Vehicle Use Policy

Reviewed By: Administrative Council on May 06, 2002
Approved By: President Karnig on May 13, 2002
Reviewed By: Administrative Council on February 06, 2012
Approved By: Albert K. Karnig, President on February 06, 2012

Source / Authority

For interpretation of this policy, please contact the responsible department: Facilities Services, 909/537-5166

Background

Rapid growth of the campus has drastically increased the use of campus-owned or issued vehicles. An updated policy was needed to provide information and procedures.

Purpose

The purpose of this policy is to ensure that all regulatory authority requirements are met and that all campus-owned vehicles are maintained and operated in a safe condition. Additionally, it provides driver and administrative awareness for the proper use of campus-owned or issued vehicles.

Policy

Types of Vehicles Use

  • State vehicles issued to campus department
  • Rental vehicles
  • Purchase of campus vehicles
  • Class C vehicles - rented or campus-owned
  • Class B vehicles - rented or campus-owned
  • Carts - campus-owned
  • Driving a personal vehicle on state business

Vehicle Maintenance and Repair:

Repair:

Whenever possible, minor repair of a campus-owned vehicle will be performed in campus automotive service shops. The Campus Motor Vehicle Inspector (CMVI) approval is required on any repair exceeding $350.00.

For commercially performed repairs, which will cost $350 or more, three estimates must be obtained. Preferably, one of the estimates should be from an authorized dealer for the make involved. If three estimates are not obtainable, an explanation should be retained in the vehicle repair file.

Estimates will quote flat rates on labor for parts replacement and net prices on parts, when applicable, for comparable jobs or job elements. Where parts are to be repaired or straightened rather than replaced, estimated time costs are acceptable. All costs must be itemized.

Each estimate will be submitted in triplicate to the CMVI, who will make the award to the estimator who has included all the work required to repair the vehicle, not necessarily the lowest bidder. If hidden damage is found after the vehicle has been dismantled, the CMVI may authorize any necessary additional cost.

The accepted estimate is distributed as follows:

  • The original is attached to the invoice.
  • One copy is retained in the campus vehicle repair file.
  • In accident cases, a copy is furnished to the Office of Risk and Management, Department of General Services.

Preventative Maintenance:

  • Minimum preventative maintenance inspection service schedule will ensure campus -owned vehicles are operationally safe, cost effective to operate, and comply with warranty requirements.
  • Every 6 months or 4,000 miles, whichever comes first: Change oil and oil filter; check steering gear; lubricate chassis; inspect air cleaner, differential, batteries, master cylinder, transmission, radiator and tires; and top off low fluid levels.
  • Every 12 month or 12,000 miles, whichever comes first: Includes all 4,000 mile work plus the following: inspect (clean and replace as necessary) air cleaner, fuel filter, brakes, belts, exhaust system, fuel system, cooling system, suspension system, emission system, U-joint, wheels and tires, ignition, throttle body, engine and engine mountings, rear axle, under vehicle for signs of leakage, and all lights, instruments and gauges. This service also includes a road test for performance, general operation, and unusual noises.
  • Automotive Maintenance will schedule the 6 months/4,000 miles and 12 months/12,000 miles service and inspection and notify the department in advance. Departments with university-owned vehicles are responsible for notifying Automotive Maintenance if the mileage reaches 4,000 before the 6 month maintenance period ends, and 12,000 miles before the 12 month period ends. Departments are also responsible for scheduling additional preventative maintenance service called for in the vehicle Owner's Manual, if any.
  • Electric vehicle battery levels shall be inspected monthly. Vehicle operators are responsible for ensuring the battery water levels are checked monthly and may request assistance from the Automotive Maintenance department at no charge.

Warranty Inspections:

All campus-owned vehicles should be inspected for parts that show defects in material and/or workmanship in time to take full advantage of manufacturer's warrant replacement provisions before their expiration. The Owner's Manual supplied with each new vehicle contains the warranty coverage for that vehicle. The first 12,000 mile preventative maintenance service should be performed prior to expiration of warranty, i.e., before the speedometer has reached 12,000 miles or the vehicle has been in service one year, whichever comes first.

Vehicle Use Controls:

Control Office Written Authorization and Signed Certifications:

  • As part of CSUSB's Defensive Driving Program, Parking Services shall provide each applicant written authority by the President or his/her designee to use a state vehicle, prior to use.
  • Applicants will be required to sign a certification statement that will include:
  • "I am in possession of a valid California or other State driver's license. I certify that I have not been issued more than three moving violations or have been responsible for more than three accidents (or any combination of more than three thereof) during the past twelve month period."
  • Parking Services will confirm this statement prior to the issuance of the Defensive Driving Card by running each applicant through the California Law Enforcement Telecommunications System (CLETS).

Required Documents:

  • Drivers shall fill out the Monthly Travel Log STD 273 completely for each trip, regardless of the duration. If the trip is longer than one day, a new entry for each day must be made. Exceptions are motorcycles, golf carts, trucks over one (1) ton, heavy equipment and mobile equipment used solely on institution grounds, parks, and campuses.
  • Drivers shall visually inspect the vehicle before driving it. Problems noticed by the operator while using the vehicle should be noted on a Trip/Daily Operator Checklist. The driver will then sign the checklist and forward it to Facilities Services' Automotive Maintenance department.

State vehicles issued to campus departments:

  • Vehicles must be maintained on a regular basis. This can be done by Facilities Services on a chargeback basis or by an outside vendor with prior approval from Facilities Services. All initial repairs need to be inspected by CMVI at Facilities Services. All receipts for outsourced repairs need to be forwarded to the CMVI so that vehicle records can be updated.
  • State employees who drive campus-owned vehicles are to visually inspect the vehicle before driving it. Problems noticed by the operator while using the vehicle should be noted on a Trip/Daily Operator Checklist. The driver will then sign the checklist and forward it to Facilities Services' Automotive Maintenance department.
  • State employees who drive campus-owned vehicles are to complete a monthly travel log (STD 273) for the vehicles, as appropriate.
  • Drivers and departments are responsible for forwarding vehicle records to Automotive Maintenance for vendor maintenance and repair in compliance with various state and other regulatory authorities, including daily inspections and Monthly Travel Logs (STD 273).
  • Drivers must possess a valid California State University, San Bernardino (CSUSB) Defensive Driver Training (DDT) card from Parking Services, a valid California Driver's License, and an acceptable driver record.
  • "State vehicles" includes any vehicles purchased for use by the campus or for campus business (regardless of funding source).

Rental vehicles:

  • Vehicle rentals are limited to companies with CSUSB or the California State University (CSU) has vehicle rental contracts. (Refer to CSUSB Travel Guidelines for State Commercial Car Rental Contractors for CSU.) Exceptions may include contracts arranged with alternate companies through CSUSB's Purchasing Department. A contract between the rental agency and the CSU or CSUSB must be in place prior to the use of any vehicle, even if the rental fee has been donated or waived. The contact is also needed to ensure appropriate insurance coverage.
  • Rental vehicle charges will be billed directly to the department when a traveler uses either the Enterprise campus website or Connexxus to rent a vehicle for business use. Late vehicles or vehicles showing neglect such as litter, spills, etc., will be assessed a fee by the rental car company.
  • Drivers must possess a valid CSUSB DDT card from Parking Services, a valid California Driver's License, and an acceptable driver record. The Vehicle Use Policy applies to all rental cars used for CSUSB business.

Purchase of a campus vehicle:

  • Provide the Facilities Services Senior Director and CMVI with a 14-day written notification/intent to purchase a vehicle (regardless of funding source).
  • Obtain written approval from Facilities Services Senior Director and the CMVI.
  • Become aware of applicable regulations and California environmental goals. Any department purchasing a vehicle may be required to purchase an alternate fuel vehicle. Facilities Services will advise departments of these requirements prior to purchasing.

Basic Class C Vehicles - rental or campus-owned:

  • A Class C vehicle is defined as
    • Any 2-axle vehicle with a GVWR of 26,000 pounds or less, or
    • Any 3-axle vehicle weighing 6,000 pounds or less.
    • Vanpool vehicle designed to carry more than 10 persons, but no more than 15 persons including the driver.

Commercial Class B Vehicles - rented or campus-owned:

  • A Class B vehicle is defined as
    • a single vehicle with a GVWR of more than 26,000 lbs.
    • a 3-axle vehicle weighting over 6,000 lbs.
    • a bus (except a trailer bus), with endorsement.

California Vehicle Code section 233 (a), states any vehicle designed, used, or maintained for carrying more than 15 persons including the driver is a bus.

  • Drivers of Class B vehicles must be compliant with all aspects of the campus Class B program, in addition to possessing a valid CSUSB DDT card from Parking Services, a valid California Class B Driver's License, and an acceptable driver record.
  • The Class B program applies to all Class B vehicles used for CSUSB business - whether state-owned, rented, or otherwise.

Carts - campus owned:

  • Carts are defined as vehicles powered by electricity, gasoline, or diesel and are not legal to drive on public roads. Carts, and their purchase and use, fall under the Vehicle Use Policy.
  • Carts may not be driven on public roads, but may be driven on campus roadways. Carts are not to be driven on campus walkways. Campus maps which indicate where carts can be driven are available from the Facilities Services, Public Safety, Parking Services, and Capital Planning, Design and Construction departments.
  • Operators of carts must possess a valid CSUSB DDT card from Parking Services, a valid California Driver's License, and an acceptable driver record.
  • Cart purchases follow the same procedures as other vehicles: provide the Facilities Services Senior Director and CMVI with a 14-day written notification/intent to purchase a vehicle, obtain written approval from the Facilities Services Senior Director and the CMVI; and become aware of applicable regulations and California environmental goals.
  • Carts must be maintained on a regular basis. This can be done by Facilities Services on a chargeback basis or by an outside vendor with approval from Facilities Services. All receipts for outsourced repairs need to be forwarded to the CMVI so that vehicle records can be updated.
  • Drivers and departments are responsible for forwarding vehicle records to the CMVI in compliance with various state and other regulatory authorities, including Trip/Daily Operator Checklists, and vehicle inspections.

Driving a personal vehicle on state business:

  • Employees driving their personal vehicle on university business must possess a valid CSUSB DDT card from Parking Services, a valid California Driver's License, and an acceptable driver record.
  • Additionally, the employee must have a current "Authorization to Use Privately Owned Vehicles" form (STD 261) on file with their department. The form is available from the Accounts Payable website. Please contact Accounts Payable for updated information about the form and related procedures.
  • Campus accident guidelines also apply to personal vehicles used on state business. Drivers must report accident involvement or vehicle damage following the campus vehicle Accident Guidelines which may be found on the Facilities Services Automotive website.

Responsibilities

Campus Motor Vehicle Inspector

The CMVI is designated by the Senior Director of Facilities Services. The CMVI ensures that campus-owned vehicles are properly maintained authorizes vehicle purchases, and removes vehicles from service if they are liable to experience failure, are unsafe, or if a department fails to comply with applicable policies, rules, or regulations.

Departments

Deans, directors, chairpersons, and managers are responsible for ensuring the staff and faculty members in their areas are in compliance with the policy at all times. Each department is responsible for all costs associated with the maintenance and operation of their vehicles, including maintenance, fuel, and insurance. Departments must also comply with recommendations made by the CMVI and arrange for annual inspections. Drivers must be trained and qualified prior to operating vehicles or equipment.

Facilities Services

The Facilities Services Department is responsible for

  • overseeing the purchase of state vehicles;
  • assisting in ensuring compliance with related regulations and procedures.

Vehicle Drivers:

  • Must possess a valid CSUSB DDT card from Parking Services, a valid California Driver's License, and an acceptable driver record (including campus issued vehicles and personal vehicles used for state business);
  • If the driver is a visitor in California over 18 and has a valid drivers license from their home state, they may drive in this state without getting a California driver license as long as their home state license remains valid.
  • If the driver becomes a California resident, they must get a California driver license within 10 days. Residency is established by voting in a California election, paying resident tuition, filing for a homeowner's property tax exemption, or any other privilege or benefit not ordinarily extended to nonresidents.
  • Must comply with the Vehicle Use Policy and applicable codes and regulations at all times;
  • Must practice good, safe, driving habits;
  • Must inspect vehicle prior to use and ensure monthly travel log (STD 273) is current;
  • Must avoid misuse of campus-owned vehicles
  • Must report accident involvement or vehicle damage, following the campus vehicle Accident Guidelines available on the Facilities Services Automotive website;
  • All vehicle traffic is prohibited from driving across or parking on lawns unless for essential services. Essential services would include emergency response and maintenance repairs in the lawn areas.

More Information:

Additional information and details can be obtained by calling the Facilities Services Automotive Department or by visiting the Facilities Services Automotive website.

Regulatory authorities for this policy include, but are not limited to: California Clean Air Act Amendment, California Code of Regulations (CCR), California Governor Executive Order, California Highway Patrol (CHP), CSU Executive Orders, CSU Use of University and Private Vehicles Policy Guidelines, California Vehicle Code (CVC), Department of Motor Vehicles (DMV), National Energy Policy Act, and the State University Administrative Manual (SUAM).