Renting a Campus Fleet Vehicle

The purpose of this policy is to provide guidance for operating a state passenger vehicle.

A. Director Facilities Maintenance & Operations  

1. Oversee the SUNY Oswego Vehicle Management Team. 
2. Ensure all rules and regulations are followed as set forth by the Office of General Services (OGS). 
3. Act as The President’s designee and Vice President for Administration’s designee for approvals. 

B. Fleet Garage  

1. Maintain State vehicles in roadworthy condition. 
2. Fuel vehicles at the beginning of each shift as necessary. 
3. Ensure each vehicle’s glove box contains information including, but not limited to: Vehicle registration, Insurance Card, WEX Card- available to use at any gas and auto facility, Emergency instructions, Accident Reporting Information
4. Maintain contract with WEX Services to provide 24-hour emergency tow, fueling, tire change, battery jump and lockout service. 
5. Maintain records of fuel use and repair work and submit journal transfers for reimbursement of services rendered.

C. Maintenance & Operations (FMO) Office 

1. For student drivers, maintain and monitor DMV License Event Notification System (LENS) program information. 
2. Ensure drivers listed on Request for State Vehicle Form T-2 (Attachment  are employees of New York State or other authorized personnel.
3. Retain and Maintain Form T-2 for a period not less than one year. The original T-2 Form will be kept at the Travel office for a period of seven  years. 
4. Assign State vehicles in accordance with the priority system set forth in  this policy. See Section III-A. 
5. Maintain copies of valid United States driver’s licenses for drivers.
6. Maintain vehicle keys in a secure location. 

D. User Department  

1. Coordinate ride-sharing whenever possible. 
2. Call M&O Office at (315) 312-3200 to check vehicle availability and make reservation. 
3. Submit a Request for State Vehicle Form T-2 (Attachment 1) to the FMO Office at least one week in advance of departure date. 
4. Prior to departure, notify the M&O Office if there is a change in driver or passenger(s). 
5. Ensure state-owned vehicles are used for official college business rather than privately-owned vehicles. 

If a privately-owned vehicle is used for official college business, the mileage reimbursement rate may not exceed that approved by the State Comptroller. Reimbursement for use of privately-owned vehicles is processed through the Travel Office in Culkin Hall. 

E. Driver  

1. Read and understand this policy. 
2. Student drivers agree to participate in the DMV LENS (License Event  Notification Service) program and sign a release form. 
3. Comply with all New York State laws.
4. Be an employee of New York State or other authorized personnel.
5. Possess a valid United States driver’s license.
6. Must be 21 years and over for a car. 
7. Must be 18 years and over for a passenger van. 
8. Submit copy of valid United States driver’s license to the FMO Office.
9. Use State vehicles for official business only. 
10. Accept responsibility for any motor vehicle infractions such as parking tickets, speeding tickets, etc.
11.  Inspect vehicle prior to operation for dents, scratches or other obvious damage. Document findings on Form T-2. 
12. It is not necessary to fill up the gas tank prior to returning vehicle to campus, just maintain 1/8 tank. 
13. Ensure number of occupants does not exceed capacity of the vehicle
14. .Ensure all occupants are wearing seatbelts at all times. 
15. Ensure the amount of time a driver spends behind the wheel is not excessive. 
16. Remove personal belongings and all litter prior to returning vehicle.
17. Understand and ensure the following actions are prohibited in the State vehicle:

• Smoke Free ($50 minimum cleaning fee will be charged to the user department) 
• Pets ($50 minimum cleaning fee will be charged to the user department). 
• Driving under the influence of drugs and/or alcohol. 
• Use of electronic communication devices without a hands-free adaptor while driving. 
• Removal of seats and/or seatbelts. 
• Placing items on roof of vehicles. 

A. Students will only be assigned to drive a State-owned vehicle when it is not  feasible to use another driver. The campus President will designate the  person or persons who are authorized to appoint student drivers. A staff member must accompany student driver(s) for all State-owned vehicles with  the exception of pre-approval by the campus President or designee. 
B. Approval from the Vice President for Facilities or designee must be obtained by the user department for all out-of-state travel. 
C. Violations of this policy, the SUNY Oswego Codes of Student Rights, Responsibilities and Conduct, and/or abuse of State-owned vehicles may result in loss of privileges and/or charges to the user department for cleaning/repairs.

A. Scheduling priority is based on the following: 

1. Admissions and applicable departments for purposes of recruitment.
2. Student teaching supervision.
3. Internship and field supervision. 
4. Faculty travel for off-campus on-load teaching.
5. Faculty and administrative travel to conferences and meetings.
6. Instructional field trips – vehicles may be used for transporting students only  for the purpose of field trips required for an instructional or research  program for an Oswego State accredited academic course where credit  hours are earned. Only the Instructor, Department Chairperson or Department Secretary is authorized to reserve a vehicle for this purpose.  Designated faculty or staff will be required to travel with the group. 
7. Authorized student travel to conferences and meetings – requires the approval of the Department Chairperson and the appropriate division Vice President.
8. Athletics for the purpose of participation in sporting events and tournaments.
9. Resident Hall Directors for the purpose of fulfilling residency requirements inclusive of a living agreement in maintaining on-campus residency.

A. Contact the M&O Office at (315) 312-3300 to check vehicle availability and make a tentative vehicle reservation. 

B. Complete a Request for State Vehicle Form T-2 including appropriate signatures and function number (State account or IFR). 

C. Forward Form T-2 to the M&O Office (Building 12) at least seven days prior to departure date. If the form is not received, the tentatively reserved vehicle  may be released to another requestor. 

D. Inform the M&O Office of all designated drivers at least seven days prior to departure date. 

E. Vehicle keys will only be issued to the driver(s) listed on the approved Form T-2. 

F. Due to time considerations with the LENS Program, last minute changes (day of pick-up) of drivers will not be approved if a copy of the driver’s license is  not on file and the driver has not been processed through the LENS Program by the M&O Office. 

G. In the event of a last minute evening or weekend request for a vehicle, the properly completed Form T-2 must be in the M&O Office no later than 2:00pm to allow time to get the vehicle ready and to process the paperwork. 

H. If the properly completed Form T-2 is not in the M&O Office by 2:00pm on Friday for a weekend trip, the vehicle will not be released. 

A. The vehicle must be picked up within two hours of scheduled time; otherwise it will be cancelled unless other arrangements were made with the M&O Office. 

B. To avoid delays to other individuals, it is important to adhere to the scheduled departure and return times indicated on the Form T-2. 

C. The driver may park their properly stickered privately-owned vehicle in the Building 12 parking lot (E-2). 

1. If passengers need to leave their properly stickered personal vehicles, they may park in the west side of Laker Hall parking lot (EC-5). 

D. After Hours: For after hours and weekend pickup of a vehicle all vehicle keys  and paperwork will be at University Police; contact University Police (315- 312-5555) is you have questions after hours related to your scheduled pick  up.

1. University Police will not release a vehicle without the approved Form T-2 from the M&O Office. 
2. University Police will only release a vehicle to the driver listed on Form T-2. 

A. The same individual must sign, record the mileage, and return the Form T-2  (intact) with the keys and any gas receipts to the origin of pick up( M&O Office or University Police).

B. If returning after hours, the keys, Form T-2 and any gas receipts (with vehicle # identified on receipts) should be returned to either UP or the Key Drop box located next to the main entrance door of Building 12.

A. 12-Passenger Van 

1. Driver must be at least 18 years of age and possess a valid United States driver’s license. The driver must have Class D driver’s license  to operate the vehicle. Conditional licenses and motorcycle licenses are not acceptable. 
2. Student drivers are required to participate in and pass a driver training  program that includes both classroom and hands-on/behind the wheel  experience. This training is offered through the Office of Student Affairs. 
3. It is recommended that faculty and staff complete the same driver training program before operating the 12-passenger vans. 
4. Items such as luggage racks, mattresses, etc., shall not be placed on the roof of a van.

A. Drivers should purchase fuel with the procurement gas card provided in the glove box of each vehicle. 

B. Procurement gas cards are to be used only for fuel purchases. Other than fuel, no other purchases are authorized (e.g., food, beverages). 

C. The driver will be personally responsible for reimbursing the State for any improper and/or unauthorized purchases. New York State will not be liable for any charges incurred by non-employees. 

D. Notify the FMO Office (315-312-3200) immediately if the procurement gas card is lost or stolen. Failure to comply with this notification process may result in the driver becoming personally liable for fraudulent use of the card.

E. See specific procurement gas card usage instructions in the vehicle glove box. The driver may need to enter the odometer reading and the PIN number provided at the gas pump. 

A. The driver must report all motor vehicle accidents to area law enforcement. 

B. The driver must complete Form MV-104 (found in the vehicle’s glove box)  (Attachment 3) at the scene and submit it to the FMO Office upon return. If the driver is unable to do so because of personal injury, the driver’s  supervisor must file the report in a timely manner. 

C. If the vehicle becomes disabled for any reason during normal work hours, call the M&O Office at (315)312-3200. If after hours, consult the instruction card found in the glove box.

• Office of General Services.
• SUNY Office of the University Auditor.
• SUNY Oswego Vehicle Management Team.
• SUNY Oswego Code of Student Rights, Responsibilities and Conduct ∙ License Event Notification Services. (LENS) Program.
• New York State Division of the Budge.
• New York State Department of Motor Vehicles.
• New York State Use of State-Owned and Privately-Owned Vehicles for Official  University Business.
• SUNY Procurement Card Program Cardholders Manual.