R557-1. Purpose
2.2. Utah Code Title 63A, Chapter 9 (Division of Fleet Operations and Administration of State Vehicles)
2.3. Utah Code Title 63, Chapter 56 (Utah Procurement Code)
2.4. Policy and Procedures R205, Presidential Appointment, Term of Office, and Compensation and Benefits
2.5. Policy and Procedures R555, Providing Facilities, Goods and Services in Competition with the Private Sector
2.6. Policy and Procedures R556, Transportation in Campus Vehicles
2.7. Policy and Procedures R558, Surplus Property
3.2. Vehicle Fleet - The vehicle fleet is comprised of all licensed vehicles owned or leased by the institution, including the motor pool fleet.
3.3. Service Enterprises - Service enterprises are operations within the institution established by the institution to provide services to departments and employees of the institution. Fees are set at a level adequate to support projected operating requirements without generating excess revenues.
3.4. Commute - Commute means travel between and employee's home and place of work more often than five times per month. Commute includes travel to any work site closer to any employee's home than the principal place of assignment.
3.5. Employee - Employee means any person who is paid by the institution or is acting as an agent of the institution in a volunteer position or as a student.
3.6. Incidental Personal Use - Use of a vehicle to obtain meals and lodging in connection with an authorized business trip.
4.1.1. employ professional management for its fleet;
4.1.2. operate the motor pool fleet as a service enterprise;
4.1.3. monitor the utilization of fleet vehicles and analyze and evaluate the optimal size of the fleet;
4.1.4. before any new or replacement vehicle is purchased, review both the overall need for the vehicle pursuant to 4.1.3 and a cost-benefit analysis of entering into a long-term lease versus vehicle purchase;
4.1.5. comply with Title 63, Chapter 56, Utah Code Annotated (State Procurement Code) in the purchase of all vehicles;
4.1.6. evaluate the need for and cost of departmentally owned vehicles versus vehicles included in the motor pool fleet; and
4.1.7. dispose of vehicles in accordance with R558, Surplus Property.
4.2. Marking of Vehicles and "EX" Plates - In accordance with Utah Code §63A-9-601, all vehicles in the fleet shall be marked and have "EX" plates, unless exempted under that section or Utah Code §41-1a-407.
4.3. Commute Policies - Commute privileges should be authorized only where it is determined to benefit the institution. Institutions shall establish commute policies to provide:
4.3.1. authorization criteria for the use of vehicles for commuting;
4.3.2. disciplinary procedures and sanctions for unauthorized commuting; and
4.3.3. accounting guidelines for maintaining proper records of the taxable benefit to the employee of commuting in an institutional vehicle.
4.4. Maintenance and Safe Use of Vehicles - Institutions shall establish policies governing the maintenance and safe use of the vehicle fleet by departments and employees. These policies shall provide:
4.4.1. for compliance with guidelines established by the Office of Risk Management in connection with providing vehicle insurance to the institution; and
4.4.2. for employee reporting of vehicles involved in accidents and traffic violations, for compliance with seat belt laws, alcohol and drug regulations and other traffic laws.
4.5. Use of Vehicles - Fleet vehicles shall only be used for official institutional business purposes, except when:
4.5.1. personal use has been authorized for the President in compliance with Board policy;
4.5.2. commute privileges have been authorized pursuant to section 4.3; or
4.5.3. non-incidental personal use has been specifically authorized by the President and reported to the institutional Board of Trustees.
4.6. Vehicle Fleet Use Restricted by Board Policies - Institutions shall comply with Board policies relating to vehicle use such as R555, Providing Facilities, Goods and Services in Competition with Private Enterprise, and R556, Transportation in Campus Vehicles.
4.7. Audit and Reporting Requirements - Internal audits of all vehicle fleets are to be made at appropriate intervals, as determined by the Board of Trustees and institutional administrators. Each institution's chief executive officer shall arrange for these audits, conducted by either the resident auditors or the Regents' audit staff. Each audit report will include the auditor's opinion regarding; (1) fairness of presentation of the most recent annual reports, in accordance with generally accepted auditing standards for reporting on prescribed format statements; and (2) the institution's compliance with this policy. Each institution shall report annually regarding its vehicle fleet and motor pool fleet.
4.7.1. The annual vehicle fleet report is made to the Division of Fleet Operations and shall include:
4.7.1.1. the number of vehicles in the vehicle fleet, a description of each vehicle owned or leased by the institution, including the license number, year, make, and model of the vehicle, and the person and administrative unit within the institution to whom each vehicle is assigned;
4.7.1.2. other information requested by the Division of Administrative Services in compliance with Utah Code §63A-9-402; and
4.7.1.3. the number and names of employees with authorized commute privileges, with authorized personal use privileges, and who drive unmarked vehicles.
4.7.2. The annual motor pool fleet report shall be part of the regular budget process and shall include:
4.7.2.1. revenues and expenditures;
4.7.2.2. rates and charges for vehicle use;
4.7.2.3. vehicle utilization rates, and
4.1.3.4. other pertinent information about the operations of motor pool fleet.
4.8. Oversight by Board of Trustees - The Board of Trustees of each institution is responsible to review the institution's annual vehicle fleet reports and periodic internal audits prepared pursuant to Section 4.7. The Board of Trustees also is responsible for monitoring both management and utilization of vehicle fleets.
(Approved November 3, 1995, amended to conform with Title 63A, Chapter 9, effective March 12, 1997. Amended March 18, 2005.)