Departments are encouraged to use University owned vehicles whenever possible. University owned vehicles are those available through department ownership, Fleet Services or coordinate campus vehicle pools. When it becomes necessary to rent or lease a vehicle, departments are encouraged to use Fleet Services for local rentals or the company designated in the Big Ten Rental Contract (see Renting Vehicles in the Procedures section) for non-local rentals. If a vehicle is not available using these options, drivers should consider if it is appropriate to use a personal car or truck before leasing one from a company that does not have a contract with the University.
Special Situations
Drug and Alcohol Testing Program
See the
Fleet Services' Drug and Alcohol Policy for FMCSA covered employees of the University of Minnesota.
The University Drug and Alcohol Testing Program covers drivers of vehicles owned, leased, or rented by the University that meet the following criteria of a commercial motor vehicle:
- a gross combination weight rating of 26,001 or more pounds inclusive of a towed unit with a gross vehicle weight rating of 26,001 or more pounds;
- a gross vehicle weight rating of 26,001 or more pounds;
- designed to transport 16 or more passengers, including the driver;
- any size used in the transportation of materials found to be hazardous and require the motor vehicle to be placarded.
Visiting Faculty Member
Visiting faculty members are not allowed to use University vehicles for any use other than official University business. If a visiting faculty member does need a car for non-official use the department should not pay for the car, but pay a stipend to the visiting faculty member and have them pay for a car directly. Fleet Services can make these arrangements.
To minimize the University's transportation costs and insurance risk. Contracts negotiated by the University include lower rates, full insurance coverage and lower insurance deductibles. Rentals from non-University companies require fees for additional insurance coverage. Collision Damage Waiver (CDW) should be purchased and is a reimbursable travel expense. If an accident occurs and CDW was not purchased the deductable for collision expense is $10,000.
There are no forms for this policy.
- Authorized Driver
- Employees of the University of Minnesota and sponsored drivers on official University business. Authorized drivers must be at least 19 years of age and must posses a valid U.S. or Canadian drivers license. Authorized drivers must comply with all requirements of the University's Vehicle Loss Control Program and must follow the rules in the Appendices section of this policy.
- Big 10 Rental Contract
- A contract with a vehicle rental company, negotiated by the University (Travel Services) and other Big 10 schools for non-local rental. The current contract is with National Interrent.
- Overflow Contract
- A contract with a vehicle rental company, negotiated by the University (Fleet Services) to allow for additional vehicles and to provide transportation in areas where the use of University owned vehicles is not allowed.
- Sponsored Driver
- Any non-salaried person under the direct supervision of a department head or above OR the Faculty Advisor for registered student organizations. A letter authorizing sponsored drivers must be filed with Fleet Services before drivers are permitted to drive University vehicles. Governed by same rules and standards as authorized driver (see above).
- University Vehicle
- Vehicles owned, leased or rented by the University of Minnesota to conduct University business.
- Vehicle Loss Control Program
- A program administered by Fleet Services to provide safe and legal operation of University vehicles. This program covers management and driver responsibilities and accident reporting. This program is mandatory for drivers (and their supervisors) who operate University vehicles or who are reimbursed for using their personal vehicle on University business.
- Accounting Services
- Ensure the proper charge back to individuals driving personal miles on University vehicles.
- Faculty Advisors or Student Organization Development Office
- Ensure that all recognized student organizations using University vehicles are using them only for bona fide University related travel. Approve qualified students as sponsored drivers.
- Driver
- Meet the conditions specified for an authorized driver and follow the rules specified in the appendix of this policy. When necessary, keep logs of official and personal use.
- Environmental Health and Safety
- Ensure that all vehicles on the Coordinate Campuses and Stations are safely maintained and have annual vehicle safety inspections.
- Fleet Services
- Ensure that all University owned vehicles are properly titled, licensed, decaled and insured. Ensure that all University owned vehicles comply with applicable state, local and federal laws and regulations concerning vehicles and drivers. Ensure that all vehicles on the Twin Cities campus are safely maintained and have annual vehicle safety inspections. Maintain the Twin Cities Campus Rental pool. Maintain the University's Vehicle Leasing Operation, Vehicle Loss Control Program, and the Drug & Alcohol Testing Program for drivers of commercial vehicles.
- Purchasing
- Maintain the Big Ten Rental Contract and respond to questions concerning the program.
- University Departments
- Ensure that all drivers have a valid drivers license. Contact Fleet Services before you buy, lease, rent or insure vehicles to ensure proper licensing and registration. Pay accident related costs that are not covered by insurance.
Rates
Vehicle Rental Rates for Twin Cities ** Campus
For information about rates at the coordinate campuses, call one of the numbers listed in the Contacts section of this policy.
For personal vehicle reimbursement rate see the Rates section of the Traveling On University Business policy."
There are no frequently asked questions for this policy.
- Amended:
- April 2007 - Updated Responsibilites section.
- Amended:
- October 2004 - Updated Consacts section.
- Amended:
- August 2004: Updated Contacts section.
- Amended:
- May 2004: Added link to travel policy for purpose of referencing mileage rate.
- Amended:
- January 2003 - Mileage rate updated to 36 ¢ Policy Reason updated to say that Collision Damage Waiver (CDW) insurance should be purchased when renting a vehicle not from University Fleet Services. Information about Fleet Services' overflow contract added to the Renting a Vehicle procedure. Added Guide for Using a Vehicle for University Business to appendices.
- Amended:
- January 2002 - Mileage rate updated to 36.5 ¢
- Amended:
- January 2001 - Mileage rate updated to 34.5 ¢
- Amended:
- January 2000 - Mileage rate updated from 31 ¢ to 32.5 ¢
- Amended:
- April 1999 - Mileage rate updated from 32.5 ¢ to 31 ¢
- Amended:
- January 1998 - Mileage rate updated to 32.5 ¢ from 31.5 ¢
- Modification of Titles:
- March 1995
- Effective:
- March 1995
- Supersedes:
- Use of University Vehicles
- Adopted for Policy Book:
- March 1992
-
To obtain a copy of a historical policy,
e-mail the U Policy Librarian at policy@umn.edu or call 612-624-4372.
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