Vehicle Use Policy

Article 1: General Policy
Article 2: Description of Available Vehicles
Article 3: Use of Vehicles
Article 4: Reservation Procedures
Article 5: Vehicle Options

Article 1: Purpose/General Policy

The OSU Foundation currently owns and maintains four vehicles which are available solely for the purpose of assisting staff members in the day to day functions of performing OSUF business. This policy has been developed to ensure the availability of and the appropriate use for Foundation owned vehicles. Please note that the Vehicle Use Policy is applicable to all vehicles that are being used for OSUF business - rental and personal vehicles included.

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Article 2: Description of OSUF Vehicles

Car #1 (Oregon plate 267-DCL) and Car #2 (Oregon plate 268-DCL) are identical 2007 Ford Taurus' including color (metallic red), however they can be differentiated in that #2 has an optional moon roof. Car #4 (Oregon plate 374-CVB) is similar but metallic gray in color. These vehicles provide front wheel drive, seating for 5 (car #4 seats 6), large trunks and a 5-star front impact safety rating. Tire chains for these vehicles are located in the trunk.

Car #3 (Oregon plate 227-BAQ) is a 2004 Toyota Highlander SUV (bronze in color) that provides automatic all wheel drive, seating for 5 and cargo carrying capability in the back. Preferred use of this vehicle is for those drivers who require the storage capacity as well as the all wheel drive function for inclement weather travels (i.e. mountain travel).

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Article 3: Use of Vehicles

Authorized drivers shall only be employees of the OSUF who hold current & valid drivers licenses and have their license information on file with the OSUF Human Resources Department. No other drivers are allowed to operate OSUF vehicles. Authorized passengers shall be employees of the OSUF or their guests involved with official OSUF business.

Non-authorized passenger examples include spouses or significant others, family members, children, pets, or any passenger not on official OSUF business. Non-authorized drivers include those who have been cited for three or more moving violations in a year as well as those who have committed any action(s) that are detrimental to the function or public image of the Foundation.

Driver Responsibilities includes the following:

Ensure that all safety devices, including seat belts, are used by all vehicle occupants.
Maintain a valid U.S. driver's license, and notify HR promptly of any changes in license status.
Operate vehicles in accordance with Federal, state and local regulations, traffic laws, and ordinances.
Use safe driving practices at all times.
Report unsafe vehicle conditions or concerns promptly to the Facilities/Operations Manager.
Report all accidents, license suspensions, and traffic violations (including parking violations) to the driver's direct supervisor as well as to the Facilities/Operations Manager.
Maintain the interior of the vehicle in a clean and orderly manner; do not leave trash, etc., in the vehicle.
The use of alcohol or smoking in OSUF vehicles is strictly prohibited at all times.
Return the vehicle with a full tank of fuel at all times. Each vehicle will have a credit card assigned to it exclusively for the purpose of refueling upon return, at a station of your convenience; cards will be issued to authorized drivers while picking up the keys from the reception desk. Fuel expenses are distributed as follows: if the vehicle required fuel during out of town trips, the amount is then billed to the appropriate unit; if the vehicle is fueled upon return to Corvallis, the amount is billed to the Corvallis Facility. Sign your name to receipt and turn it in to the receptionist as you return the keys.
Driver is responsible for the payment of all fines or traffic violations associated with the use of OSUF vehicles. OSUF funds may not be used for payment.

Cell Phone Use:

It is the OSU Foundation’s position, due to potential liability, that employees refrain from using their employer-issued cell phone while operating a motor vehicle. If a cell phone conversation is necessary, the employee should pull safely off the road and park while conducting the phone call. This applies as well to using a Foundation-owned car and any cell phone.

Appropriate use of vehicles includes the following:

OSUF vehicles are to be used to conduct official Foundation business.
Vehicles are not to be used for personal errands or similar activities.
Damage/restoration costs resulting from unauthorized or illegal use of OSUF vehicles will be the complete responsibility of the driver.

In case of an accident take the following steps:

Stop, look and assess the situation; call for police assistance if deemed necessary.
Depending on the severity of the injuries, call 911. Do Not move an injured person.
Light and place emergency flares if necessary (vehicle's emergency kit).
Request that the attending officer file a written report, regardless of the extent of the damages.
Move the vehicle only when directed to do so or if possible to avoid obstructing traffic.
Fill out the "At Scene of Accident" form found in the red envelope in the vehicles glove box. This envelope also contains witness cards and Certificate of Insurance Coverage.
Within 24 hours, report the accident to your supervisor and the Facilities/Operations Manager. If the accident involved a rental vehicle that was procured with the use of the Wells Fargo Commercial Credit Card, the cardholder must report the claim to the Program Administrator (1-800-VISA-911) within twenty (20) days of the date of the loss for coverage to be in effect.
Within 72 hours, fill out the DMV Accident Report form if there were any of the following: 1) injury resulting from the accident, 2) damages exceeding $1,500, or 3) if the vehicle required towing. Note that this form is available online at the Oregon DMV website, but the actual form needs to be delivered or mailed to the DMV office.

In the event of an accident, do not debate or admit responsibility, and do not make statements to anyone except police/law enforcement, your supervisor, OSUF Human Resources or legal counsel.

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Article 4: Reservation Procedures

Reservations are made by using the Outlook calendar in the public folder; a generalized destination is appreciated when making reservations with the intent of tracking vehicle use. It is imperative to either utilize or update a previously made reservation in the event that plans change, in order to ensure maximum efficient use of the vehicles. Campus parking permits, aka danglers, can be reserved in the same manner. Note that replacements for lost danglers cost $25.00 each; please return promptly after use. Citations issued for improper or illegal use of danglers are the responsibility of the user, not OSUF.

Keys for the vehicles are available to check out at the front desk; a lock box is built into the west side of the desk for after hours return. As there is a steady demand for these vehicles, it is important that they are returned on time, as scheduled. If return conflicts should arise, communication with the front desk staff is crucial for those who hold future reservations.

Maximum days in use is limited to two (2) overnight visits with Cars #1, #2 and #4, and three (3) with Car #3 (SUV). If your planned travel requires additional nights away (i.e. airport parking lots) from the OSUF then you are asked to make arrangements for an alternative vehicle or transportation. Exceptions may be possible with supervisory approval.

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Article 5: Vehicle Options

Personal vehicles can be used and in fact may be a preferred option for local trips to campus, town, etc. in that it will leave the fleet cars available for long distance travels. Mileage reimbursement for such use is based on the IRS Standard Mileage Rate Schedule, at present 55cents per mile.

Rental options

Due to negotiated benefits, the preferred provider for rental cars is Enterprise Rent-A-Car, local 541-758-0000, national 1-800-847-3722; corporate account number is #46OR033. Benefits offer state pricing discounts, delivery/pickup services, and included supplemental insurance which eliminates the expense of purchasing additional coverage.
As situations justify the services of other rental agencies, the use of an OSUF issued Wells Fargo Visa Commercial Card is required for payment. A benefit of this card is that it provides a Auto Rental Collision Damage Waiver (CDW) at no additional cost. Covered losses include physical damage, theft and reasonable towing charges for a rental vehicle, with the stipulation that the vehicle is used solely for business purposes. It is important to note that this coverage is not comprehensive nor protection for personal liability; details are available via the Visa Commercial Card benefits package guide. For this coverage to be in effect, you must decline the car rental company's CDW/LDW option, or similar provision if offered. Claims for damages to rental vehicles must be filed within 20 days of the loss.
OSU Motor Pool offers an additional resource that is underutilized - if you are seeking a car, pickup, passenger or full size cargo van, information is available via their web page. It is prudent to be aware however, that although they offer low rates for the daily rentals, additional mileage charges are used to determine the final cost.

Insurance Coverage - a summary of the coverage for authorized vehicle use is as follows:

For vehicles that are Foundation owned, OSUF's corporate insurance provides protection in the amount of $1 million for liability, personal injury/no-fault protection, and comprehensive/collision/loss coverage at the actual cash value or cost of repairs. Rental car coverage includes comprehensive/collision limits of $50K or actual cash value, and loss at actual cash value.
For rental vehicles, the Enterprise state contract provides $500K in liability coverage and also a collision damage waiver for the actual value of damages.
For personal vehicles being used on official business, the corporate insurance protects the OSUF for liability in the amount of $1 million; this coverage is considered to be secondary and the employees' personal auto policy would typically be considered primary. It is the responsibility of the employee to evaluate and ensure that their personal auto policy limits (comprehensive/collision) are adequate for their needs.

Vehicle Use Policy: Summary

The OSU Foundation has developed a vehicle use policy. Company-owned vehicles and/or rental vehicles used by Foundation employees are to be operated according to the guidelines established in the policy.

In addition, the employee needs to be aware that any "non-business" use of a rental vehicle will not be covered by the OSUF Corporate Auto Insurance Policy. However, the Enterprise Rental Car Contract, MasterCard "Master Rental" insurance coverage and the renter's personal Auto Liability, Collision and Comprehensive coverage, if applicable, will still apply. It is the renter's responsibility to determine if those limits are enough for their personal situations.

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