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EIU Office of Internal Auditing

#161 - University Fleet and Vehicle Services

Approved: June 17, 1998

Monitor: Vice President for Business Affairs

The University provides and maintains a fleet of vehicles through the University Motor Pool for use by University faculty and staff on official University business. The following policies have been established to govern its use.


Vehicles are available to faculty or staff members who have a valid driverís license for the vehicle, intended use and number of passengers and who are conducting official University business. Vehicles are not available for use by student groups. Limited exceptions to this policy require the prior written approval of the Vice President for Student Affairs, or designee. Passengers in University vehicles shall be limited to persons on University business and official guests of the University, as determined by the Office of the Vice President for Business Affairs.

The University Motor Pool shall have the authority to establish and publish operating rules and rates for fleet vehicle usage. Drivers are responsible for following the established rules for vehicle operation. Vehicles are assigned on an as-available basis, except for the priority assignments identified below. The Motor Pool has the authority to limit the use of vehicles for any reason.

The use of radar/laser detection devices in University vehicles is prohibited.

Priority Use of Fleet

Priority shall be given to departments which have off-campus instructional programs and activities. The number of vehicles required shall be identified annually through agreements between the departments and the Motor Pool. Priority departments may "bump" other users from vehicles with a minimum seventy-two hour notice. "Bumped" departments may contract with an external vehicle supplier without Motor Pool approval.

Usage Rates and Cleaning Fees

The Motor Pool shall develop vehicle usage charges annually and provide them to the campus no later than April 1 for implementation July 1 of each fiscal year.

Vehicle Operating Expenses

Departments are responsible for all vehicle operating expenses, as published annually by the Motor Pool. Credit cards are available from the Motor Pool for the purchase of fuel when away from the local area. The Motor Pool shall be notified immediately if credit cards are lost or stolen. Vehicle maintenance and repairs in excess of $100 must be authorized by the Motor Pool in advance.

Accidents and Insurance

All accidents must be reported in accordance with Illinois Law, or the law of the local jurisdiction if the accident occurs out-of-state. Drivers are responsible to report all accidents to the Office of the Vice President for Business Affairs as soon as possible after the accident.

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