Updated July 23, 2007
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 three 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.
Article 2: Description of Available Vehicles
Car #1 and Car #2 are identical 2007 Ford Taurus’ including color (metallic red), however they can be differentiated in that #2 has an optional moon roof. These vehicles provide front wheel drive, seating for 5, large trunks and a 5-star front impact safety rating. Tire chains for these vehicles are located in the trunk.
Car #3 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 travels).
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 include the following:
- Ensure that all safety devices, including seat belts, are used by all vehicle occupants.
- Maintain a current & valid U.S. driver’s license.
- 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 Facility Manager.
- Report all accidents, license suspensions, and traffic violations (including parking violations) to the driver’s direct supervisor as well as to the Facility 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. OSUF maintains an account with the Shell gas station located downtown at the corner of 4th & Jefferson; OSU affiliate photo I.D. is required to use this account and please make note on the receipt as to which vehicle you are fueling.
- 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.
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 Facility Manager.
- 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.
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.
Article 4: Reservation Procedures
Reservations can be made through the Outlook calendar in the public folder. It is imperative however, 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; an after hours lock box is attached to 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 one (1) overnight stay with Car #1 and Car #2 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.
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 48.5cents per mile.
Rental options – the strongly preferred OSUF provider for rental cars is Enterprise; local 541-758-0000, national 800-847-3722, OSUF corporate account number #46OR033. As the OSUF receives preferred rates and benefits from the state pricing contract with Enterprise, use of other providers should be justifiable, i.e. vehicle availability, location of Enterprise dealer, cost effectiveness, etc. The purchase of supplemental insurance and/or waivers is not required with Enterprise as the state contract agreement provides adequate coverage. When making reservations with other rental agencies the use of an OSUF issued MasterCard Business Card is required for payment. A benefit of this card is the Master Rental Insurance which provides adequate insurance coverage; accordingly the purchase of supplemental insurance and/or waivers is also not required.
Vehicle Use Policy: Employee Acknowledgement
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.
Print employee signature page (PDF)
