Use of State-Owned and Privately-Owned Vehicles for Official University Business

(Admin. Policies)

I. Purpose

To outline the University’s policy on the use of State-owned and privately owned vehicles for official University business.

II. Policy

A. State-owned vehicles, or privately owned vehicles for which transportation costs are to be reimbursed by the University, will be used only on official University business.

B. When available, State-owned vehicles will be used rather than privately owned vehicles except when there are compelling reasons for doing otherwise. Where a privately owned vehicle is used for official University business, the mileage reimbursement rate may not exceed that approved by the State Comptroller.

C. State-owned vehicles will be operated in accordance with the guidelines prepared by the Office of General Services entitled, “Driving a State Passenger Car,” a copy of which is to be located in the glove compartment of each State-owned passenger vehicle. Fuel for State-owned vehicles should be obtained from State facilities where possible.

D. Student-owned vehicles may not be used for official University business.

E. The campus president will designate the person or persons who are authorized to approve the use of State-owned or privately owned vehicles.

F. A driver or drivers will be designated for each trip in a State-owned vehicle. The campus president will name the person or persons who are authorized to designate drivers.

G. Students will be assigned to drive a State-owned vehicle only when it is not feasible to use another driver. The campus president will designate the person or persons who are authorized to appoint student drivers. A separate authorization for the use of a student driver must be made for each trip.

H. All designated drivers of State-owned vehicles must have valid driver’s licenses.

I. Whenever a State-owned vehicle is used, its destination will be clearly indicated on the form authorizing the use of the vehicle.

J. Only the campus president or designated vice president may approve the use of a State-owned vehicle outside New York. Direct travel through New Jersey enroute between upstate and downstate is not considered out-of-State travel.

K. State-owned vehicles may be assigned to students for the purpose of conducting official business of the Student Assembly.

L. State-owned vehicles may be used for transporting students only for the purpose of field trips required for an instructional or research program or to intercollegiate competitions in such fields as athletics, speed, music and drama, and other social, recreational, cultural and educational programs authorized by the chief administrative officer or his/her designee, provided such events are accompanied by a member of the campus staff.

III. Exclusions

A. An auxiliary services corporation may not provide a corporation-owned vehicle for official University business for the purpose of its monetary benefit.

B. The use of vehicles owned by auxiliary services corporations or other associated with the University, but not financially supported by the University, for purposes of the official business of such corporations or organizations, are excluded from this policy.

IV. Authority

*Procedure clearance from Thomas H. Winfield, Jr. dated 3/30/88 to Randy Symanski.

Approval granted by Chancellor Clifton R. Wharton, Jr. dated 9/30/81 in response to Vice Chancellor Harry K. Spindler’s memorandum dated 9/29/81.

Procedure clearance from Harry K. Spindler dated 2/22/79, and Memorandum to Presidents from Chancellor Boyer dated 2/19/71 regarding Policy Statement on Travel Expenses and Use of Automobiles.

*Revised Material 9/20/88

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