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UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES
Office: Facilities Management
Revised: October 1997
UC Business and Finance Bulletins
UCI Administrative Policies and Procedures
UCI Delegation of Authority
A self-supporting unit, Automotive Fleet Services recharges all costs to users. Recharge rates are established at a level to recover all costs of garage operation, including provision for replacement of vehicles, and to allocate costs equitably and consistently among all users.
1. Rental Rates
Rental rates on University vehicles can be obtained by calling Fleet Services 824-5535.
2. Authorized Signature
An Authorized Signature List form must be completed by each requesting department. The form must contain authorized signature samples and the account number to be charged. A separate form should be completed for each account number that will be used by a department. The Authorized Signature List form must be signed first by the department head/chair as determined by the delegation of authority. All persons delegated the authority by department head/chair to commit departmental, extramural or project funds and responsible for determining "official University business" should sign the form to provide a signature sample.
The original copy of the Authorized Signature List form is sent to Fleet Services. Any person whose signature appears on the Authorized Signature List may issue a Request for Vehicle form (available in large quantities from Storehouse) to persons requesting the use of a University vehicle. The original copy of the Request for Vehicle form must be faxed (824-1069) or carried to Fleet Services (located in the Campus Corporation Yard on Jamboree Blvd.) when reporting to pick up a vehicle. The form will not be honored at Fleet Services unless the signature and account number match the Authorized Signature List form.
Operators will complete and sign a Vehicle Reservation Receipt showing the account to be billed, the specific purpose of the trip, the destination, and the time of departure and return. Fleet Services will release vehicles only when all required trip information has been recorded.
1. Requests and Reservations
1) Vehicle Requests
A reservation for a vehicle may be
Vehicles are ordinarily dispatched from the Fleet Services' office, although delivery and pickup at campus locations may be arranged.
2) Student Use of University Vehicles.
When authorized by the Vice Chancellor-Student Services or the Assistant Vice Chancellor-Student Services Business Management, University-owned vehicles may be used by students when representing UCI on official University business. In addition, students who are on official departmental business may be authorized to use University vehicles through appropriate department officers. Officers of ASUCI may use University-owned vehicles on business of ASUCI. Students using a University vehicle for official ASUCI business must present a Request for Vehicle form to the Fleet Services dispatcher before a car will be released.
3) Outside Rentals
To provide a price/quality alternative to using a University vehicle, Fleet Services offers several outside rental agencies for short-term long-mileage trips, or when the need for a higher level vehicle is appropriate. Rental rates for University vehicles and comparable rates for outside rentals may be obtained by contacting Fleet Services at 824-5535.
b. UCI Medical Center
Vehicle requests and reservations may be submitted in person to the Administration Office at the UCI Medical Center, or by phone, at 714-456-5678. Additional vehicles may be reserved and picked up from the campus pool. Vehicle users making reservations which include Saturdays, Sundays, or holidays will be charged for such days. Vehicle users may park their private cars in the spaces vacated by the University vehicles they are using.
2. Return After Working Hours
After normal working hours, cars should be returned to the locked parking lot located at the entrance to the Corporation Yard on Jamboree Boulevard. The padlock key is on the key ring for each car. After the car is parked and locked, the keys should be dropped in the key box next to the entry gate. A private car may be parked in the locked lot for safekeeping when the University car is checked out and removed when the University car is returned. The gate must be closed and locked when leaving.
b. UCI Medical Center
After normal working hours, return the car to the space from which it was taken and return the keys to the Administration Office the next morning.
3. Campus Delivery and Pickup
Customers who require transportation from the campus to Fleet Services during working hours may request pickup at any campus location. Upon completion of the trip, the vehicle should be returned to Fleet Services and customers will be transported back to the campus.
4. Canceling Reservations
Whenever a vehicle has been reserved and is not needed, the location where the vehicle was reserved (Fleet Services or UCI Medical Center Administration Office) should be notified promptly to release the vehicle for another assignment. Charges are made for uncanceled reservations.
Criteria justifying a monthly assignment include one or more of the following:
No monthly rentals of University vehicles are authorized where the major usage involves transportation between buildings on the campus or at the UCI Medical Center. Specific exceptions are granted where transportation involves service cars and trucks, or campus shuttle buses.
Vehicle assignments to departments terminate June 30 each year. Requests for assignment reflecting changes in justification and conditions of use for each vehicle required shall be submitted to the Fleet Services Manager on the Justification of Monthly Rental of Vehicles form. The requests are forwarded to the Vice Chancellor-Administrative and Business Services by June 20 each year. Assignments are based upon evaluation of requests to insure best utilization of transportation resources to meet overall campus requirements.
4. Mileage Records
Departments and units to which fleet vehicles are rented on a monthly basis are required to maintain records of vehicle users and uses to demonstrate compliance with University vehicle policies and procedures. To assist in keeping these records, Daily Motor Vehicle Log books are available at Fleet Services for each vehicle on monthly rental. Instructions for filling out daily mileage records and for submission of reports are listed on the inside front cover of the Vehicle Log books. Vehicle mileage is recorded when vehicles fuel up at Fleet Services. If vehicles are not able to get fuel at the Irvine campus (for example, vehicles at UCI Medical Center), a written mileage report should be submitted to the Fleet Services' office by the 20th of each month.
A State of California gasoline credit card bearing the vehicle's University serial number accompanies each vehicle checked out by a user. The license number of the vehicle must be entered on the delivery receipt when purchases are made with the credit card. All receipts must be returned with the car keys when the trip is completed.
Goods and services purchased with the credit card are much more expensive to the University than those furnished by Fleet Services. Whenever possible, vehicles should be returned to the dispatch point for servicing. The department using the vehicle may be charged for the excess costs resulting from inappropriate use of credit cards.
State of California credit cards cannot be used to buy premium fuel. Unleaded gasoline shall be used in all passenger cars except those requiring low-lead regular gasoline. If purchases of premium gasolines are made, the department is billed at the retail pump price.
3. Missing Cards
Lost or stolen credit cards must be reported to Fleet Services and Administrative and Business Services immediately.
1. Reports of alleged misuse of a vehicle (unauthorized use or use for an improper purpose) shall be made to the Vice Chancellor-Administrative and Business Services. Each instance will be investigated in order to establish the facts and circumstances, to determine responsibilities, and to initiate appropriate action. Such action may include obtaining payment of the costs incurred by the University through misuse, or withdrawing or limiting permission to use a University fleet vehicle, or both. Ordinarily the operator is the person primarily responsible for vehicle use. Alternatively, costs may be required to be paid from the budget of the official or organization which authorized the misuse, or the further use of vehicles by that organization limited, if it is determined that primary responsibility rests with the official or organization. If cost reimbursement cannot be collected from the operator, payment may be required from departmental funds.
2. The recovery of costs will not be undertaken in ordinary cases of unintentional fault, but may be appropriate when there is intentional improper use or continued failure to exercise reasonable care or control. Administrative determination regarding possible vehicle misuse should be made through a process which takes into account all relevant factors, provides administrative due process, and permits the flexible and equitable application of judgment to each such case.
The University carries comprehensive coverage under the Self Insurance Program for physical damage to motor vehicles individually valued at more than $500, licensed by the State of California, and operated by Fleet Services or by other departments.
The coverage extended to vehicles is subject to a deductible amount of $500 for each incident of loss.
All drivers traveling into Mexico must obtain minimum liability and property damage insurance before crossing the border. A "Promise To Obtain Insurance" form must be signed when checking out the vehicle. Minimum limits of coverage are $30/60,000 bodily injury coverage and $10,000 property damage. Cost of this coverage is paid by the department operating budget or grant account, as appropriate.
All drivers traveling outside the United States must obtain a Field Trip Authorization Letter from Fleet Services. This Letter serves as identification as well as authorization for use of the vehicle. Arranging for notarization of the Fleet Services Manager's signature on the Field Trip Authorization Letter is the responsibility of the requesting department.
Questions regarding insurance matters should be addressed to the Director, Materiel & Risk Management.
When specialized vehicles such as four-wheel drives, trucks, carryalls, etc., are ordered to serve requirements of a department, an agreement must be negotiated to indemnify Automotive Fleet Services against loss.
Departments requiring special equipment must pay for such equipment and its installation with departmental funds. An example would be the installation of racks and cabinets for plumbers' equipment, cage racks, canvas covers, etc. Fleet Services' responsibility is to furnish basic equipment only to the renting department.
1. Vehicles should be reserved well in advance of the time the field trip is to be made. If the field trip is planned for outside the United States, a letter outlining the trip, its purpose, and scope should be prepared and forwarded to the department chair and the appropriate vice chancellor for administrative approval.
2. Approved requests should be forwarded to the Automotive Fleet Services Manager well in advance for preparation of a Field Trip Authorization Letter. After notarization, the Letter is given to the driver when the vehicle is picked up from Fleet Services. Party chiefs should be prepared to present this Letter, if called upon, to prove official sanction for the trip.
3. At least ten days in advance of the field trip, party chiefs should submit a Check Request, to the Accounting Office for a travel advance large enough to cover reasonable contingencies.
4. The using department or organization must assume financial responsibility for damage to the vehicle when used on field trips under hazardous driving conditions such as off regularly established roads.
5. Party chiefs are reminded that charges for vehicles used for field trips are at the regular Fleet Services time and mileage rates, plus any charges for repairs necessary because of operation over rough terrain or for other damages to equipment which would not have occurred under normal driving conditions. When bills are computed, credit is allowed for properly documented, legitimate vehicle expenses paid from other funds.
6. All minors participating in field trips must carry written authorization from their parents or guardians. When deemed appropriate by the field trip director, student participants may be required to execute a Waiver/Release Agreement.
7. Before traveling into Mexico or other foreign countries, all users must obtain minimum liability and property damage insurance.
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