IV:02:01 Motor Pool Services

I. GENERAL

A. The provisions of this policy apply to all vehicles used in official university business whether they are state vehicles provided by the university or non-state vehicles secured from an off-campus party/agency or belonging to an employee. This includes the type of vehicle used, all driver qualifications, and all operational requirements and restrictions.

B. MTSU maintains a Motor Pool Service from which employees engaged in official university business may request the use of a state vehicle.

C. It is the responsibility of all employees who use state vehicles to ensure their efficient and economical utilization.

D. In the glove compartment of each Motor Pool vehicle is a book giving instructions in case repairs are needed while on the road, including locations of State Garages.

E. Employees choosing to use personal vehicles for official university business will be compensated as provided in MTSU Policy IV:04:09, Comprehensive Travel Regulations.

II. TYPES OF MOTOR POOL VEHICLES

A. Sedans

B. Mini vans

C. Mini buses

D. Raider Xpress shuttle buses (Handled by Parking and Transportation Services at 898-2850)

E. Motor Pool has withdrawn all 15-passenger vans from service. It is university policy that no 15-passenger vans will be leased, nor will employees be reimbursed for expenses if they rent 15-passenger vans.

III. ASSIGNMENT AND COST OF VEHICLES

A. Types of vehicles are assigned according to the number of people to be transported and the availability of vehicles as noted below. If considerable luggage or cargo is to be carried, a vehicle with greater capacity than that indicated by the number of passengers will be assigned.

Normally, assignment is made as follows:

1. Sedans are assigned to transport from one (1) to four (4) people.

2. Mini vans are assigned to transport from five (5) to seven (7) people, including driver.

3. Mini buses are assigned to transport as many as fifteen (15) people.

4. A Motor Pool vehicle scheduled for routine preventive maintenance will not be pulled off the auto shop work schedule for use on less than two (2) working days notice.

B. The standard rate for the use of Motor Pool Vehicles is quoted in the Addendum. See Exhibit A: "Standard Rate Schedule" of MTSU Policy No. IV:02:01.

IV. MOTOR POOL SERVICES REQUEST PROCEDURES

A. Call the Motor Pool Services office at 898-2415 between the hours of 7:30 a.m. – 4:00 p.m. M-F to check availability of a Motor Pool vehicle.

B. Print a "Motor Pool Vehicle Request Form" from the Motor Pool website
http://www.mtsu.edu/facserv/docs/Vehicle_Request_Form.pdf. Complete and mail to Box 32 or fax to 898-5071 with required signatures.

C. Motor Pool Travel Request Forms are not accepted more than two (2) years in advance.

D. If a vehicle has been assigned and changes in travel plans occur (destination time, date of departure or return, or number of people to be transported) prior to departure, notify Motor Pool Services and the departmental office that made the reservation.

E. No department shall reserve more than three (3) vehicles for any day without permission from the Motor Pool Services.

F. No vehicle checked out for local use may be kept for more than four (4) days without prior approval by Motor Pool Services.

V. CANCELLATIONS

A. If for any reason the decision is made to cancel a trip, Motor Pool Services should be notified at that time.

B. Requests must be received at least one hour prior to desired departure time. All vehicles will be assigned and none are held in reserve for last minute requests.

C. Once a vehicle is assigned for use for a specific trip, and that vehicle is found to be inoperative or unsafe and if no unscheduled vehicle is available, then the scheduling department and driver shall be notified and informed of the anticipated time the vehicle can be made ready for the trip. Other assigned vehicles regardless of date of application will not be canceled to make them available as a substitute vehicle. To prevent a late start on the trip, the driver may elect to use personal or other department approved transportation.

D. A vehicle not picked up two (2) hours beyond the scheduled pick up time shall be considered canceled and available for reassignment. See Exhibit A: "Standard Rate Schedule" of MTSU Policy IV:02:01 for charges.

VI. VEHICLE CHECK- OUT PROCEDURES

A. An approved Motor Pool Vehicle Request Form (see Section IV.B.) must be on file in the Motor Pool office for a vehicle to be checked out.

B. Come to Motor Pool reservations, located in the Holmes Building, at the indicated time on the request form.

C. Fill in driver's license number on the checkout form, sign the form, and present a valid MTSU identification card for verification of employee status. Drivers must have a valid Tennessee driver's license and be on the current MTSU payroll before receiving the keys to the vehicle.

D. Vehicles in the Motor Pool are filled with gas and cleaned after each scheduled trip, but please check gas gauge prior to leaving MTSU.

VII. GAS AND OIL REFILL PROCEDURES

A. University petroleum company credit cards are provided with each vehicle.

If the same vehicle is reserved for more than one day and the vehicle is parked overnight at Motor Pool, it is the responsibility of the driver to secure gas at MTSU fuel pumps if necessary for the next day. Second day reserved vehicles sitting in the Motor Pool area are not automatically filled up with gas daily.

B. Emergency Purchases:

Emergency cash or personal credit purchases for gas, oil, or repairs for Motor Pool vehicles paid for by the driver of the vehicle while in-state or out-of-state must be explained on the form shown in Exhibit C: "Explanation of In-State Purchases of Gasoline, Oil and Repairs" with receipt of purchase(s) attached and forwarded to the Motor Pool Services for either approval or disapproval of the requested reimbursement.

Approved emergency purchases should not be included on a Travel Expense Claim Form. Reimbursement will be directly from a Motor Pool Services expense account.

VIII. NO SMOKING POLICY

Per Tennessee Code Annotated § 4-4-121, smoking is prohibited in all motor vehicles that are owned, leased, or operated by the state, which includes MTSU. Therefore all vehicles that are scheduled through Motor Pool Services are designated as "No Smoking."

IX. NO TEXTING POLICY

Per Tennessee Code Annotated § 55-8-199, no person while driving a motor vehicle on any public road or highway shall use a hand-held mobile telephone or a hand-held personal digital assistant to transmit or read a written message. Therefore texting is prohibited.

X. LUGGAGE, CARGO, AND TRAILERS

A. Motor Pool Services does not supply and departments must not use tie down material, luggage racks, or trailers.

B. At no time shall gasoline or other flammable liquids in containers or small fuel driven motors be carried in Motor Pool vehicles.

XI. TOLL AND PARKING CHARGES

Toll road and parking charges incurred when using a Motor Pool vehicle shall be paid by the user of the vehicle. Receipts must be forwarded along with a Travel Expense Claim Form, signed by all approving authorities, to Accounting Services for reimbursement.

XII. VEHICLE CHECK-IN PROCEDURES

A. When you return, park the vehicle in the Motor Pool Services parking area, lock the car and deposit the keys in the key return box on the building (south side of Bayer-Travis building) near the gas pumps.

B. Place all trash from the vehicle in the trash can near the auto shop entrance. All trash or debris that may cause the vehicle to have a bad odor should be removed, and the vehicle should be thoroughly cleaned by the user before returning.

C. All vehicles must be returned to Motor Pool Services at the time indicated on the request form. In case of delayed return, please notify Motor Pool Services at 898-2415. You should assume the vehicle is scheduled to go back out for use soon after you return it or early the next day, Saturdays included.

D. Vehicles should not be exchanged between persons or departments without the proper check-in and check-out procedures.

E. Motor Pool Customer Survey forms are available at checkout and on the website http://www.mtsu.edu/facserv/docs/Motor_Pool_Customer_Survey.pdf. This form should be used to notify maintenance of problems with the assigned vehicle that needs repair. Just fold the form and place it in the key holder before dropping the keys in the key return box located on the south side of Bayer-Travis building near the gas pumps.

XIII. AUTHORIZED OPERATORS AND PASSENGERS

A. Only current MTSU employees with proper departmental authorization are authorized to operate a state vehicle for official business. Authorization to use a state vehicle shall be limited to official use within the scope of employment of the employee.

Students, graduate assistants, teaching assistants, and student assistants must be on active payroll (employee) status while operating a state vehicle. Students on academic service (scholarship) programs are not part of the official payroll and therefore should not drive state vehicles.

B. All employees must have an appropriate valid Tennessee driver's license prior to being authorized to operate the assigned vehicle.

C. Passengers in state vehicles shall be limited to the following:

1. Employees of MTSU when within the scope of employment,

2. Students of MTSU engaged in institutional or school sponsored activities, and

3. Other persons when it is necessary for them to accompany an employee on official business or as a guest of MTSU.

XIV. RESTRICTIONS ON COMMUTING

A. Motor Pool vehicles for trip assignment may not be used for commuting to and from home. Under no circumstances should a Motor Pool vehicle be at an employee's home.

B. Special assignment vehicles may not be used for commuting unless approved by the president of the university.

XV. REQUIRED DRIVER REPORTS

Should any of the following occur, the assigned driver of the Motor Pool vehicle should report same in writing to the appropriate department with a copy to Motor Pool Services:

A. Parking citation

B. Traffic, moving violation, or other tickets issued

Citations and tickets in XV (A) and/or XV (B) above issued for unlawful acts that include monetary fines are the responsibility of the driver of the vehicle to either pay or settle in a legal manner.

C. Where personal injury or property damage occurs in an accident involving a university vehicle, return a copy of the accident report that is completed by the local police or authority to Motor Pool Services.

XVI. MAINTENANCE AND REPAIR OF VEHICLES

All university vehicles shall be serviced and repaired either by or under the direction of the Motor Pool lead mechanic.

XVII. PURCHASING A VEHICLE

A. When purchasing a vehicle, departments must obtain approval of the bid specifications from Motor Pool Services prior to submission of the requisition to Procurement Services.

B. Procurement Services shall consult with Motor Pool Services on any deviation from specification and/or alternatives prior to issuing a purchase order.

XVIII. MISUSE OF VEHICLES

A. Employees who misuse university vehicles will be subject to disciplinary sanctions, depending upon the magnitude of the misuse and the frequency with which it has occurred. Misuse includes any of the following:

1. Violations of traffic laws including exceeding posted speed limits, reckless driving, and illegal parking;

2. Careless operation that results in damage to the vehicle or injury to persons or property;

3. Use of a vehicle for personal business or unauthorized commuting purposes;

4. Use of radar detection devices; or

5. Use of a vehicle contrary to the provisions of this policy.

B. Penalties for misuse of vehicles shall be recommended and approved through the appropriate chain of command to the president of the university. Additionally, the employee may be required to pay for damages to the vehicle caused by misuse.

XIX. NOTICE OF LIABILITY AND PENALTIES FOR MISUSE

Per TBR Policy 4:03:02:00 Motor Vehicles, Exhibit B shall be posted at the site where vehicles are checked out and shall be contained in each vehicle for the benefit of the drivers.

EXHIBIT A - Standard Rate Schedule

EXHIBIT B - Notice of Liability and Penalties for Misuse of Motor Vehicles

EXHIBIT C - Explanation of In-State Purchases of Gasoline, Oil and/or Repairs

Revisions: August 24, 2003; August 11, 2006; March 18, 2010.

Cross-References: MTSU Policy IV:04:09 Comprehensive Travel Regulations; T.C.A. § 4-4-121; TC.A. § 55-8-199; TBR Policy 4:03:02:00 Motor Vehicles.