Procedure No. 10.060
Policy on Usage of University Service Vehicles
Date Issued: 01/03/00
Date Effective: 01/03/00
Issued By: Human Resources
Purpose: To define acceptable usage of vehicles assigned to university employees for
service work performed on campus property and to define record keeping requirements
for employees who operate university service vehicles.
Policy:
Employees in the Facilities Management and Mail and Receiving Services Departments are
provided university vehicles in order to assist them in completing work assignments in a
timely and efficient manner. These vehicles are provided to employees for the sole
purpose of transportation to and from various campus locations to complete university
business. In some instances, outlined below, employees may use the vehicles for off
campus travel. When such usage occurs, employees are responsible for recording both the
mileage of the off-campus trip and the purpose of the trip.
Procedure: Unless approved for off-campus travel service, vehicles should be operated
within the following boundaries:
• Greenville Avenue between Becker Drive and Eighth Avenue
• Eighth Avenue between Greenville Avenue and Main Street
• Merle Road between Eighth Avenue and Ninth Avenue
• Ninth Avenue between Wood Street and Liberty Street
• Liberty Street between Ninth Avenue and Eighth Avenue
• Wood Street between Eighth Avenue and Wilson Avenue
• Wilson Avenue between Wood Street and the service entrance to the McEntire
Maintenance Building

When an employee is required to use a university service vehicle outside of the boundaries
noted above, the employee should advise his or her immediate supervisor of the need to
do so (verbal notification via two way radio is acceptable), and obtain appropriate approval
for the travel outside the boundaries.
Each university service vehicle will be equipped with a clipboard for recording mileage and
for recording the purpose of usage outside the above noted boundaries.
Each day the operator of the service vehicle should record his or her starting mileage and
ending mileage. When a vehicle is approved for use outside the above boundaries, the
operator should: (1) record the mileage at the start of the trip and upon return; (2) record
the time the employee left and the time the employee returned; and (3) record the purpose
of the trip.
An employee who fails to comply with the above procedures or who is found to have
operated a service vehicle off campus for non-approved and/or non-university business
shall be subject to appropriate disciplinary action.
University service vehicles should never be used by an employee for personal business
including, but not limited to, transportation to purchase meals, snacks or to off-campus
break locations.