Policies and Procedures

State Vehicle Use

Original: Fall, 2010
Revised:April, 2019


Driver Registration Form April 2019 (attachment 1)
FleetAutomobileLiability – Apr 2019 (attachment 2)
Vehicle Usage Trip Log -Apr 2019 (attachment 3)
Post-Trip-Inspection-Form – Apr2019 (attachment 4)
Know Before you go pamphlet – Apr 2019 (attachment 5)
Vehicle-Maintenance-Repair Log – Apr 2019 (attachment 6)


Policy Statement
Driving a University vehicle is a privilege. The driver assumes the duty of obeying all
motor vehicles laws, maintaining the vehicle properly at all times, and following this
Vehicle Policy in all respects.

Official information can be found at the University Compliance, Ethics, and Risk office website: https://compliance.ucf.edu/enterprise-risk-management/automobiles/

Vehicle Policy Purpose

College of Sciences – Unit/School Vehicles are to support Unit/School business activities. These vehicles shall be operated only by University employees or registered University volunteers, specifically authorized by each unit or school.

Students are not authorized to drive state vehicles, as they are not covered under the state auto liability plan.

In all cases, these vehicles are to be operated in strict compliance with motor vehicles laws of the jurisdiction in which they are driven and with the utmost regard for the care and safety of all drivers, passengers and the public.

COS/Unit vehicles are only to be used for official University business. They may NOT be used for personal business.


Driver Responsibility
Each driver is responsible for the possession, care and use of the University vehicle he or
she is driving. Therefore, the driver’s responsibilities include but are not limited to the

  1. Each Driver will complete and have on record in the Unit, a Driver Registration Form.
    2. Vehicle Fueling Options
    a. The primary, recommended option from UCF Finance & Accounting for
    fueling State Vehicles for primary off campus use is to use a UCF P-Card.
    b. For Vehicles that are operated primarily “On Campus”, the Unit can obtain
    a “Fuel Key” from Facilities Operations that allows for the use of on campus
    fueling at Facilities. Fuel keys can be ordered through the Keys System in PeopleSoft, by your departments Key Manager/Security Access Representative (KMSAR).
    3. All Vehicles are required to have a current copy of the State Vehicle Liability
    Insurance Certificate in the glove compartment. This policy is updated on a yearly basis [July 1], requiring that a new copy of the certificate be downloaded and placed in the vehicle each year. You can obtain a copy of the latest Liability Policy Certificate at the following website:
    4. All vehicle operators are required to keep a Vehicle Usage and Trip Log. Vehicle Logs are located on a clipboard on the front seat or in each vehicle glove compartment and are to be completed for each usage/trip for the vehicle. Each unit should periodically audit these logs to ensure that drivers are completing them as required.
    5. Report all potential problems with the University vehicle. Report any concerns by noting them on the State Vehicle Post Trip Inspection form located with the Usage/Trip Log and turn them in to the Vehicle Contact person immediately for follow up action.
    6. Operate the vehicle in a manner consistent with reasonable practices that avoid abuse, theft, or neglect of the vehicle.
    7. Obey all traffic laws. Any tickets, citations and/or summonses are the sole
    responsibility of the driver.
    8. Use of seat belts and shoulder harnesses are mandatory for the driver and all
    9. Do not operate any vehicles with defects that would prevent safe operation. Any such defect should be reported and resolved before use of the vehicle.
    10. Use safe driving techniques and adhere to current safety requirements.
    11. Restrict the use of vehicles to authorized driver(s) only.
    12. Report the occurrence of moving and non-moving violations.
    13. Accurate, comprehensive and timely reporting of all accidents and thefts of a
    University vehicle.

Accidents Involving University Vehicles

  1. If anyone is injured, call for medical assistance immediately.
    2. Call the police.
    3. Do not admit negligence or liability. Do not sign any written statements.
    4. Do not attempt any settlement, regardless of how minor.
    5. Get name, address and phone number of injured person(s) and any available witness(es).
    6. Exchange vehicle identification, insurance company name and policy number with the other driver.
    7. Investigate the extent of damage to the University vehicle.
    8. Take photographs of the scene of the accident if possible (e.g., use phone camera)
    9. DO NOT LEAVE THE SCENE OF THE ACCIDENT IF THERE ARE INJURIES. Cooperate fully with law enforcement authorities.
    10. Complete the auto accident form on the Know Before You Go pamphlet.
    11. Turn all information over to your unit chair/director.
    12. Report any situation that involves damage to your unit chair/director.
    13. Unit Emergency Contact Phone Information in case of accident:
    Unit Chair: _______________________
    Unit Vehicle Contact Person: ________________________


 Preventable Accidents
A preventable accident is defined as any accident involving a University vehicle, which
results in property damage and/or personal injury, and in which the driver failed to exercise
every reasonable precaution to prevent the accident.
Examples of preventable accidents:
1. Following too close
2. Driving too fast for conditions
3. Failing to observe clearances
4. Failing to obey signs
5. Improper turns or lane changes
6. Failing to observe signals from other drivers
7. Failing to reduce speed
8. Improper parking
9. Improper passing
10. Failing to yield
11. Improper backing
12. Failing to obey traffic signals or directions
13. Exceeding the posted speed limit

Smoking Policy:
Smoking in the vehicles is prohibited.

Eating and Drinking:
Eating and drinking in the vehicles is strongly discouraged.

Miscellaneous Items:

All drivers are responsible for returning the vehicles to its official location. If the vehicle cannot be returned to its official location, notify the Any change of
the location should be shared with the vehicle contact person.

Preventive Maintenance Program
The COS Vehicle Policy requires that all state vehicles be on Preventive Maintenance
Program. The Unit Chair or their designee is responsible for ensuring that necessary vehicle
maintenance is completed for all vehicles. The Unit will keep a Vehicle-Maintenance-Repair Log – Apr 2019 to record all maintenance of its vehicle(s) as it is performed..

Under no circumstance should units ignore Vehicle Maintenance checkups. Ignoring such
maintenance is a safety issue that could result in a serious accident or loss of property.

An employee operating a university vehicle is the final authority as to the vehicle’s operating
status. If the employee determines the vehicle is not safe to operate, the vehicle must be
removed from service until the unit is repaired.

Report all safety discrepancies to the unit vehicle contact person immediately for repair action. Under no circumstances shall an unsafe vehicle be operated. Safety discrepancies include but are not limited to:
1. Brakes
2. Lighting and signals
3. Steering
4.  Fuel leaks
5. Tires
6. And any discrepancy that hinders efficient and safe operation of the vehicle

Introduction: In order to implement the COS State Vehicle Use Policy, the
following steps should be taken by each Department/School which operates State

1. Identify a “Vehicle Contact Person” in the department who will maintain vehicle related documents and serve as an emergency contact.
2. Distribute a copy of the Policy to all vehicle drivers and require them to read and follow. Also place a copy in each vehicle (glove compartment).
3. Have each driver complete a Driver Registration Form April 2019 and give completed forms to the Vehicle Contact Person to maintain
4. It is the Unit/School’s responsibility to ensure that each of the following documents are
completed and located/maintained in the State Vehicle as Indicated —see attached
a. Current FleetAutomobileLiability – Apr 2019
b. Provide the Vehicle Contact Person or other Designated Individual with the Vehicle Usage Trip Log -Apr 2019  – To be completed for each trip taken
c.Post-Trip-Inspection-Form – Apr2019 form -To be used if there is an identified vehicle problem
d. Know Before you go pamphlet – Apr 2019 – To be completed in case of an accident
e. The Vehicle-Maintenance-Repair Log – Apr 2019 is to be kept by the Vehicle Contact Person for each vehicle in the fleet.