Policies & Procedures for Salisbury University Fleet Vehicles
All institutional employees who operate University owned vehicles must
comply with all policies, procedures, rules, and instructions covering the use
of University owned vehicles. (» Part 2)
Who May Drive a University Owned Vehicle
1. University vehicles may be driven only by authorized employees of the
University who have been certified by the Salisbury University Motor Pool.
A student may drive when employed by the University if
he/she is at least 18 years old and has been assigned as a
driver in his/her work responsibility.
Campus departments/clubs/sport teams may, in addition,
designate in writing, several qualified students or
volunteers to serve as non-employee volunteer drivers when
the need for such is justified. These volunteers must be
certified by the SU Motor Pool as well.
Volunteers are subject to a driving record review by the
SU Motor Pool and their participation is
limited to the specific
2. Any person planning to drive a State vehicle must be certified through
the Salisbury University Motor Pool.
All drivers must possess a driver’s license that is valid in the State of
An employee who has an accumulation of six (6) or more points for moving
violations is prohibited from operating University owned vehicles.
3. The University Police Department conducts driver refresher courses for
employees (including student employees) as needed. (Typically, 15 new
employees, student employees, and/or volunteers comprise a course.)
The Motor Pool conducts training sessions on the fundamentals of pulling
a trailer. These sessions cover how to hook up the large trailer, how to
turn and pass with a trailer, and how to back the trailer up. Each session
group consists of five people. This course is mandatory and must be
completed before being allowed to pull a trailer.
Please note: University trailers are insured ONLY when being towed by
a fleet vehicle. All school canoes, kayaks, and equipment must be transported by
school trailers behind school vehicles.
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Restrictions/Regulations for Using a University Owned
1. University owned vehicles are to be used exclusively for official
University business. Personal business or pleasure use is prohibited.
University vehicles driven and used by students, non-employees, and
volunteers are subject to the following limitations:
Travel must be directly related to the curricula activities and business
functions of the University.
For teams/clubs/organizations, travel must be directly related to
University activities (e.g., Rugby, Frisbee, SGA, etc.).
2. Passengers are limited to those persons who are properly
authorized to participate in a University function with an employee
traveling on official business. The traveling employee is
responsible for appropriate authorization of passengers.
Where properly authorized, this includes the employee's spouse,
students, or guests of the University whose presence as a passenger
is directly related to the employee’s official business trip.
Children of faculty or staff members are not permitted to
accompany the member in a University vehicle unless they are
officially participating in the business of the University.
3. It is the driver’s responsibility to ensure the use of passenger
restraining devices by all vehicle occupants. (See Addendum 1 – Occupant
Restraint Devices Policy).
4. All traffic and parking laws are to be obeyed. All violation
fines are the responsibility of the driver.
5. The use of University owned credit cards is restricted to the
specific vehicle or vehicles to which it is assigned. Under no
circumstances are these credit cards to be used otherwise.
6. University vehicles may not be rented or loaned to outside
groups, individuals, or organizations.
7. Smoking is not allowed in any University fleet vehicle.
The no-smoking policy applies to all vehicles whether or not the driver
is the sole passenger in the vehicle or whether or not other passengers
object to smoking.
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Assignments of Vehicles
1. Priority in assignments of vehicles is as follows:
Admissions can bump anyone or any group, at any time.
Academics and Athletics can bump a student club/organization
from a vehicle not less than two weeks before the trip is to take
Following is the order of priority of State vehicles:
||(same as cars)
2. University vehicles may be assigned to those employees who travel
the greatest number of official (non-commute) miles in excess of 10,000
miles per year, unless the President or her designee determines that the
use of a vehicle is required for the efficient operation of a University
program regardless of miles traveled.
3. Assignments are not made on the basis of seniority or
classification of an individual. They are made to positions meeting the
4. Assigned vehicles not in use will be available for other
employees requiring transportation for official business.
5. Assigned vehicles do not transfer with employees who move to
6. Vehicles are not assigned to individuals with driving records
that indicate an inability to operate a vehicle in a safe and
7. The President or her designee will continually evaluate the
benefit of pooling University owned vehicles to increase utilization of
vehicles and to promote flexibility of employee transportation.
8. The Institution will monitor usage of its vehicles to ensure that
the vehicles meet the required 10,000 official mile minimum or other
criteria and report the results to the State Fleet Administrator
The 10,000 mile minimum applies to vehicles assigned to
individuals and to pooled sedans that regularly leave the campus. It
does not apply to vehicles that are predominately used on campus
(i.e., pickups, vans that are used daily but accumulate little
yearly mileage, etc.).
Should an improper or inefficient vehicle assignment continue to
exist within the University, the University Fleet Administrator will
notify the University that the vehicle should be reassigned. Should
the University not take action on the vehicle within 60 days after
notification, the Chancellor will initiate the reassignment or
declare the vehicle surplus.
9. Where a car rental is deemed necessary, the University expects
the lease of the least expensive car that will accommodate the trip’s
Employees should not purchase Collision Damage Waiver (CDW) or
Loss Damage Waiver (LDW) insurance.
Employees will not be reimbursed for CDW or LDW car rental
insurance coverage within the 50 states.
Vehicles rented to the State are covered for liability under the
Maryland Tort Claims act. SU will be responsible for the first
$1,000 of damages (the deductible) if an accident occurs with the 50
states. However, an employee traveling outside the United States
should agree to the CDW/LDW and will be reimbursed for the cost.
When signing the rental agreement, the renter must include
his/her name, USM/SU, and the State of Maryland.
Reimbursement will be by expense account and original rental car
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POLICY ON DRIVING RECORD REVIEW
1. The University Fleet Administrator will review the driving
record of each employee permitted to use its vehicles when the employee
begins work, and at least once a year thereafter.
2. The University Fleet Administrator will exercise care in
allowing persons to operate University vehicles in order to promote
safety and reduce liability and costs associated with poor driving (See
Addendum 4 - State Policy On Recommended Minimum Corrective Action.
Employees who have driving records that show an accumulation of
six (6) or more points for moving violations will not be allowed to
operate fleet vehicles.
An employee whose driver's license is suspended or revoked will
not be allowed to operate a vehicle during the period that the
suspension or revocation is in effect.
Employees who have driving records that exhibit a general
disregard for individual responsibility in operating a vehicle
either through points accumulation or repeated violations may not be
allowed to operate University vehicles.
PRIVATE MILEAGE REIMBURSEMENT
1. All employees conducting University business should contact the
Motor Pool to schedule use of a vehicle.
2. Employees may be required to use personal vehicles in order to
carry out assigned duties when a University vehicle is not available or
when the employee does not satisfy the assignment criteria.
3. Authorized persons who use a privately owned motor vehicle for
official University business will be reimbursed in accordance with the
current officially approved rate.
Should an employee prefer to use a
privately owned vehicle when a University vehicle is available for
conducting official business, the employee will be reimbursed at the
privately owned vehicle rate. Use of privately owned vehicles must
be pre-approved by the unit budget administrator.
Personal vehicle usage will be reimbursed at the current rate
per mile if a State vehicle is not available for use; reimbursement
of one-half the current rate per mile will be paid if a State car is
available and the employee chooses not to use it. (This
reimbursement will require the budget approval of the employee’s
[*Subject to Change Annually]
4. Authorized drivers will be reimbursed for reasonable parking and
toll expenses incurred while conducting official business in a privately
5. The University will not reimburse its employees for any increased
insurance premiums attributable to use of their vehicle for business.
Reimbursement for insurance is reflected in the mileage reimbursement
6. Reimbursement for private vehicle usage is based on the
principle that if an assigned office is reached at any point during the
day, commuting would have been required, and it is therefore reasonable
not to reimburse the employee for any commute mileage. For example:
An employee who leaves the office to conduct business in the
field and returns to the office may be reimbursed for all mileage
directly connected with the business trip.
An employee who leaves home to conduct business without stopping
at the assigned office may be reimbursed for all mileage directly
connected with the business trip.
An employee who conducts business prior to coming into the
assigned office, or on the way home from the assigned office, may be
reimbursed for all mileage in excess of the commute miles
The University may not reimburse an employee for commute miles
traveled in a private vehicle including after hours business travel,
weekends, or holidays.
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VEHICLE INSURANCE & PROCEDURES IN CASE OF ACCIDENTS
1. The State of Maryland has been self-insured since July, 1986.
Responsibility for this activity lies with the Office of the State
2. The following is a brief summary of the current insurance
coverage for State vehicles. The University Fleet Administrator has or
can obtain any additional information on request.
Liability - (damage to other vehicles, property and
people): $50,000 limit per claimant is the maximum amount available
under the Tort Claims Act for accidents that occur within the State.
The liability limit varies for accidents that occur out of State.
Physical Damage - (damage to the State vehicle): "Actual
Cash Value" as determined by the Insurance Division, State
Towing and storage - The State provides coverage, subject
to the $1,000 deductible per occurrence.
3. Each year, the Treasurer requests a self-reported inventory from
the University to determine the number of vehicles to be insured.
Additional information is supplied by the Insurance Manager, Office of
the Treasurer, or from the University Fleet Administrator as
4. The University conducts all vehicle related insurance activities
in accordance with the current insurance policies and procedures, as
provided by the Insurance Manager, Office of the State Treasurer.
5. Accidents are to be reported within twenty-four (24) hours to the
University Fleet Administrator (see Addendum 2 – General Guidelines When
Involved in an Accident, and Addendum 3 - State Policy On Vehicle
Safety And Accident Reporting).
6. Operators of University owned vehicles are personally responsible
for vehicles operated by them. Should damage result through misuse or
gross negligence, the operator may be required to make restitution to
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USE OF GASOLINE, OIL, TIRES AND BATTERIES
1. A monthly travel log must be maintained for each University
vehicle. The log must identify all vehicle expenses and be forwarded to
the University Fleet Administrator promptly at the end of each month.
2. University owned vehicles are to be maintained in accordance with
manufacturer’s recommendations. All warranties are to be fully
3. Gasoline and oil:
Whenever possible, vehicles should use gas and oil obtained at
the University 's central facilities. It is also possible to obtain
gas at other State fueling locations at prices below those offered
by commercial filling stations.
Drivers not having access to University or other State
facilities are expected to make retail purchases from dealers
offering the lowest price for an appropriate octane fuel as
recommended by the manufacturer. Drivers are required to use
self-service facilities whenever available.
Retail payment is normally made using the University’s or the
State’s gasoline credit card. Arrangements for these credit cards
are usually made through the University Fleet Administrator or its
4. Tires and Batteries
Whenever possible, bulk contract price tires and batteries are
to be utilized.
The University Fleet Administrator and Purchasing Agents
may obtain current State contract information from the Department of
General Services, Purchasing Department
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ADDENDUM 1 : OCCUPANT RESTRAINT
1. The President or appropriate designee is responsible for
implementation and enforcement of this policy.
2. All appropriate University vehicles must be equipped with
occupant restraint devices (e.g., seat belts, shoulder harnesses, air
bags, etc.) as mandated by Federal Motor Vehicle Safety Standards in
effect at the time the particular vehicle was manufactured.
3. All occupant restraint devices installed in University vehicles
must be maintained in proper operating condition. The University Fleet
Administrator will follow up to insure that these devices are maintained
in proper working order.
4. Except as specified elsewhere, no one may operate a University
vehicle in which the occupant restraint devices for each occupied
seating position is not completely operational.
5. Except as provided elsewhere, no person may drive or ride in the
front seat of a University vehicle or any other motor vehicle being used
to conduct official State business, unless properly restrained by the
occupant restraint device available at the occupied seating position. It
is the driver's responsibility to ensure that the passenger uses the
available restraint device.
6. Personnel found to be in violation of the occupant restraint
device policy are subject to disciplinary action as follows:
a. First instance – counseling by supervisor followed by written
and signed Memorandum of Understanding;
b. Second instance or any subsequent instances - counseling by
supervisor and notation in the employee's personnel employment
c. Three instances within any 180-day period - an official
reprimand recorded in the employee's employment record;
d. Four or more instances within any 180-day period - suspension
of the privilege of using a University vehicle for a period of six
e. Any instance noted in an accident report or developed in
subsequent investigation of an accident involving a University
vehicle, which indicates that the front seat occupant restraint
devices in the vehicle were not being properly utilized when the
accident occurred, will be reviewed by the President or designee.
The first such accident-related instance will result in appropriate
counseling and an official reprimand entered into the responsible
employee's personnel history file. Any subsequent accident related
instances will result in the suspension of the driver's privilege of
driving a University vehicle for a period of one (1) year.
NOTE: During the time period when any such suspension is in
effect, the person subject to the suspension may not be reimbursed
for the use of a privately-owned vehicle in the conduct of
University business at a rate greater than one-half the normal
private mileage reimbursement rate in effect during the period of
7. Any attempt by a State employee to disable the occupant restraint
devices installed in a University vehicle will be deemed an act of
willful insubordination and destruction of University property subject
to immediate suspension without pay pending filing of charges for
8. An employee may operate a University vehicle without using the
occupant restraint devices only when it is necessary in order to
transport the vehicle directly to the repair facility where the devices
are to be repaired or replaced and made fully operational.
9. The occupant restraint devices installed in a University vehicle
may be temporarily disabled or removed by vehicle maintenance personnel
only when it is necessary in order to perform maintenance on or affect
repairs to the vehicle or the restraint system.
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General Guidelines When Involved In An Accident
1. Stop as near to the scene as is safely practical; avoid blocking
traffic and otherwise minimize potential danger to others.
2. If necessary, notify appropriate emergency medical and/or fire
3. A police officer must be requested to make a formal report.
Failure to follow this procedure must be fully explained in
writing. (Attach report to ACORD form)
4. Provide identification to involved parties.
5. Protect University property.
6. Cooperate with police and emergency medical personnel.
7. DO NOT admit negligence or fault or offer settlements.
8. Obtain names and addresses of witnesses/involved parties
(accident incident information exchange).
9. Notify appropriate University representative, the University
Fleet Administrator, as soon as possible.
10. Report promptly and completely in accordance with guidelines.
11. Accidents involving evacuation by emergency medical personnel
must be reported immediately by telephone to the University Fleet
12. The University Fleet Administrator should advise the
claimant/attorney to contact the Insurance Division of the State
Treasurer's Office with questions.
13. The Insurance Division personnel will instruct the
claimant/attorney as to the proper procedure for filing a formal notice
MAKE NO OTHER COMMENTS. VOLUNTEER NO INFORMATION.
14. Forward a copy of any correspondence received relative to a
claim to the Insurance Division of the State Treasurer's Office.
ADDENDUM 3 : STATE POLICY ON
VEHICLE SAFETY AND ACCIDENT REPORTING
1. Every Institution is expected to promote and manage vehicle
safety, accident control/reporting, and driver corrective action
efforts. The Institution will identify a Fleet Administrator. The
University Fleet Administrator will:
Generally promote and coordinate vehicle safety. Motor Pool
provides regular safety inspection and maintenance for all
Staff the Institution's Accident Review Board.
Coordinate with the State Treasurer's Office Insurance Manager
and/or the Institutional Insurance Coordinator concerning vehicle
Ensure and coordinate appropriate completion of the:
Accident Report (ACORD Form)
Investigation Guide or Police Report
Accident Review Board Work Sheet
Corrective Action Evaluation
2. Institutions are expected to periodically convene their Accident
Review Boards to determine:
a. Driver history/performance
b. Accident cause(s) conditions
c. Accident preventability
d. Necessary driver corrective action.
3. The Board will provide a summary of findings and recommendations
to the President or to the appropriate designee. If an accident is found
preventable, the Board will recommend driver corrective action.
4. Human Resources is expected to review Accident Review Board's
findings and recommendations. Approved recommendations will be sent to
appropriate supervisor for action.
5. All Institutional drivers are expected to use vehicles in
accordance with the Policies and Procedures for Salisbury University
Fleet vehicles. In the event of any accident, drivers should adhere to
the following guidelines:
State Policy on Reporting an Accident or Loss
1. Reporting Accidents - General
Vehicle Liability Coverage is self-insured by the State and managed
by the Insurance Division, Office of the State Treasurer. This program
comes within the scope of the Maryland Tort Claims Act. Incidents and/or
accidents involving a motor vehicle, mobile equipment or miscellaneous
equipment (lawn mowers, etc.) are to be reported IMMEDIATELY on the
ACORD Automobile Loss Notice form. Accident reports are to be
completed and distributed within twenty-four (24) hours of the accident.
2. State Vehicle Accidents involving Vehicles, Property and Personal
Injury with Non-State Parties
When a State vehicle is involved in an accident, the University
Fleet Administrator must complete an ACORD form and forward
it to the Insurance Division, Office of the State Treasurer. Keep a
photocopy for your Institution.
If the accident is caused by the "other party's" negligence, the
State will make a claim on its own behalf directly against the other
party and/or insurance company representing this party in an effort
to collect damages.
STATE POLICY ON RECOMMENDED MINIMUM CORRECTIVE ACTION
This recommended Corrective Action Program for use by all State
agencies was developed by the Governor's State Fleet Safety Committee.
It is provided to aid agency Accident Review Boards in their decision
making when determining action against a driver in a preventable
The Program prescribes corrective action applicable to
all preventable accidents involving State
vehicles. The corrective actions prescribe the minimum recommended
action to be taken. Agencies that exercise more stringent corrective
actions are encouraged to maintain established practices. Agency
Accident Review Boards should exercise more stringent corrective action
when, in their judgment, circumstances warrant.
The following Corrective Actions will be applied based on total
numbers of points accumulated under the Driver Evaluation Point System,
Form FS-3 attached. This form will be completed by the Accident Review
Board of each agency, as part of the review of each occurrence.
The Point Evaluation System takes into account two factors related
to the driving history of the individual:
Violations - Last 3 years: A history of violations, even in the
individual's personal automobile and on his or her own time,
indicates driving patterns which present a potential risk to the
Preventable Accident History: This factor relates only to
preventable accidents in State vehicles, over a three year period.
The determination of preventability will have been made by the
agency's accident review board at the time of review of any prior
accident. Current preventable accident is not included in the point
In order to evaluate a driver's need for corrective action, each
Accident Review Board will need to maintain accurate and up-to-date
records of past occurrences and have available to it current Motor
Vehicle Administration records for drivers whose records are being
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Corrective Action Points (Form FS-3)
Up to 44 Points
REPRIMAND: The operator will be given an official
reprimand. This will be in writing and will include a statement
of facts concerning the reprimand. The reprimand will be filed
in the operator's personnel file and a copy of the reprimand
given to operator. The lack of use of restraint systems, if this
fact is known, should be worthy of specific comment in the
DRIVER IMPROVEMENT PROGRAM: The operator will be
required to attend the next available Driver Improvement
Training Program. The operator must receive a written
certificate of completion which will be filed in the operator's
personnel file. A reprimand will be issued.
SERIOUS OFFENDER PROGRAM: The operator will be required
to attend the next available Driver Improvement-Serious Offender
Program which will include classroom and in-vehicle training.
The operator must receive a written certificate of completion
which will be filed in the operator's personnel file. A
reprimand will be issued.
DAMAGE ASSESSMENT: The operator will be assessed for
damages to State owned property or vehicles according to the
following system: When damages do not exceed the $1,000 covered
by the State self insurance program and are incurred while using
a State vehicle.
SUSPENSION OF DRIVING PRIVILEGES: The operator's
privilege to operate State owned vehicles or equipment shall be
denied for a minimum of 6 months. At the end of this time, and
upon completion of the Driver Improvement-Serious Offenders
Training Program, and appropriate in-car evaluation, the
operator may apply to the agency Accident Review Board for
reinstatement of his/her driving privileges. If, in the opinion
of the agency Accident Review Board, this action is in the best
interest of the State, the operator's privileges may be
reinstated. The operator will also be assessed for damages to
the State owned property or equipment in accordance with DBFP
SUSPENSION FROM DUTIES: The operator shall be suspended
without pay, for one to three days in accordance with Department
of Personnel regulations. The length of suspension shall be
determined by the Accident Review Board. The operator will also
be required to attend the Driver Improvement Training-Serious
271 Points or More
REMOVAL OF DRIVING PRIVILEGES: The operator's privilege
of operating State owned vehicles shall be removed with no right
of reinstatement for a period of 3 years. At the end of that
time, the driver may reapply, with the approval of his agency.
271 Points or More
DWI OR NARCOTICS VIOLATIONS: Operators charged with such
violations shall have the privilege of operating State vehicles
or equipment suspended immediately regardless of the total point
value determined by the Driver Evaluation Point System. The
suspension shall remain in effect until such time as the
individual has completed such course of action as is assigned by
the court. In addition, the agency's accident review board will
determine such other Corrective Action as will apply to the
operator, such as assessment for damages to the State owned
property or vehicles under the rules outlined in the Damage
Assessment section of this program.
S.U.'s Motor Pool office operates under the policy and procedures
drafted by the University System of Maryland.
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