Procedure 6.12.02 - Use of College Vehicles

College vehicles may be available when employees or students need transportation for official college functions, such as field trips that are an integral part of instructional programs, athletic programs, student club activities, or other special occasions that may arise.

Academic Use

Individuals using college vehicles are responsible for recording the odometer mileage readings at departure from and return to campus. Mileage charges to respective departmental budgets are based on the currently approved rate.

Non Academic Use

Charges for non-academic use of college vehicles for student clubs, athletics, organizations, or other student groups reflect the current rate as determined by the Business Office. The Business Office charges an appropriate activity within the SGA budget for this amount. If the SGA is not providing financial sponsorship for the activity, then the sponsor of the activity is responsible for the collection of money from students or other sources to cover the cost. The sponsor of any non- academic or academic use of a vehicle is responsible for scheduling the vehicle, recording mileage, and submitting records to the Business Office.

Authorization to Drive College Vehicle

Employee or student drivers should have a driving record free of moving violations for the past three years. Each prospective driver must make an application to qualify for driving a college vehicle through the vice president of administrative services. Drivers must have approval before driving a college vehicle. It is the responsibility of the trip sponsor to make the arrangements to qualify drivers. Upon receipt of the completed application and the corresponding Motor Vehicle Record report (MVR) of the driver, the application will be approved subject to the following minimum standards: Based on accident/violation history, an individual’s driver record becomes unacceptable if one or more of the following exists:  Two or more at-fault accidents in the last three years.

  • One or more Major violation(s) in the last three years.
  • Any combination of at-fault accidents and Minor violations which equal three or more in the last three years.

Designation of Major and Minor violations are based on a survey of state point systems. Violations receiving the higher number of points are classed as Major. These are considered serious in nature. Major Violations Include:

  • Driving under the influence of alcohol
  • Driving under the influence of drugs
  • Negligent homicide arising out of the use of a motor vehicle
  • Using a motor vehicle for the commission of a felony
  • Aggravated assault with a motor vehicle
  • Permitting an unlicensed person to drive
  • Reckless driving
  • Speed contest/racing
  • Hit and Run driving
  • Speeding 20 mph or more over the speed limit
  • Operating a vehicle without a valid driver’s license

Minor Violations

  • All moving violations not listed as Major violations

It is the responsibility of the driver to immediately notify the office of the vice president of administrative services of any violations received or changes in driver license status subsequent to the date of approval. The MVR will be run on an annual basis.


Only students and employees or others legitimately participating in an activity of the college are eligible to ride in college vehicles. The vice president of administrative services may approve others as passengers in college vehicles if space is available and provided such approval is requested in advance and current insurance coverage is available.

Scheduling College Vehicles

The office of the vice president of administrative services schedules the use of college vehicles. Employees should request the use of vehicles through the appropriate supervisor. The vice president of administrative services makes final approval. An application form for college vehicle use is available on the college Infonet site. Whenever a college vehicle is not available and an employee/sponsor is approved to use his/her private vehicle, the employee/sponsor is required to have current liability automobile insurance on the vehicle to be used when traveling.

Cancellation of Vehicle Use

If a scheduled activity is changed and the vehicle not used, the requester should notify the vice president of administrative services immediately. Conditions of Use Users of college vehicles should return the vehicle to the appropriate location promptly and in clean condition.

Adopted: January 1, 1997

Revised: July 20, 2010