Rules for Authorized and Sponsored Drivers

Authorized Drivers

Drivers must

• be employees of the University of Minnesota (and sponsored drivers) on official University business.
• be at least 19 years of age and must possess a valid U.S. or Canadian drivers license.
• avoid any act of impropriety when using University-identified vehicles or traveling on University business.
• obey all state laws and federal regulations concerning driving practices and the use and operation of vehicles.
• comply with the Vehicle Loss Control Program. Non-compliance may result in disciplinary action.

Drivers and passengers are required to wear safety belts, and are not allowed to smoke in vehicles.

All traffic offense fines and penalties are the personal obligation of the driver. Fines for traffic or parking violations are not reimbursable University expenses.

Sponsored drivers with international driver's license may NOT drive University owned vehicles.

A. University Vehicles Displaying Decals and Tax Exempt License

These vehicles may:

• only be used for authorized University business purposes.
• only be driven by authorized drivers.

These vehicles may NOT:

• be used for visits, sightseeing, side trips or commuting between the office and home. Drivers must use the most direct route in time and/or mileage when traveling.
• be rented or used for personal travel. Travel between the University and the temporary residence for visiting faculty or staff is considered personal travel.

When used at out-of-town conferences or meetings, these vehicles may be used for traveling reasonable distances to meals from lodgings or meetings.

University vehicles not in use must remain on campus in assigned parking spaces. Departments are responsible for making contract parking arrangements with Parking Services for University vehicles. Vehicles may be taken home overnight when authorized out-of-town meetings or early or late evening off-campus meetings are scheduled.

B. University Vehicles NOT Displaying Decals and Tax Exempt License

Vehicles provided for the President, Provosts, Chancellors and Vice President/Provosts
The President, Provosts, Chancellors, and Vice Presidents/Provosts are provided with University-owned vehicles for their business and personal use.

The make, model and year, is the same for these vehicles and is determined by the Senior Vice President for Finance and Operations and the Assistant Vice President for Support Services and Operations. These vehicles are driven for a minimum of three-year periods.

These officers are responsible for these vehicles, and both the responsible officer and his/her spouse may use the vehicles for personal purposes. No one else, including other family members, may drive these vehicles for personal use.

Personal mileage must be reported quarterly to University Financial Operations and supported by maintaining a log separating personal and business mileage. The University will report personal mileage in accordance with IRS rules.

In addition to their business and personal use of the vehicles, the responsible officers may make the vehicles available to certain drivers in their departments for business use during University business hours.

Vehicles approved by Senior Vice Presidents
Additional vehicles may also be authorized by either Senior Vice President for other senior administrative officers required to travel at least 7500 miles annually on official University business as a result of extraordinarily frequent early morning, late evening and out-of-town trips. These vehicles may not exceed the type of vehicle provided for the President.

Only the University staff provided these vehicles may use the for personal purposes. Personal mileage must be reported quarterly to Financial Operations and supported by maintaining a log separating personal and business mileage. The University will report personal mileage in accordance with IRS rules.

These vehicles may only be driven by authorized drivers. Spouses and other family members are not authorized drivers.

University-owned vehicles that do not display University of Minnesota decals nor tax-exempt license plates may be assessed an additional surcharge for insurance if loss experience dictates.

C. Non-University Owned Vehicles

Vehicles Rented under Annual University Contracts
These vehicles may only be rented for authorized University business purposes and driven only by authorized drivers.

The rental company restrictions apply if more restrictive than for University vehicles.

Sponsored drivers with an international driver's license may only rent non-University owned vehicles.

Vehicles Rented under University Contracts Outside Local Area (Big Ten Contract)
Features favorable rates, liability and physical damage insurance provisions.

Contact Travel Services, 624-2828, for information when planning out-of-state travel.

These vehicles may be rented for personal use. Drivers must keep a log to distinguish personal from business use. Mileage for personal use includes visiting, sight-seeing, side trips, commuting between home and office, and mileage while non-University employees drive. (For example, under the following circumstances, mileage while Non-University employees drive may be reimbursable: if driving on University business a spouse takes a turn driving to a conference and they are eligible according to the rental agreement).

If non-University employees drive and there is an accident, the person driving may be responsible for physical damage deductible levied by the rental company.

Personal Vehicles Used to Conduct University Business
Staff may use personal vehicle to conduct University business.

Employee is responsible for insuring vehicle; University insurance does not cover personal vehicles or occupants.

Employees are covered by Workers' Compensation while acting within the course and scope of their assigned duties.

Personal vehicle use is reimbursable. See the Traveling on University Business Rates for the current rate.