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UA South Vehicles Banner UA South Business Office
 

University of Arizona South (UAS) offers the use of state vehicles to all UAS employees for the purpose of conducting UAS business only.

The availability of state vehicles is a privilege for all who use them.  The responsibility of these vehicles falls on every single one of us.  Please remember that other people use these vehicles so it is each person’s responsibility to report any safety concerns, fill the gas tank, and clean up any mess (including food particles) or spills.

Drivers who fail to adhere to vehicle policies and procedures may have their driving privileges suspended and are subject to disciplinary action up to and including termination, in accordance with Fleet Safety Policy #RM-002-1.1.

Driver Eligibility Process  (click here to expand)

Prior to driving a University of Arizona (UA)/UAS vehicle or personal vehicle for UA/UAS Business, certain criteria must be met as indicated in the New Employee Handbook.

  • Review Arizona Fleet Safety Policy at http://risk.arizona.edu/fleet-safety.
  • Review University of Arizona South Business Office – Vehicle Use Policies.
  • Complete UA Driver Registration at www.risk.arizona.edu (first quick link to the right of the page).  A copy of the confirmation must be submitted to Sherry Lumpkin in the Business Office.
  • Complete UA Driver Certification and Defensive Driver Online Course at UAccess Learning www.uaccess.arizona.edu.  Certificate must be submitted to Sherry Lumpkin in the Business Office.
  • Your Supervisor must complete a blanket Travel Authorization (TA) form and submit to Delia Rubio in the Business Office.

Upon completion of the above requirements, send an email to Sherry Lumpkin indicating that these requirements have been met and attach copies as described above.  If everything is approved, you will be added to the on-line vehicle reservation system and notified so you may begin reserving UAS fleet vehicles.


Vehicle Use  (click here to expand)

University Vehicles may ONLY be used for official University business and may NOT be used for any other purpose.  University vehicles are not covered by liability insurance.  Rather, University employees, students, agents or volunteers who drive a University vehicle for the sole purpose of participating in authorized University activities are covered for liability (contact Risk Management for details).  This means that no coverage is provided for anyone, including any University employee, who operates a Motor Pool vehicle for unauthorized, non-University business purposes.
If you are using the vehicle for anything outside of normal travel to various campuses and work sites, then you should communicate with the Business Office before the trip to ensure that all appropriate travel paperwork is filled out and that the purpose of travel adheres to policy regardless of the funding source.  (For example, dropping off or picking up someone from the airport in a University vehicle).Upon completion of the above requirements, send an email to Sherry Lumpkin indicating that these requirements have been met and attach copies as described above.  If everything is approved, you will be added to the on-line vehicle reservation system and notified so you may begin reserving UAS fleet vehicles.

  1.  Criteria for Eligible Drivers / Passengers

      • University affiliates (University employees, University students, agents of the University, and University volunteers) may be drivers and/or passengers of fleet vehicles only if business is being conducted on behalf of the University during the time of travel.  Attending a social event is not "business".
      • If an individual is not an affiliate of the University traveling to the same destination, he/she may not carpool in a fleet vehicle. 
      • Non-University employees or non-University students may only ride in a fleet vehicle ifthey are participating in the function for which that vehicle is being used; however, they cannot drive a fleet vehicle.
      • Foreign DCC’s (volunteers) may ride in a UAS vehicle if they are participating in the function for which that vehicle is being used; however, they cannot drive a fleet vehicle unless the driver passes all the necessary prerequisites, stated above in the Driver Eligibility section, and has a valid United States driver’s license.
      • Only drivers with a valid driver's license may operate a fleet vehicle.  The driver must have the license in his or her possession at all times while driving the vehicle.


  2. Vehicle Clipboards

      • Clipboard contents include, but are not limited to, keys, vehicle logs, registration, insurance information, and information as to what to do in the event that an accident occurs or roadside assistance is needed.
      • Clipboards (for Sierra Vista vehicles) are kept in the Business Office and can be obtained during regular business hours, 8:00 a.m. to 5:00 p.m.  If your departure time is prior to 8:00 a.m., you may pick up the clipboard one day in advance.  Other locations may vary so ask your location’s contact.
      • Clipboards must remain in the vehicle while the vehicle is in use for quick and easy access to pertinent documentation in the event the driver is pulled over by law enforcement or in case of an emergency. 


  3. Vehicle Logs

      • Vehicle logs must be filled out thoroughly and legibly.  Each section serves a purpose for keeping accurate records.
      • Each and every trip requires a new log; do not combine trips. 
      • Use the notes section on the travel log to report any maintenance issues (as indicated in the “Vehicle Safety” section), any significant mess left by the previous driver (such as trash, food, or spills), or vehicles that are under ¾ of a tank.  If you fail to report any of these issues, the responsibility will fall on you.  Vehicles are washed and vacuumed regularly and should not have to be done by special request due to an individual’s negligence.


  4. Fuel

      • Vehicles must be returned with a full tank of gas if you have either driven over 100 miles or if the tank falls at or below three quarters (3/4) of a tank while in your possession. 
      • Voyager card (gas card)

        • The Business Office or the location contact can provide the information as to where the Voyager card is kept and the PIN/driver number that will be requested at the pump.
        • The Voyager card is to be returned to its designated place Immediately following each use – Do Not Put The Card in Your Pocket, Purse, Wallet or Anywhere Other than Directly Back Where it Belongs.  Get in the habit of swiping the card then immediately return the card to its designated place.
        • Use the Voyager card as a credit card, not debit.
        • You will be required to enter a PIN/driver number.  If you enter the pin incorrectly several times, the card will lock up.  To have the card unlocked, call the number on the back of the card, give the operator your card number and PIN, and the operator will unlock it.

      • Write the vehicle number on top of the gas receipt and insert it into the clear plastic pouch that is attached to the outside of the clipboard. 


  5. Securing Vehicles

      • Vehicles must be secured at the end of each trip.  Turn off the lights, roll up the windows, and lock the doors.  For keyless vehicles, be sure the engine has been turned off.


  6. Returing Vehicles

      • Vehicles, clipboard, keys, and gas receipt must be returned as soon as your business travel ends.  Clipboards (Sierra Vista) are to be put in the basket above the shelf where the clipboards are kept for in-processing.  If a vehicle will be used for consecutive days, you may keep the clipboard until the trip ends.


  7. Maintaining Vehicles

      • Each driver must make every effort to maintain vehicles; keeping them clean and in acceptable conditions.  If you spill something, it is your responsibility to clean it.  If UAS has to pay to clean any spills or stains, the person responsible for the spill or stain may have to reimburse UAS for the expense. 
      • The contact at each UAS location will arrange for general maintenance/ service on their fleet vehicle(s) and provide all related documentation to Sherry Lumpkin at the Business Office in Sierra Vista.
      • UAS Sierra Vista vehicles are washed and vacuumed on a regular basis.
      • Take all your belongings with you.  Any items found in a Sierra Vista vehicle may be brought to the Business Office and placed in the designated “lost and found” area near the vehicle clipboards.  Other areas should check with their contact person.


  8. Vehicle Problems

      • If a driver encounters vehicle problems such as a flat tire or another issue requiring road side or towing services, it is his/her responsibility to make initial arrangements for assistance.  (See the “What to Do in Case You Find Yourself with Vehicle Problems” sheet located inside the clipboard.)


  9. Vehicle Safety

      • It is important that all vehicle safety concerns be reported immediately.  Everyone must assume some of the responsibility.  Report service lights, low tires, unusual/significant dings or scratches, strange noise or vehicle behavior, or if you notice the oil change sticker nearing its due date or dashboard indicator, report it on the travel log and/or email your local contact. 


  10. Parking and Traffic Violations

      • The individual operating a fleet vehicle is responsible for any parking and traffic violations.


  11. Lock-outs

      • The individual operating a fleet vehicle is financially responsible for any lock-outs, unless the key fob stops working.


  12. Unauthorized Commute/Use

      • Any unauthorized commute or use of a fleet vehicle may result in loss of driving privileges and possible disciplinary action. 
      • Taking a fleet vehicle home:  University Policy PROHIBITS taking university vehicles to private homes.  Violation of this policy means the driver may be personally liable for injury or property damage.  (See UA Insurance Coverage Brochure available from Risk Management.)
          • Policy Violations:  It is each driver’s responsibility to report any policy violations. 
          • Proper use of Vehicle:  Vehicles are only to be used to attend UAS sponsored business events only, such as:
            • Department Meeting
            • Graduation*
            • Welcome Back Bash*

              *UAS vehicles may be used for events such as Graduation or the Welcome Back Bash only if the driver has a business purpose in which he/she is directly involved in helping with the event.  UA Vehicles are not to be used to participate for enjoyment. 
          • Improper use of Vehicle:  University vehicles are not to be used for personal purpose; some examples are:
            • Transportation to work site when the purpose is for a routine assigned duty
            • University sponsored events that are not in direct relation to your job or current position
            • Attending a co-worker’s birthday lunch
            • Taking lunch because a personal vehicle isn't available
            • Farewell party
            • Dining Under the Stars
            • Sporting events
Accidents  (click here to expand)

If you are involved in an accident do not admit guilt.  Call the police and file a report.  Fill out the property loss form, located inside the vehicle clipboard, as soon as the accident happens.  Email this form along with the police report to Sherry Lumpkin, Business Office and Joy Baine, Risk Management Services.

 

Registration/Insurance  (click here to expand)

If you get pulled over, registration and insurance information is located inside of the vehicle clipboard.

  • Insurance:  We are self-insured.  Government plated vehicles, including university owned vehicles, are exempt from carrying proof of insurance, pursuant to Arizona Revised Statutes §28-4003.  (see the “Automobile Insurance Information” sheet inside the clipboard.

  • Registration:  Registration for government vehicles does not expire, pursuant to Arizona Revised Statutes §28-2511.  Therefore, fleet vehicles do not have tags for the license plates.  Each vehicle has either a Title of Registration or a Title of Registration Application, both of which are valid.  (See the “Automobile Insurance Information” sheet located inside the clipboard.)

 

Fleet Safety Policy  (click here to expand)

Click on the following link:  http://risk.arizona.edu/fleetsafetypolicy.

 

Vehicle Reservation & Location Contacts  (click here to expand)

Campus fleet vehicles are to be reserved online using the Vehicle Reservation System with your University NetID and password.  Make sure to select the correct site calendar and vehicle when making reservations.  If the reservation is no longer needed cancel it so that others may have the opportunity to reserve that vehicle.

If you receive "Access Declined" click on the login link to the left.

Douglas

Nogales

 Pima East

Pinal

Sierra Vista

Tech Park

Additional Location Specific Policies

Sierra Vista

  • Keys may be picked up one day before a scheduled trip, if departure is prior to regular business hours.  The keys are available in the business office immediately to your right as you walk in the front door.  Be sure to take the clipboard that matches the vehicle number you have reserved and keep it with you in the vehicle.
  • There is a computer set up in the lobby of the Business Office for your convenience should you need to verify the vehicle number you reserved or to reserve a vehicle if you have not already done so.
  • During normal business hours (8:00 a.m. to 5:00 p.m.), the clipboards are to be returned to the basket located on top of the shelves where you picked up the keys.  A drop box is located in the Sierra Vista parking lot, for UA Sierra Vista vehicles only, and is only to be used after normal business hours. 
  • Car washes and vacuuming are done on a regularly scheduled basis.  There is not a full time person to care for the vehicles, so unless there is a significant mess caused by another driver (which should be reported), there is no need to report that the vehicle needs to be washed or vacuumed.  If a mess is reported, and it is considered to be significant by the Business Office, it will be taken care of as soon as possible, but not necessarily the same day.  If the mess is caused by the previous driver, it will be addressed with that individual.

Tech Park

  • Vehicles must be parked exclusively in the designated UAS spaces in parking lot two (2), located behind the building.  If you do not know where these parking spaces are located, please ask the Tech Park contact.
  • The front UAS parking spaces may be used for temporary parking (unloading, quick entry to the building, etc.) or for use by UAS vehicles visiting from other sites.  All-day parking and overnight parking must be in the back; no exceptions. 
  • Since there is not a full time person to care for the vehicles, the Tech Park contact is responsible for arranging general maintenance, such as oil changes, new tires, repairs, and anything else necessary to retain the safety of the vehicles.  Each driver is responsible for gassing up the vehicle and cleaning up after him/herself.  All drivers should assist with minor maintenance issues such as putting air in the tires, cleaning the windshield, etc., whether it is done personally or is taken to a vendor to be done.
  • For any and all Tech Park vehicle concerns, contact Denise Olson at 520-626-1702.

Pima East

  • The vehicle assigned to Pima East is unique in its reservation process.  The vehicle must be reserved in advance and the key must be picked up during business hours.  For Pima East reservations, contact Raina O’Brien at 520-626-2196. 
  • There are specific procedures for returning the vehicle after 5:00 p.m. so you will need to contact either Raina O’Brien at 520-626-2196 or Denise Olson at 520-626-1702 for details, prior to driving the vehicle.
  • If you encounter any issues with the vehicle, such as dashboard warning lights or anything else that may require immediate attention, indicate it in the “Notes” section of the vehicle log and send a detailed message regarding the matter to Denise Olson (deniseolson@email.arizona.edu) as soon as possible.
  • Since there is not a full time person to care for the vehicles, the Tech Park contact is responsible for arranging general maintenance, such as oil changes, new tires, repairs, and anything else necessary to retain the safety of the vehicles.  Each driver is responsible for gassing up the vehicle and cleaning up after him/herself.  All drivers should assist with minor maintenance issues such as putting air in the tires, cleaning the windshield, etc., whether it is done personally or is taken to a vendor to be done.
  • For all Pima East vehicle concerns, contact Denise Olson at 520-626-1702.
 
Vehicle Use FAQ  (click here to expand)
  • I do not have a car today.  Can I use a UAS vehicle to go to lunch?
        • No.  UAS vehicles are strictly for business use only. 

  • I'm traveling to another city today.  Can I take the University vehicle to a restaurant for lunch?
        • Yes.  While traveling outside your work city you may use the University vehicle to make necessary stops during your course of business.  You may not visit friends and family or take the vehicle for personal shopping.  If the restaurant where you will have your lunch is located in a shopping plaza, you may walk to any surrounding stores during your lunch hour but you may not use the vehicle to make a specific trip solely for entertainment or shopping purposes.

 

  • Can a family member ride in a UAS vehicle with me?
        • No.  Only people who have a business purpose and prior travel authorization may ride in a state vehicle.

  • What if my family member is a University employee?
        • University employees are not automatically approved to ride or drive UAS vehicles.  Only people with a business purpose and with prior written approval (Travel Authorization) may ride in a UAS vehicle.

 

  • The gas card is missing.  Can I get reimbursed if I pay with my own money?
        • Yes, but report the missing card immediately to Sherry Lumpkin, Business Office, at (520) 458-8278, extension 2142 or slumpkin@email.arizona.edu.

  • Another UAS Campus is having a birthday party for an employee, can I drive a UA vehicle?
        • No.  Birthday parties are not a UAS sponsored event so University vehicles may not be used.  Travel for such events is at your own expense.

 

  • UAS Student Government is hosting a welcome back bash for students, can I use a University vehicle?
        • Yes.  You may use a University vehicle to attend any UAS Sponsored Event.  Vehicles are available on a first come - first serve basis, availability is not guaranteed and mileage is NOT reimbursable.
  • I'll be driving a University vehicle to attend a meeting.  XYZ Business employees will also be attending.  Can they ride in the UA vehicle with me?
        • If this person is attending the meeting to benefit XYZ Business and for XYZ Business ONLY, then they CANNOT ride in UA Vehicles.  ANYONE riding in a UA vehicle must have a UA business purpose at the time of travel.

 

  • Who should be contacted if the vehicle has a flat tire or needs to be towed?
        • The vehicle clipboard contains a sheet titled, “What to Do in Case You Find Yourself with Vehicle Problems”.  This sheet provides contact information and will assist you in the process. 

 

If you have any questions regarding fleet vehicles, contact Sherry Lumpkin in the Business Office at (520) 458-8278, ext.  2142
or slumpkin@email.arizona.edu.

 
 
 

 

 
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