Ohio Administrative Code › Title 3341 - Bowling Green State University › Chapter 3341-8 - Guidelines for Concussions › Section 3341-8-02 - Courtesy cars

Current through all regulations passed and filed
			 through July 1, 2024
(A)
								Policy statement and purpose
This policy recognizes that the
				department of intercollegiate athletics may enter into agreements with local
				auto dealerships to receive courtesy cars for business and incidental personal
				use by that department's coaches and staff in return for admission to
				university athletic events. Its purpose is to establish criteria for those
				agreements and for the assignment and use of courtesy cars.
(B)
								Policy
			 scope
This policy applies to all courtesy car
				arrangements. It does not apply to vehicles purchased or leased by the
				university or to rental cars.
(C)
								Policy
			 definitions
For the purpose of this policy, a
				"courtesy car" is a motor vehicle owned by an auto dealership and provided to
				the department of intercollegiate athletics for use by that department's
				coaches and staff.
(D)
								Policy
(1)
									Courtesy car agreement
Each courtesy car must be the subject
				of a separate agreement approved as to legal form by the office of general
				counsel and signed by the director of intercollegiate athletics and the
				dealership that owns the car. Each agreement will identify the car provided,
				specify any maintenance requirements for the car, and describe the athletic
				tickets and any other consideration to be provided by the department of
				intercollegiate athletics in return for the use of the
				car.
(2)
									Assignment of a courtesy car
The director of intercollegiate
				athletics is authorized to assign courtesy cars to subordinate employees. The
				president is authorized to assign a courtesy car to the director of
				intercollegiate athletics. If a courtesy car is assigned, any vehicle stipend
				will be discontinued for the duration of the assignment, which may be revoked
				at any time in the discretion of the director or
				president.
(3)
									Use of a courtesy car
A courtesy car is to be used by the
				assigned university employee only, and primarily for business purposes and
				commuting to and from work. The assigned employee shall not use the courtesy
				car for towing or to transport pets or other animals, shall not use tobacco in
				the car, and must return the car to the department of intercollegiate athletics
				(or the dealership, if so directed) clean and in good
				condition.
(4)
									Recordkeeping and taxes
The department of intercollegiate
				athletics will provide a copy of each signed courtesy car agreement to the
				controller's office. Each employee who is authorized to use a courtesy car will
				keep records of all business and personal use of the vehicle and provide those
				records and any other requested documentation to the controller's office.
				Personal use of a courtesy car will be treated as taxable income to the
				employee as determined by the controller's office.
(5)
									Insurance
(a)
										The department of
			 intercollegiate athletics will provide a copy of each signed courtesy car
			 agreement to the director of risk management.
(b)
										The university
			 will provide insurance coverage for the assigned employee's use of the courtesy
			 car while engaged in the course of their employment or official
			 responsibilities for the university.
(c)
										The university
			 may elect to make the assigned employee responsible for insurance coverage for
			 their personal use of the courtesy car or may provide the insurance coverage
			 itself. If the courtesy car agreement includes insurance requirements, the
			 associate AD for internal affairs (or designee) is responsible to verify that
			 the assigned employee's insurance complies with those
			 requirements.
(d)
										Deductible payments related to any damage resulting
			 from the assigned employee's personal use of a courtesy car shall be the sole
			 responsibility of the assigned employee.
(6)
									Maintenance and
			 damage
(a)
										The
			 assigned employee is responsible for all maintenance of the courtesy car in
			 accordance with the courtesy car agreement.
(b)
										The assigned
			 employee must promptly report any damage to the courtesy car to the associate
			 AD for internal affairs. It is the assigned employee's responsibility to
			 coordinate repairs with the dealership that provided the car.