Supplement to CSU Use of University and Private Vehicles Policy Guidelines

INTRODUCTION

The California State University, in conjunction with the state Office of Risk and Insurance Management, publishes the CSU Use of University and Private Vehicles Policy Guidelines (CSU Guidelines) to assist campuses in administering state requirements for authorizing vehicle use for University business. All CSU, Chico employees who drive, or who authorize others to drive, on University business should be familiar with them.

This supplement expands the CUS Guidelines where CSU, Chico has more stringent requirements than the system and provides campus-specific information for contact numbers and the like. All section headings of the CSU Guidelines are repeated here, followed by an expansion or campus-specific information if applicable. Expansions and campus-specific information are in addition to, not in place of, CSU Guidelines. Campus appendices include procedures for reserving vehicles, information for dealing with vehicle breakdowns, and important phone numbers.

Use of University (CSU) Vehicle

Although auxiliary employees may not use University vehicles, they may schedule rental vehicles through Travel Services/Vehicle Reservations.

Definition of University (CSU) Employees (no supplement)
Definition of University (CSU) Vehicles (no supplement)
Motorcycles (no supplement)
Parking
IRS Regulation 1.132-6(e)(2) establishes personal use of a state-owned, rented, or leased vehicle as a taxable fringe benefit. Parking a state-owned, rented, or leased vehicle overnight at the employee's home in anticipation of a next-day departure falls into the category of personal use. The campus discourages this practice due to the employer reporting requirements and the employee tax liability and personal liability for a state vehicle parked at home. Discuss exceptional circumstances with Travel Services/Vehicle Reservations.

Misuse of University Vehicles

The following also constitute misuse:

Failure to comply with all traffic and motor vehicle laws and regulations
Personal use or conveying passengers other than persons directly involved with University or State business, except with approval or employee's dean, director, or department chair. Written approval must be submitted with the Travel Request to Travel Services prior to the trip.
Failure to submit a completed Travel Request to Travel Services prior to the trip.
All conditions also apply to use of privately-owned vehicle on University business.

Campus Responsibilities

Authorization to Use University Vehicles (no supplement)
Control (no supplement)
Usage Violations (no supplement)
Criteria for Usage

Written approval of the use of a University vehicle or a privately-owned vehicle on University business must be on file before each trip. Such approval is considered to be on file when a completed Travel Request has been reviewed and approved by Travel Services prior to the trip.
All persons who drive on University business must complete a CSU approved defensive driving course at least every four years, regardless of the frequency of driving on University business.

Driving Record
State Administrative Manual Section 0751 requires that the campus enroll employees who drive as a condition of employment -- employees who are specifically required by job classification or official job description to possess a valid Class A, B, or C driver's license -- in the Department of Motor Vehicles Pull-Notice Program. This program assists state agencies in monitoring license status by automatically generating a report to the campus of citations, accidents, and DMV actions (suspensions or revocations) recorded against the employee record.

Departments must annually provide to TS/VR the names and license numbers of employees whose job descriptions require a valid driver's license. Licenses required by job classification are identified for TS/VR by Human Resources.

Authorization to Use Privately Owned Vehicles
Std. Form 261, Authorization to Use Privately Owned Vehicles on University or State Business, must be completed by the employee and by the employee's supervisor prior to the first use and must be reviewed annually thereafter. Renewal authorization for the next fiscal year must be secured and recorded prior to June 30th of each year and retained by the employee's department. Failure to have current authorization on file will preclude reimbursement for mileage and, more critically, may negate employee eligibility for state liability coverage and legal defense in the event of an accident. Department authorizations to use private vehicles are subject to audit by the campus and by The CSU Office of the University Auditor.

Information to be provided to the Driver (no supplement)
Charge Cards (no supplement)
Credit Card Purchases (no supplement)
Reminder Stickers (no supplement)
Motor Vehicle Accidents
Vehicle accidents which result in injury to any person other than University employees, or which involve serious damage to the property of others must be reported immediately by telephone to the State Office of Risk and Insurance Management (ORIM). During regular business hours, employees should call campus Travel Services/Vehicle Reservations at 530-898-6117 or Risk Management at 530-898-6588 for assistance in meeting this reporting requirement. At other times, employees should call the ORIM message line directly at 916-376-5295.

Report of Vehicle Accident, Std. Form 270
Employees involved in an accident causing injury or property damage to others must submit Std. Form 270 to the State Office of Risk and Insurance Management within 48 hours of the accident. During regular business hours, employees should call campus Travel Services/Vehicle Reservations at 530-898-6117 or Risk Management at 530-898-6588 for assistance in meeting this reporting requirement.

Distribution of Std. Form 270 (no supplement)
State Pool Vehicle (no supplement)
CSU-assigned State Vehicle and CSU-owned Vehicle (no supplement)
Privately Owned Vehicle
If accident damages are in excess of $500 the employee must complete Traffic Accident Report Form SR-1A and submit it to the Department of Motor Vehicles within ten days of the accident.
Supervisor's Review (no supplement)
Use of Police Accident Reports (no supplement)
Motor Vehicle Liability Insurance (no supplement)

Vehicle Breakdown: Repairs to CSU-owned Vehicles - Warranty Inspection and Repairs
How you handle a breakdown depends on the type of vehicle you're driving -- check the vehicle log book to determine if you are driving a vehicle owned by CSU, Chico. a vehicle leased from the Department of General Services, or a rental vehicle and follow the appropriate instructions below.

Breakdown of University-Owned Vehicle

In or near Chico - During regular business hours, notify Travel Services/Vehicle Reservations at 530-898-6117. At other times, call University Police at 530-898-5372.

Away from Chico - The 24-Hour Roadside Assistance number is 800-600-6065. This number can be called for minor mechanical adjustments; tire repair; battery service; gasoline, oil, and water delivery; lockout; and towing. The Voyager gas credit card in the glove compartment can be used for payment. Have vehicle towed to nearest authorized dealer (Ford to a Ford garage, etc.). Request a repair estimate and authorize the work (sign and print your name) if the estimate is $200 or less. Request that the invoice be made to California State University, Chico and mailed to:

FMS Garage Manager
California State University, Chico
Chico, CA 95929-0925

Retain a copy of the invoice and submit it to Travel Services/Vehicle Reservations upon return of the vehicle. If the repair estimate is over $200, contact the FMS Garage at 530-898-6222 or Travel Services/Vehicle Reservations at 530-898-6117. Ensure that you have the name, address, and telephone number of the garage; the nature of the problem and the repairs; and the estimated repair costs before calling.

If no garage is open have the vehicle towed to a safe place, lock it, and leave it parked overnight. Call Travel Services/Vehicle Reservations at 530-898-6117 or University Police at 530-898-5372 to report the location of the vehicle and circumstances of the breakdown. Location of the keys and log book should also be reported. If at all possible, remain in town until a garage opens and follow the procedures above.

If you are unable to even have the vehicle towed, park it in the safest manner possible and lock it. Notify the Highway Patrol so they are aware of its location. Find transportation home. Give the keys and log book to Travel Services/Vehicle Reservations Coordinator or University Police, with the exact location of the vehicle and directions for locating it.

Breakdown of Vehicle leased from the Department of General Services (DGS)

Near a State Garage - Call the nearest garage for assistance.
State Garage -- Location -- Telephone Number
Fresno -- 1025 P Street -- (209) 445-5527
Los Angeles -- 122 South Hill Street -- (213)897-4066
Oakland -- 401 27th Street -- (510) 286-0901
Sacramento -- 1416 Tenth Street -- (916) 657-2311
San Diego -- 345 West Ash Street -- (619) 645-2740
San Francisco -- 570 Ellis Street -- (415) 557-3604

Away from a State Garage The 24-Hour Roadside Assistance Program can be called for minor mechanical adjustments; tire repair; battery service; gasoline, oil, and water delivery; lockout; and towing. The number is 800-600-6065. The Voyager gas credit card in the glove compartment can be used for payment.

A DGS Directory of Approved Auto Repair Facilities in California is located in the glove compartment. The pre-authorized repair limit for approved vendors is up to $500. For non-approved vendors, the pre-authorized repair limit is up to $350. Get an estimate for the cost of repairs. If the estimate is within these limits, authorize the repairs. If the repair facility will accept the Voyage gas credit card for payment, use it. If not, request that the repairs be made and an invoice be submitted to:

Garage Manager
California State Garage
1416 Tenth Street
Sacramento, CA 95814

If the repair estimate exceeds the stated limits, secure approval from the state inspector at 916-653-5709 (pager 916-499-3728) prior to authorizing repair. The inspector will provide instructions to you if approval cannot be granted.

Breakdown of Rental Vehicle
In the case of a mechanical failure call:

Enterprise Rentals
2267 Esplanade
Chico, CA
530-899-1188

During non-business hours, handle any needed repairs as you would on your own vehicle. Save any defective parts, obtain a receipt for the repairs, and turn these in to Travel Services/Vehicle Reservations. You will be reimbursed for your expenses. The rental agreement in your log book also lists current locations and phone numbers of out-of-town Enterprise locations. If a breakdown occurs in one of these locations, call that branch for assistance.

Operator Inspection
Damage or unsafe conditions noted on a University Vehicle, or the absence of breakdown/accident instructions from the vehicle, noted during the pre-trip inspection should be reported immediately to Travel Services/Vehicle Reservations during regular business hours or to University Police at other times.

Reserving a Vehicle - Travel Services/Vehicle Reservations

Call Travel Services/Vehicle Reservations - Contact the Vehicle Reservations Coordinator at x6117, Yuba Hall, who will determine if a suitable vehicle is available on the date and at the time needed. Requests are accepted by phone, e-mail, mail, or in person. Initial scheduling of buses is done annually with priority given to academic field trips. All remaining dates are available on a first-come, first-served basis.
Submit A CAF - Once availability has been verified, you must submit a Charge Authorization Form (CAF) to Travel Services/Vehicle Reservations, Zip 260, to confirm your reservation.
Vehicle Pick Up - Log books and vehicle keys are available from Travel Services/Vehicle Reservations, Yuba Hall, during regular business hours and from University Police, located in the same building, at other times.
Gasoline Credit Cards - Credit cards are located in the glove compartment of each car. The cards may be used to purchase gasoline and oil and to secure emergency repairs up to $200 for University-owned vehicles and up to $350 for leased vehicles (vehicle type recorded in log book). Gasoline is to be purchased from self-service stations unless there is no alternative to full-service. A booklet in the glove compartment lists all companies that accept the gasoline credit card. Confirm that the station accepts the card before you begin to pump gas. Vehicles must be returned with the fuel tank full.
Vehicle Location - The location where each vehicle is parked is listed on a sheet underneath the sign-out log where you pick up keys and log books. Buses and the trailer are parked in the Facilities Management and Services Corporation Yard. After hours access to the Corporation Yard can be gained by contacting University Police.
Parking Personal Vehicles - A special permit which allows you to park your personal car in the campus lot while using a University vehicle is available from Travel Services/Vehicle Reservations or University Police.
Delay in Returning - If you will be delayed beyond your scheduled return time, notify Travel Services/Vehicle Reservations (898-6117) during regular business hours or call University Police (898-5372) at other times.
Vehicle Return
- Park vehicle in the appropriate parking lot
- Remove all personal items
- Remove trash, leave vehicle interior clean
- Close windows and lock all doors (including rear windows and doors)
- Record ending mileage, distance traveled, dates o use, and location traveled to in the log book
- Sign log book entry
- Return log book and keys to Travel Services/Vehicle Reservations or University Police immediately
Vehicle Malfunction/Repairs - Note any malfunctions, repairs that you made, or repairs that should be made, on the Vehicle Performance Report found in the log book. Return the completed form to Travel Services/Vehicle Reservations. University vehicles are equipped with snow chains, de-icer, spare tire, and jack. Report any exhausted, damaged, or missing items to Travel Services/Vehicle Reservations.

Important Numbers

During Business Hours - To reserve vehicles, ask questions about procedures, to pick up keys and log books, or to report vehicle breakdowns or accidents while on the road, contact:

Travel Services/Vehicle Reservations: 530-898-6117

After Business Hours - To gain access to the Corporation Yard, to pick up keys and log books, to report delays in returning, to report vehicle damage, or to request assistance with a vehicle breakdown contact:

University Police: 530-898-5372

Assistance with breakdowns of vehicles leased from the Department of General Services (DGS) contact:

State Garage: 916-657-2311

DGS Vehicles - For repairs in excess of pre-authorized limits contact:

State Inspector: 916-653-5709, Pager 916-499-3728

Reporting accidents involving injury or damage to property of others, immediately contact:

CSU, Chico Travel Services/Vehicle Reservations: 530-898-6117

CSU, Chico Risk Management: 530-898-6588

State Office of Risk and Insurance Management: 916-376-5300 or message at 916-376-5295

Renting a Vehicle Away From Campus
CSU, Chico contracts for rental vehicles from local agencies. When on-campus, employees should make reservations for rental vehicles through Travel Services/Vehicle Reservations.

The following information applies to vehicle rental arranged away from campus.

The State of California contracts for special rates with a number of vendors for rental car services, both in and out of the state. These special contracts provide low rates and free insurance coverage. The accident insurance covers the vehicle you rented, other vehicles and property, and other injured parties.

To obtain these benefits, follow just two very important procedures:

Rent from a contact vendor. Vendors differ for in-state and out-of-state rentals. Contact Travel Services/Travel Finance at 530-898-6117 for an up-to-date listing of vendors.
Use only a Department of General Services (DGS) or Corporate American Express card to pay for the rental.

A DGS card is available on a pre-trip basis from Travel Services/Vehicle Reservations. Applications for Corporate American Express cards can be obtained from the Office of Vice President for Business and Finance.