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 1)

Part 2

Authorized Users

Operators of motor pool vehicles must:

Possess a valid license to operate a motor vehicle in the State of Maryland. People having six or more accumulated points or those driving on a suspended or revoked license are not allowed to operate a University-owned vehicle.
Be employed by the University. Students may drive only if they are employed by the University and are assigned in a driver capacity as part of their work assignment or in support of a University related activity and be accompanied by a faculty or staff member.
All drivers must register with the Motor Pool office four to six weeks before a scheduled trip. (Please fill out the registration form.)

Reservations

Requests for use of University vehicles should be placed as far in advance as possible to permit maximum utilization of vehicles and to be assured of a vehicle at the time requested. Requests may be placed by contacting the Motor Pool office (ext. 36211) followed with a work order furnishing the following information:

Work order number
Department
Account number to be charged
Operator's name
Destination
Number of passengers
Estimated pick-up time of vehicle
Estimated return time of vehicle
Requestor's name and telephone extension

Vehicle Pick-up and Return

Individuals must sign the vehicle sign-out sheet authorizing the charge to be placed against the department's account for the use of the vehicle.

Between the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, the vehicle, log sheet and keys are to be picked up and returned directly to the Motor Pool office. After hours, weekends and holidays the log sheet and keys are to be picked up and returned to the University Police office.

Personally-owned vehicles may be parked in the Physical Plant parking lot while you are using a state vehicle. Although this area is well lighted and reasonable precautions will be taken to safeguard all vehicles therein, the University cannot assume responsibility for loss or damage to any privately owned vehicle or its contents.

ALL vehicles are to be picked up and returned to the designated areas located at the Physical Plant parking lot. Please return your vehicle as soon as possible after the completion of the official travel. Upon returning, lock the vehicle and return the keys, credit cards and completed log sheet to the appropriate office.

Please take time to check the state vehicle for personal items.

Responsibilities of Vehicle Operators

Registering with the Motor Pool office four to six weeks before a scheduled trip.
Utilizing the vehicle at the requested time or notifying Motor Pool of a change. Failure to cancel or change a reservation two hours prior to the scheduled departure time could result in the department being assessed the estimated trip charges.
Maintaining the security and safest operations of the vehicle until it has been returned to the Motor Pool. Should damage result through negligence, misuse or abuse, the operator may be charged for such damage.
Utilizing the vehicle for official University business only. Vehicles shall not be used for regular commuting or for personal business or pleasure. Pets are not to be transported in state vehicles.
The University prohibits the parking of any University vehicle in lots at airports, train stations, bus stations, etc., while the individual/group is traveling by another means to their destination.
Limiting passengers to those individuals authorized to be transported in University vehicles. Where properly authorized, a member of the faculty or staff traveling on official business may be accompanied by students or guests.
Observing all traffic laws applying to the locality in which the vehicle is being operated.
Reporting faulty operations of the vehicle to the Motor Pool.
Notifying the Motor Pool of accidents or incidents as soon as possible.
Returning the vehicle, credit card and toll book to the Motor Pool at the scheduled time or notifying the Motor Pool of a delay.
It is the driver's responsibility to ensure the use of seat belts by all vehicle occupants!

Parking Fees and Tolls

Reimbursement for parking fees and tolls will be received by submitting the expense statement to the department head who will send it through to the University's Accounts Payable office.

Local Operation (approximate 30-mile radius)

All University-owned vehicles operating in the local area should obtain gasoline and oil from the Motor Pool facility. Vehicles that develop mechanical problems in the local area should be returned for replacement. In the event it would be impractical to operate the vehicle further, contact the Motor Pool for assistance Monday - Friday between 8:00 a.m. to 5:00 p.m. After hours and on weekends call SU's University Police at (410) 543-6222.

Operation Outside Local Area

Credit cards will be furnished for the purchase of gasoline, oil and minor services when operating away from the local area. Under no circumstances may they be used for other than state-owned vehicles. Minor emergency repairs such as repairing flat tires, replacing fan belts, light bulbs, etc. should be obtained from service stations using the credit cards whenever possible. In the event of major mechanical trouble, the vehicle should be taken to the nearest garage which services the make of vehicle that is being driven. The vehicle operator should have the trouble diagnosed and determine if repairs can be made under the vehicle's warranty. If repairs cannot be made under the warranty, the operator may authorize the repair. The Motor Pool office must be contacted for instructions and purchase order number before any repairs are authorized. If the vehicle cannot be repaired that day, the driver should rent a vehicle from the dealer (if possible) or rental agency and return to SU. In the event of mechanical trouble after 10:00 p.m. and you are unable to reach Colleen Kirby or Steve Pryor, you should do the following:

Have the vehicle taken to a dealer for that make of vehicle (please get name of dealer).
Try to rent a vehicle and return to Salisbury University.

Seek lodging for the night at the nearest hotel or motel if all rental agencies are closed for the day. If you are still unable to reach Colleen Kirby or Steve Pryor that night, go back to the dealer in the morning to see if the state vehicle can be repaired that day. If possible, have the vehicle repaired that day and return to SU. If it cannot be repaired that day, rent a vehicle from a dealer and return to the University. All expenses will be covered by the Motor Pool office.

Insurance Coverage

(Please refer to updated information provided in the "Policy and Procedures" section listed in the beginning section.)

All University vehicles are insured under the state vehicle policy which provides fire, theft, public liability and property damage coverage.

Accident Reports

(Please refer to updated information provided in the "Policy and Procedures" section listed in the beginning section.)

In the event of an accident involving a Motor Pool vehicle, the following procedures must be followed:

Call local or state police no matter how minor the damage.
Exchange insurance information with the other driver. Request the name of the police officer and the barracks.
Contact the Motor Pool office as soon as possible at (410) 543-6211 between 8:00 a.m. - 5:00 p.m. or University Police at 410-543-6222 after hours and on weekends.
Rent a vehicle, if the state vehicle is inoperable, from the nearest rental agency and return to Salisbury University.

Use of Personal Vehicles

For those using personal vehicles for official travel, reimbursement will be at one-half the state reimbursement rate with the following exceptions, in which case the full reimbursement rate will apply:

A Motor Pool vehicle is not available. (The Motor Pool office will furnish a waiver for attachment to expense statement.)
The trip is to a local air terminal where the vehicle is to be parked for the duration of the trip. (No waiver is required.)

Traffic and Parking Violations

Vehicle operators are personally responsible for all traffic and parking violations incurred while a Motor Pool vehicle is in their custody. The University cannot assume responsibility for violations nor can it make reimbursement for any resulting fines or penalties.

Your suggestions and comments are welcome and will help the Motor Pool in maintaining a high level of service. If you have any questions or comments relating to Motor Pool operations which have not been addressed, please contact Colleen Kirby.

S.U.'s Motor Pool office operates under the policy and procedures drafted by the University System of Maryland.