintenance costs (based on expected mileage per year), insurance costs, and indirect overhead expenses incurred during the year. Charges will vary depending on the number and type of vehicles assigned, the method of purchase, and the number of miles driven each year per vehicle. The department also will be billed 10 percent or more of the purchase price each year, based on a seven-year replacement cycle.

  9. Fifteen-passenger vans are not permitted for university purchase, lease, loan, or rental. Vehicles that require a driver to posses a commercial driver license (CDL) for operation are not permitted for university purchase, lease, loan, or rental without approval by the provost or a vice president.

  10. Service and repairs for all university owned and leased vehicles must be performed by or under contract with Parking and Transportation.

  11. Vehicles assigned to a department normally will be replaced at least every seven years or prior to 100,000 miles, whichever occurs first.

  12. As of July 1, 2003, the University will no longer obtain leased vehicles for the purpose of assigning them to specific individuals, with the exception of the president. Should transportation compensation for an employee be necessary, arrangements can be made for a car allowance to be included in an employee's paycheck.

  13. An employee who has been assigned a leased or loaned vehicle must report monthly mileage usage to the Payroll department.  Payroll will calculate a taxable benefit based on Internal Revenue Service Guidelines.  An employee who has been assigned one of these vehicles should contact the Payroll department for additional information.

  14. An employee who has been assigned a loaned vehicle must report any change in vehicle assignment to his/her supervisor and to Parking and Transportation.

2601.06 Vehicle Operation

  1. University owned, leased, loaned, and rented vehicles will be used for official university business only and, when not in use, will be kept on university premises. Unless a vehicle is specifically assigned to an individual, the vehicle may not be used for any personal activities such as shopping trips, lunch breaks, or running errands without approval by the president, provost, or appropriate vice president. If a driver is found to be using a vehicle in such a manner, his/her driving privileges may be revoked.

  2. A driver will observe all traffic laws applying to the locality in which the vehicle is being driven. The university is not responsible for traffic violations, fines, etc., that are incurred by the driver of a university owned, leased, loaned, rented, or privately owned vehicle.

  3. The driver to whom a university owned, leased, loaned, or rented vehicle has been released is fully responsible for security, safety checks, and operation of the vehicle.

  4. Only those drivers who have completed a DAF and have been approved as a driver will be permitted to drive university owned, leased, loaned, or rented vehicles. (see 2601.3) Only drivers with a current and valid United States driver license will be permitted to drive these categories of university vehicles.

  5. No physical alterations, either temporary or permanent, will be made to any university owned, leased, loaned, or rented vehicle without permission from the director of Parking and Transportation. Parking and Transportation personnel must perform all approved alterations.

  6. The unauthorized use of a university vehicle by an employee or by an employee who is accompanying a student or student group may result in disciplinary action by the university and/or prosecution under Section 124.71 and Section 2913.03 of the Ohio Revised Code.

  7. A university department or organization utilizing university owned, leased, loaned, or rented vehicles (including chartered buses/vans) is responsible for any damage to the vehicles, including but not limited to any applicable insurance deductible.

  8. Travel by privately owned automobile while conducting university business is authorized only if the owner of the vehicle is insured. Wright State University's recommended policy limits are $100,000 for bodily injury or death of one person in any one accident, $300,000 for bodily injury or death of two or more persons in any one accident, and $50,000 for property damage in any one accident.

  9. When an employee is traveling by privately owned automobile, the vehicle’s owner is responsible for liability and collision insurance and any applicable deductibles. [refer to Wright Way Policy 5601.5].

  10. If reserved parking passes (including van passes) are required, it is the responsibility of the requesting department or organization to order such passes.

  11. Driving should be limited to ten hours within a twenty-four hour period.

  12. The driver is required to use his/her seat belt in addition to other occupant restraint systems (air bags) while occupying the vehicle. The driver is responsible for ensuring that all passengers are properly secured before the vehicle is put in motion.

  13. No alcoholic beverages, illegal drugs, or controlled substances are to be used or consumed by the driver or passengers at any time while in the possession of a university owned, leased, loaned, or rented vehicle, including privately owned vehicles used for authorized university business.

  14. Smoking is not permitted in university owned or leased vehicles.

  15. No decals such as bumper stickers are to be placed on university owned, leased, loaned, or rented vehicles.

  16. Hand-held cell phones should not be used by the driver of any university owned, leased, loaned, or rented vehicle while the vehicle is in motion. It is recommended that individuals using privately owned vehicles for authorized university business not use cell phones while the vehicle is in motion.

  17. The number of passengers in a vehicle should never exceed the official vehicle passenger capacity.

  18. Towing procedures for trailers, boats, etc., must comply and be in accordance with the vehicle manufacturer's recommendations.

2601.07 Vehicle and Service Charges

  1. Vehicle charges are estimated on an annual basis by the Department of Parking and Transportation.

  2. All tolls, parking, and other incidental charges are the responsibility of the assigned department or organization.

  3. All parking and moving violations are the responsibility of the assigned department or organization.

  4. A department or an organization will be charged for any damage that occurs to a university owned, leased, loaned, or rented vehicle while the department or the organization is using the vehicle, including insurance deductibles.

  5. Lost vehicle and fuel keys must be reported immediately to Parking and Transportation.

2601.08 Qualifications for Driving University Owned, Leased, Loaned, or Rented Vehicles

  1. A potential driver must be at least 18 years of age to drive university owned, leased, and loaned vehicles and must be 21 years of age to drive a rental vehicle.

  2. A potential driver must possess a valid United States driver license.

  3. A potential driver must complete a Driver Application Form (DAF) and submit it to the Property/Casualty Insurance office.

  4. A potential driver must be approved by the Risk Management office. Written approval is granted upon completion of a DAF and a positive review of the driver's MVR. MVRs will be run annually on all university approved drivers.

  5. A potential driver must successfully complete the Defensive Driving Training course if required in section 2601.13.

  6. The Vehicle Operator 2 and Automotive Mechanic job classifications currently require the commercial driver license (CDL). Classifications may be added as needed by the university. Employees in these classifications are required to possess the CDL. In addition, certain other positions may require obtaining and maintaining an Ohio CDL because of specific job requirements, regardless of the classification or title of the position. The required endorsements for a CDL will be determined by the Ohio Department of Motor Vehicles, dependent upon the type of vehicle to be driven.

  7. A potential driver must read and understand all university vehicle policies.

2601.09 Driver Disqualifications

The driver of a university owned, leased, loaned, or rented vehicle may lose his/her driving privileges for the following but not inclusive reasons:

  1. The driver falsified information on the Driver Application Form.

  2. The driver used a university vehicle for personal business. This excludes those who have a vehicle specifically assigned to them. See Wright Way Policy 1601.6 (a).

  3. The driver loaned to another person or department a university owned, leased, loaned, or rented vehicle specifically
    approved to be driven by the person listed on the DAF, without prior approval.

  4. The driver requesting use of a vehicle exceeds the six point limit per the motor vehicle record.

2601.10 Violations and License Suspensions

  1. An employee who is required to drive university owned, leased, loaned, rented, or privately owned vehicles while conducting authorized university business is required to inform the director/supervisor of his/her department and the General Counsel office within one workday of receipt of violations that reflect a serious hazard or disregard for public safety, including but not limited to the following offenses:

    1. Receiving a citation for operating a vehicle while under the influence of alcohol or any controlled substance.
    2. Receiving a citation for leaving the scene of an accident.
    3. Receiving a citation for driving while under suspension or revocation of any driver's license.
    4. Receiving a citation for reckless operation of a motor vehicle resulting in bodily injury or property damage.
  2. An employee who is required to drive any university owned, leased, loaned, rented, or privately owned vehicle while conducting authorized university business is required to inform the director/supervisor of his/her department and the General Counsel office within one workday of any property damage incidents or moving violations involving any university vehicle for which the driver was cited or not cited.

  3. An employee may be disciplined for failure to report the citations listed in paragraph 2601.10 a) or like violations.

  4. An employee whose driving privileges have been suspended shall report said suspension to his/her supervisor immediately upon reporting to work following the imposed suspension. An employee whose driving privileges have been unconditionally suspended shall not drive any university owned, leased, loaned, rented, or privately owned vehicle while conducting authorized university business.

  5. An employee who is required to drive any university owned, leased, loaned, rented, or privately owned vehicle as part of his/her duties, but whose driver's license has been suspended for a period of 30 days or less, may be disciplined up to and including termination, if the employee cannot perform all of his/her duties without driving.

2601.11 Mechanical Failure of University Owned, Leased, Loaned, or Rented Vehicles

  1. If a mechanical failure occurs during normal hours of operation at or near the university, the driver should notify a mechanic at the Vehicle Service Facility at (937) 775-2319 and arrange for repair.

  2. If a mechanical failure occurs after normal hours of operation or on a weekend, at or near the university, and repairs cannot wait until the beginning of the next workday, the driver should notify the Public Safety Communications Center at (937) 775-2111.

  3. If a mechanical failure occurs during a trip of 100 miles or more and the vehicle requires emergency repairs, the driver should take the vehicle to a repair facility that accepts the state of Ohio credit card. The driver should contact the Department of Parking and Transportation during normal business hours or the Public Safety Communications Center during other than normal business hours.

  4. Procedures for handling a rental vehicle mechanical failure are located in the vehicle's glove compartment.

  5. Appropriate out-of-pocket expenses incurred by the driver will be reimbursed upon presentation of receipts to Parking and Transportation.

2601.12 Accident Reporting

  1. All university owned, leased, or loaned vehicles should have an Accident Report Packet in the vehicle. The packet contains forms and instructions for reporting any accident.

  2. In case of an accident involving a university owned, leased, loaned, or rented vehicle, the driver of the vehicle must follow the procedures outlined below. The procedures include but are not limited to the following actions:

    1. Stopping at the scene of an accident and contacting the proper authorities. An on-campus accident should be reported to the Department of Public Safety. An off-campus accident must be reported to the local authorities (municipal police, county police, or state highway patrol).
    2. Reporting an accident involving a university vehicle as soon as possible to the employee's supervisor and to the General Counsel office.
    3. Not discussing an accident with anyone other than the police and university officials, except to obtain driver, vehicle, insurance carrier, and witness information.
    4. Not telling the other motorist involved in an accident that the university is at fault for the accident.
  3. A driver of a privately owned vehicle on authorized university business should follow the accident reporting procedures outlined in paragraph 2601.12 b), in addition to any procedures required by the driver's insurance company.

2601.13 Defensive Driving Training

The university offers at no cost to all employees, including student employees, a Defensive Driving Training course. Although the course is open to any university employee, it is mandatory for those employees listed in paragraph 2601.13 a) and is highly recommended for those employees listed in paragraph 2601.13 b).

  1. Mandatory training
    1. Any employee, including a student employee, who by the nature of his/her job description must possess a valid Ohio driver license as a condition of employment is required to complete the Defensive Driving Training course.

    2. New employees, including student employees, whose jobs place them in either of the categories listed in paragraphs 1) and 2) above are required to complete the Defensive Driving Training course within six months of date of hire. Any employee who falls into the mandatory category and who does not complete the training within the stated time will not be permitted to drive a university owned, leased, loaned, or rented vehicle. Any employee who is required to have a valid United States driver license as a condition of employment and who does not complete the required training may be subject to disciplinary action and possible termination.

  2. Recommended training
    1. Any employee, including a student employee, who routinely drives a university owned, leased, loaned, or rented vehicle is strongly encouraged to complete the Defensive Driving Training course.

    2. Any employee, including a student employee, who routinely drives his/her privately owned vehicle while conducting authorized university business is strongly encouraged to complete the Defensive Driving Training course.

    3. Department administrators should encourage their employees, including student employees, who periodically drive university owned, leased, loaned, or rented vehicles or their privately owned vehicles while conducting authorized university business to complete the Defensive Driving Training course.

2601.14 Insurance

  1. All university owned, leased, loaned, or rented vehicles must carry automobile insurance information indicating proof of insurance. This information will be in all owned, leased, and loaned vehicles (see Accident Report packet in the glove compartment). Rental vehicles should have the information as a part of their paperwork from the rental agency.

  2. All privately owned vehicles used for authorized university business must carry automobile insurance information that indicates proof of insurance [refer to paragraph 2601.6 (h).

  3. A department responsible for the use of a university owned, leased, loaned, or rented vehicle is responsible for any applicable insurance deductibles.

  4. In order to comply with various claim reporting provisions within insurance policies, an accident involving a university vehicle or damage to a university vehicle must be reported to the employee’s supervisor and the General Counsel Office as soon as possible.