Vehicle Use

Information

Policies

        All University related travel must be approved in advance by the Travel Services Office.

         

        Travel Request are to be submitted online thru AGILE FleetCommander.  AGILE can be found on UC Website under F/S Business Forms. Every operator of a motor pool vehicle is responsible for understanding and adhering to ALL policies. 

         
        Policy
        Use Authorization
        Requirements of Operator
        Responsibilities of Operator
        Cancellations
        Picking Up Vehicles
        Returning Vehicles
        Road Repairs
        Accident Reporting
        Insurance
         
        Use Authorization
         Only authorized University faculty, staff, and students over the age of 21 may operate a motor pool vehicle. The vehicle may be used only for University business. No one, other than faculty, staff, and students on business or course work, may ride in University vehicles unless special paperwork is submitted in advance.
         

        Domestic and non-domestic animals are NOT permitted in any UC vehicles with the exception of service dogs. (Please indicate a special vehicle requirement when making the reservation, of the need to transport one of these dogs.) 

         Vehicles are not to be used for towing. No objects are to be placed, mounted, or tied to the outside of any motor pool vehicle. Damage resulting from any of these conditions will be the responsibility of the requestor's department (or organization).
         Smoking or ANY Tobacco product including vaping is strictly prohibited in all Motor Pool vehicles.  NO children permitted to ride in any UC vehicle
        Requirements of Operator
         All drivers of motor pool vehicles must possess a valid U.S. driver's license with fewer than 6 points on their record. For insurance purposes, the Motor Pool office, must have on file a list of all persons who will be operating motor pool vehicles. This must include the driver's name, license number, state of issue, expiration date of license, and driver's date of birth.
        Responsibilities of Operator
         The operator of the vehicle has, but is not limited to, the following responsibilities:
        • Safe operation and security of the vehicle until it has been returned to the Motor Pool.
        • Strict adhere to all traffic and parking laws. A practice of road courtesy at all times. YOU are responsible for all traffic/parking violations as well as TOLL FEES at the time you are going through TOLL, unless there is no Toll money box to pay at the time you are passing through. Any citations received by the Motor Pool office shall be forwarded to the driver who reserved/drove the vehicle. Violations on a continuous basis, in a motor pool vehicle may result in a 90-day suspension of driving privileges.
        • Safety belts are to be worn by all occupants of the vehicle at all times the vehicle is in motion. The driver is responsible for ensuring that all occupants comply with this requirement!
        • NO texting while driving. Limited phone use while driving Motor Pool vehicle
        • Do not abuse Fleet vehicles! Vehicle damage resulting from abuse is subject to payment by the driver's department (or organization).
        • If it is determined that the driver of a vehicle is at fault in an accident, the department (or organization) may be required to pay all costs not covered by current University insurance policies.
        • No large expenses (over $50) are to be incurred without prior approval of the Motor Pool (Travel personnel).
        • Drivers are required to report any and all mechanical defects upon return of the vehicle. 
        • Please be mindful of weather and road conditions. Slow down when raining, snowing, sleeting, or foggy conditions 
        Cancellations
         Reservations must be cancelled at least 24 hours in advance or ASAP.. Cancellations must be made via the Motor Pool web site or by phone. The KIOSK will cancel vehicles not picked up within 2 hours of the scheduled reservation time.
        Picking Up Vehicles
         Keys are to be picked up/dropped off from the KIOSK located in Motor Pool Lot on 7th St - You will need your travel program log in information.  If not sure what your log in information is, please reach out to [email protected] or call (606) 539-4002
        Returning Vehicles
         Returning vehicles late without notifying the motor pool staff may result in revocation of motor pool privileges. Contact the motor pool office if risk of returning the vehicle on time is imminent.
         The returned vehicle should be free of trash or excessive debris. The department (or organization) which reserved the vehicle shall be charged a $20 clean up fee if a vehicle's interior is judged to be excessively dirty.
         Please make sure vehicle is locked and all inside lights are turned off. Return keys/gas card to the KIOSK - located in Motor Pool lot.
        Road Repairs
         Vehicles which develop mechanical problems while in the local area should be returned for replacement. In the event that it would be impractical to operate the vehicle, the Motor Pool Office, should be contacted for assistance. While the Motor Pool strives to maintain its fleet of vehicles in the best possible condition, breakdowns do occur. The Motor Pool will make every effort to assist the customer during any breakdown situation to minimize loss time and inconvenience. However, the Motor Pool shall not be liable for any costs incurred by the travelers other than the actual cost to repair the vehicle. This specifically includes room and board.
         If a motor pool vehicle has a mechanical breakdown while on the road, please use the following procedures:
         
        1. For Minor  issues, the driver is to contact Roadside Assistance @  1-866-329-3471.  Information is located in all University vehicles and in gas card sleeve.
        2. For Minor repairs, such as Windshield wiper replacement, etc.  the driver must obtain prior authorization from the Motor Pool Staff by contacting the Travel Office during regular business hours 7:30am - 4pm @ (606) 539-4002.
        3. Flat Tire(s) should be changed by driver or contact Roadside assistance. 1-866-329-3471
         The Cost will be reimbursed to the traveler for repairs paid by cash, check, or personal credit card. However, receipts are required, and reimbursement, depending on the amount and prior permission (while out on the road) may take several days. Except when personal safety is threatened, the traveler shall not abandon the vehicle or place the vehicle in jeopardy.
        Accident Reporting
         In the event of a vehicular accident, the driver will stop at once, give reasonable first aid to those injured, and call  911/the police. All information related to the accident and all drivers involved will be written down at the scene. All accidents, no matter how minor, will be reported as soon as possible to the Motor Pool office. An Incident Report must be completed. Incident Report are available on-line through the UC website
        • When conditions and/or regulations permit, move to the shoulder or side of the roadway to prevent further damage or hazards. If conditions or regulations do not permit moving the vehicle, contact the local authorities immediately.
        • You must contact the local authorities and complete an accident report. Advise authorities if medical assistance is needed.
        • Obtain the names and addresses of witnesses.
        • Complete a UC  incident report -  Need full details - vehicle info - where incident happened and what was damaged - include picture of damage- submit
        • Report accident to Motor Pool office as soon as possible. You may email [email protected] or leave a voicemail after normal business hours. (606) 539-4002
        Insurance
         All UC University Motor Pool vehicles are insured under a UC University insurance policy. This insurance covers damage to motor pool vehicles, liability for damage to other vehicles and property, and bodily injury to others from official use of a motor pool vehicle.  
         Any non-faculty, non-staff, or non-student riding in a motor pool vehicle is covered to the maximum of $5,000 by the UC University insurance policy. Injuries to UC University employees are covered by Worker's Compensation insurance.
         The driver is personally responsible for all costs or damages for personal, illegal, or unauthorized use of UC University Motor Pool vehicles.