Source: http://www.asu.edu/aad/manuals/fac/fac204.html
Timestamp: 2015-07-03 20:16:44
Document Index: 250646545

Matched Legal Cases: ['§\n28', '§ 49', 'in fine', '§ 41', '§ 38', '§ 28']

Facilities Management Manual (FAC)
Effective: 7/1/1988
Revised: 11/6/2012
FAC 204: University Vehicle Policy
Clean Air/Emissions
To define rules and regulations for the purchase and operation of a university-owned vehicle
Arizona Revised Statutes §§
28–403, –701, –909, –1441;
38–538; 49–455, –541; 41–621, –803 et
Arizona Administrative Code R2-10-101 et
Arizona State University Facilities Development and Management
All university vehicles
A university vehicle is defined as any car, truck, van, SUV, cart, motorcycle or other licensed means of transportation owned or leased by the university, for use by university officers, employees, students and volunteers on official business. All policies shall be followed unless an exception has been granted by the executive vice president, treasurer, and chief financial officer (CFO).
Vehicle Marking and
University vehicles are identified by standard markings. These
markings comply with the University Graphic Standard. Markings
shall be of the size and appearance indicated below:
The ASU decal is displayed on both driver and passenger doors of vehicles, or on the outside rear panels of carts. If a department opts to place their departmental decal/name on a vehicle it may only be installed at the top or bottom of the rear windshield of a vehicle, or on the upper-front right side window of a cart. A “No Smoking” and “Buckle Up” decal is placed on the passenger door window of a vehicle, or on the front right side window of a cart.
All university vehicles use the following numbering system:
All vehicles use a five- or six-digit number.
The first character reflects the campus to which the vehicle is assigned:
T—Tempe Campus
P—Polytechnic Campus
W—West Campus
D—Downtown Phoenix Campus.
The second and third digits are the model year of the vehicle.
The next two or three digits are assigned by Fleet Program Manager in the
order of purchase for the model year.
Extraneous Markings
No permits, stickers, signs, or other markings are allowed on any
university vehicle, other than official university markings. This also applies to vehicles or carts that are donated to the university.
For-Official-Use-Only Decal
The “Official Use” decal is placed on the rear, driver-side of the vehicle, or on the front right-side window of a cart.
University vehicles shall bear state governmental license plates and
Air/Emissions Control
Emission inspections shall be conducted according to Arizona
Revised Statutes § 49–541. Government vehicles are subject to the same testing requirements and frequency as private vehicles. Departments are responsible for ensuring emissions testing is complete for vehicles for which they are responsible. The Arizona Department of Environmental Quality (ADEQ) Web site provides the information necessary to complete the inspection process. Emission inspection stickers are placed on the corner of the driver-side rear windshield. Completed emission inspection paperwork must be forwarded to Tempe Campus Facilities Management. Emission certifying vehicles is a department responsibility and failure to do so will result in fines.
Alternate Energy Fuel
Economy Program/Vehicle Acquisition
University vehicles shall be purchased in accordance with the
Clean Air Act of 1990, the Energy Policy Act of 1992, and
Arizona Revised Statutes § 41–803.
All vehicle purchases must be approved in writing by ASU Purchasing to ensure that vehicles meet the guidelines of this policy.
All vehicles acquired by the university are evaluated by ASU Purchasing for feasibility of utilizing alternate fuels based on
cost and use of the vehicle.
University vehicles may be used for university business only. Anyone authorized to utilize a university vehicle must have a valid driver’s license and have completed the ASU Defensive Driving Training Course. Cart drivers are required to complete an ASU Driving on the Mall training course.
Smoking in University
Smoking is prohibited in all university vehicles.
Drivers and all occupants of university-owned vehicles and non-university owned vehicles used for university business are required to wear a properly fastened seat belt. The driver must ensure that all occupants use seat belts at all times. No person shall be transported in a vehicle unless there is a secured seat and seat belt provided.
Proof of insurance or “evidence of financial
responsibility” is satisfied by display of the designation
“State of Arizona, Arizona State University, For Official Use
Only” on the vehicle. A State of Arizona insurance card must be maintained in any vehicle traveling to Mexico.
The Arizona Department of Administration, Risk Management Section (RMS), maintains property (physical damage) and liability insurance coverage for university-owned vehicles in
accordance with state law and regulations. The property and liability coverage for university-owned, leased, and rental vehicles is provided on a primary basis. RMS provides liability only coverage on an excess basis for privately owned vehicles utilized for official business of the university; coverage for physical damage to privately owned vehicles is not provided. RMS does not provide medical payment coverage for occupants of any vehicle used for university business.
Vehicles shall be used for official university business only,
according to Arizona Revised Statutes § 38–538.02
and Arizona Administrative Code R2-10-107.
Vehicles shall not be used for the following purposes:
business other than official university business
domicile-to-duty transportation
personal convenience or
the transportation of any other person not essential to the
accomplishment of the purpose for which the vehicle is
A written report must be made on all motor vehicle accidents,
regardless of the amount of damage, within 24 hours of the time of the
accident, using the forms supplied by the investigating officer at
the scene of the accident and by ASU Environmental Health & Safety/Insurance Services. ASU Environmental Health & Safety/Insurance Services must receive the report or report number as soon as possible after the accident. If another driver is involved, the operator should ask
the other driver to fill out the police-provided courtesy cards.
Names and telephone numbers of any witnesses should also be
obtained. Vehicle operators must take drivable vehicles to two
automobile body shops for repair estimates. Operators must return
the vehicle to the university and deliver the estimates to ASU Environmental Health & Safety/Insurance Services for insurance processing.
For non-drivable vehicles, the responsible department shall secure the vehicle from the towed location (e.g. police impound), have the vehicle removed to ASU Surplus and make arrangements for obtaining two automobile body shop repair estimates. Responsible departments should then deliver estimates to ASU Environmental Health & Safety/Insurance Services for insurance processing.
ASU and its officers, agents, and employees shall cooperate with
the Arizona Attorney General’s Office and Department of
Administration and their representatives and shall provide all
information and materials required for adequate investigation and
resolution of insurance claims.
University officers, employees, students, and volunteers are
personally responsible for the prompt payment of fines for any
traffic citations received while driving a university vehicle.
Under no circumstances shall citations be paid with university
No vehicle shall be driven at a speed more than the posted speed
limit or faster than road conditions permit, according to
Arizona Revised Statutes § 28–701. No vehicle
operator shall violate any local or state law, or university
Departments are expected to perform regular maintenance as recommended by the vehicle manufacturer. Employees operating university vehicles must ensure that:
the vehicle is operated safely and in a manner as prescribed by
the vehicle manufacturer and
vehicles are kept clean and litter free.
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 vehicle undergoes a safety check by a qualified mechanic and necessary repairs are completed.
All safety discrepancies must be reported to the head of the responsible department immediately for repair. Under no circumstances shall an
unsafe vehicle be operated. Safety discrepancies include but are
any discrepancy that hinders efficient and safe operation of
Department P-cards are not allowed to be used to purchase fuel. The Voyager Card is the preferred method of payment for fueling official ASU vehicles and gasoline-powered equipment. The Voyager Card is issued by (and is the property of) Voyager Fleet Systems, Inc. For more information see Financial Services Best Practices, Voyager Card.
For vehicle rentals associated with ASU business, the university encourages departments to rent vehicles from the ASU preferred vendors on the Educational & Institutional (E&I) Cooperative Purchasing Contract, found at ASU sunMart. Car rental and bus charter information can also be found on the Financial Services Travel Web page.
The purchase, lease, or rental of 12- and 15-passenger vans for official university road travel is prohibited.
University employee business travelers are covered by State of Arizona Risk Management liability insurance and should decline any additional insurance offered by the car rental agency. The traveler should indicate the rental arrangement is for university business by adding “On behalf of Arizona State University” behind the traveler’s name on the credit card agreement. This rule does not apply in foreign countries.
Drivers are required to attend the ASU Defensive Driver course and submit the Driver Authorization Form along with a copy of his or her current Arizona driver’s license to the Office of Human Resources prior to renting a vehicle for business purposes. The form only needs to be submitted once and the information is maintained by OHR.
Vehicle Acquisition. Refer to PCS 205: “Acquisition of Vehicles.” Vehicle Relocated, Sold or Sent to ASU Surplus Property.
The fleet program manager should be notified immediately when there is a change in vehicle ownership or Vehicle Point of Contact (VPOC). Reporting Requirements. To comply with federal and state reporting requirements, a VPOC will be asked to provide information for their department’s vehicle(s) on an annual basis. The fleet program manager will contact VPOCs via email when vehicle information is required. The fleet program manager will provide a link to an online vehicle survey form used to capture the following information:
odometer reading as of 6/30
fuel costs/units and type purchased
and date of last emissions test.
Departments shall forward copies of any maintenance invoices and/or updated emissions testing records to the fleet program manager when maintenance or testing is completed.
Please contact Facilities Development and Management, Fleet Programs at fleet-services@exchange.asu.edu for assistance.
For rules and procedures about driving state vehicles, see the
Environmental Health & Safety Policies and Procedures
108, “Environmental Health and Safety Training”
119, “Motor Fleet Safety.”
the Academic Affairs Policies and Procedures
Manual—ACD
804, “Tobacco-Free Campus”
the Environmental Health & Safety Policies and Procedures
Manual—EHS
705–02, “Vehicle Loss Insurance Recovery.” and
the Staff Personnel Policies and Procedures Manual:
See also the Property Control Systems Policies and Procedures
PCS 210: “Interdepartmental Acquisition of Used Equipment”
PCS 501: “Relocating Equipment within a Department”
PCS 1002–02: “Disposal of Equipment to Surplus Property.”
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