R557, Motor Vehicles

R557-1. Purpose: To provide guidelines and oversight for the purchase, maintenance and use of vehicles at the institutions.

R557-2. References

2.1. Utah Code §41-1a-407 (Use of “EX” Plates by Political Subdivisions or State)

2.2. Utah Code §63A, Chapter 9 (Division of Fleet Operations and Administration of State Vehicles)

2.3. Utah Code §63G-6 (Utah Procurement Code)

2.4. Regents Policy R205, Presidential Appointment, Term of Office, and Compensation and Benefits

2.5. Regents Policy R555, Providing Facilities, Goods and Services in Competition with the Private Sector

2.6. Regents Policy R556, Transportation in Campus Vehicles

2.7. Regents Policy R558, Surplus Property

2.8. Regents Policy R567-3, Internal Audit Activities, Definitions

R557-3. Definitions

3.1. Motor Pool Fleet: The motor pool fleet is comprised of all vehicles owned or leased by the institution and maintained in a pool for daily and monthly use by departments and employees of the institution.

3.2. Vehicle Fleet: The vehicle fleet is comprised of all licensed vehicles owned or leased by the institution, including the motor pool fleet.

3.3. Service Enterprises: Service enterprises are operations within the institution established by the institution to provide services to departments and employees of the institution. Fees are set at a level adequate to support projected operating requirements without generating excess revenues.

3.4. Commute: Commute means travel between and employee’s home and place of work more often than five times per month. Commute includes travel to any work site closer to any employee’s home than the principal place of assignment.

3.5. Employee: Employee means any person who is paid by the institution or is acting as an agent of the institution in a volunteer position or as a student.

3.6. Incidental Personal Use: Use of a vehicle to obtain meals and lodging in connection with an authorized business trip.

R557-4. Policy

4.1. Ownership and Control of Vehicle Fleets: Each institution shall monitor and control its vehicle fleet. The institution shall:

4.1.1. employ professional management for its fleet;

4.1.2. operate the motor pool fleet as a service enterprise;

4.1.3. monitor the utilization of fleet vehicles and analyze and evaluate the optimal size of the fleet;

4.1.4. before any new or replacement vehicle is purchased, review both the overall need for the vehicle pursuant to 4.1.3 and a cost-benefit analysis of entering into a long-term lease versus vehicle purchase;

4.1.5. comply with §63G-6, Utah Code Annotated (State Procurement Code) in the purchase of all vehicles;

4.1.6. evaluate the need for and cost of departmentally owned vehicles versus vehicles included in the motor pool fleet; and

4.1.7. dispose of vehicles in accordance with R558, Surplus Property.

4.2. Marking of Vehicles and “EX” Plates: In accordance with Utah Code §63A-9-601, all vehicles in the fleet shall be marked and have “EX” plates, unless exempted under that section or Utah Code §41-1a-407.

4.3. Commute Policies: Commute privileges should be authorized only where it is determined to benefit the institution. Institutions shall establish commute policies to provide:

4.3.1. authorization criteria for the use of vehicles for commuting;

4.3.2. disciplinary procedures and sanctions for unauthorized commuting; and

4.3.3. accounting guidelines for maintaining proper records of the taxable benefit to the employee of commuting in an institutional vehicle.

4.4. Maintenance and Safe Use of Vehicles: Institutions shall establish policies governing the maintenance and safe use of the vehicle fleet by departments and employees. These policies shall provide:

4.4.1. for compliance with guidelines established by the Office of Risk Management in connection with providing vehicle insurance to the institution; and

4.4.2. for employee reporting of vehicles involved in accidents and traffic violations, for compliance with seat belt laws, alcohol and drug regulations and other traffic laws.

4.5. Use of Vehicles: Fleet vehicles shall only be used for official institutional business purposes, except when:

4.5.1. personal use has been authorized for the President in compliance with Board policy;

4.5.2. commute privileges have been authorized pursuant to section 4.3; or

4.5.3. non-incidental personal use has been specifically authorized by the President and reported to the institutional Board of Trustees.

4.6. Vehicle Fleet Use Restricted by Board Policies: Institutions shall comply with Board policies relating to vehicle use such as R555, Providing Facilities, Goods and Services in Competition with Private Enterprise, and R556, Transportation in Campus Vehicles.

4.7. Annual report: Institutions shall write and submit an annual vehicle fleet report to the Division of Fleet Operations.  The report shall include:

4.7.1. the number of vehicles in the vehicle fleet, a description of each vehicle owned or leased, including the license number, year, make, and model of the vehicle, and the person and administrative unit within the institution to whom each vehicle is assigned;

4.7.2. other information requested by the Division of Administrative Services in compliance with Utah Code §63A-9-402; and

4.7.3. the number and names of employees with authorized commute privileges, with authorized personal use privileges, and who drive unmarked vehicles.

4.7.4. The annual motor pool fleet report shall be part of the regular budget process and shall include: revenues and expenditures; rates and charges for vehicle use; vehicle utilization rates, and other pertinent information about the operations of motor pool fleet.

4.8. Certification and Reporting Requirements: Institutions shall annually certify the accuracy of the vehicle fleet report and shall submit the certification to the Board of Regents Manager of Audit by January 15.

4.9. Oversight by Board of Trustees: The Board of Trustees of each institution shall review the institution’s annual vehicle fleet reports and periodic internal audits prepared pursuant to Sections 4.7 and 4.8. The Board of Trustees shall monitor how the institution manages and uses vehicle fleets.

Approved November 3, 1995, amended to conform with Title 63A, Chapter 9, effective March 12, 1997. Amended March 18, 2005 and March 31, 2017.