15.4.3 Comply with Unit Responsibilities for Motor Vehicle Use
Policy Statement
Each unit is responsible for ensuring its employees follow all state and University of Illinois System laws and policies regarding vehicle use. Employees (or their supervisors) must immediately report all accidents in university, rental, or personal vehicles to their university motor pool office and immediate supervisor within 24 hours.
When a vehicle has been assigned to a unit, that unit must still follow the policies in 15.4.2 Become Eligible to Drive a University Vehicle, 15.4.4 Determine Approved Use of Department and Motor Pool Vehicles, and the applicable university’s motor pool requirements regarding vehicle maintenance and use, unless a unit and a motor pool have agreed to and documented an alternative arrangement concerning a vehicle.
Procedure
Consult the categories below to determine unit responsibilities for vehicle use:
Motor Pool (Passenger) Motor Vehicle Use (All Universities)
Ensure that drivers complete the applicable Car Release Order form(s) and take it with them when they pick up the car from the motor pool. Advise them that they, and any alternate driver, must show their driver's license. Ensure they are familiar with 15.3 Motor Vehicle Accidents.
Unit Vehicle Use
Units that have a university vehicle must designate an employee to be responsible for oversight and supervision. That person must:
Identify all potential unit drivers of the vehicle, including student employees.
At the start of each fiscal year, inspect the driver's licenses of potential drivers. Ensure that each license is current and valid. Complete and maintain a copy of the Departmental Driver Approval form.
Ensure drivers are familiar with 15.4.2 Become Eligible to Drive a University Motor Vehicle and 15.4.4 Determine Approved Use of Department and Motor Pool Vehicles.
Maintain copies of employees' signed Departmental Driver Approval form for employees and other individuals for a minimum of two years. These forms, including any driver's license information, must be kept in a secure location. This must be done before employees drive a motor vehicle.
Submit an annual justification letter attesting to the unit's continuing need for the vehicle and identify each vehicle as either assigned to multiple individuals or assigned to a specific person.
Maintain a sign-in/out log for vehicles used by multiple individuals or otherwise document vehicle use. Vehicles may be assigned to specific individuals for regular use providing this use is directly associated with the employees’ duties and does not include any commuting or personal use.
All vehicles owned and operated by units must undergo and maintain documentation of regular maintenance as recommended by the manufacturer. The only vehicles exempted from this requirement are vehicles removed from service according to each campus’ fleet office.
Use of Other Vehicles
Rental Car Agency Vehicle—The State of Illinois and the system have contracts with rental car agencies. If there is an accident, the driver must follow the steps in 15.3 Motor Vehicle Accidents. For insurance information, consult "Rental Vehicles" in How Personal Insurance Becomes Involved in a Claim.
Personal Vehicle—If there is an accident the driver must follow the steps in 15.3 Motor Vehicle Accidents. For insurance information, consult "Personal Vehicles" in How Personal Insurance Becomes Involved in a Claim.
Forms Used in this Procedure
Departmental Driver Approval
Related Policies and Procedures
15.3 Motor Vehicle Accidents
15.4.2 Become Eligible to Drive a University Motor Vehicle
15.4.4 Determine Approved Use of Department and Motor Pool Vehicles
Additional Resources
Car Rental—Contracted Providers
How Personal Insurance Becomes Involved in a Claim
First published: September 2012 | Last Updated: May 2024 | Last Reviewed: May 2024