State Vehicles/Travel Policy

Lock Haven University Travel Policy, Procedures and Priorities

Policy

General Rules: Covered under Title 4 of the PA Code, Chapter 73. These rules are subject to the requirements of all relevant collective bargaining agreements.

1. All travel on official University business requires a travel request approved in advance.

a. Travel undertaken without prior approval will be considered personal.

2. Only University employees on University business may drive University vehicles.

3 . Travelers may request a university vehicle if available.  Charges will be made to the authorized fund center at the current PASSHE rate.

4. Employees who drive University vehicles must have a current valid Pennsylvania driver's license.

5 . University vehicles will be made available only to those student employees who are driving within the scope of their employment and part of their official job duties, and who meet one of the following requirements, otherwise they will be denied use of vehicle:

a. the student employee is part of a group traveling with a faculty or staff member who has processed a travel form for the vehicle and who is driving one of the vehicles within the group when more than one vehicle is requested; or

b. the student is employed as a driver for the Institute for International Studies Office or the ROTC program, and is being paid while driving.

c. other exceptions as approved by the President or his designee.

6. University vehicles will not be provided without charge for students and faculty advisors involved with student clubs for club trips. The club budget submitted to the S.C.C., Inc. is expected to include vehicle rental money. The club is expected to seek vehicle rentals through private vendors before any request is made for rental of University vehicles.

7. Policy does not allow spouses and other family members or friends to accompany University employees in University vehicles, except under the provisions of 9d below.

8 .  Policy does not allow animal s (excluding service animals), in University vehicles.

9. Passengers who may travel with University employees in University vehicles are the following:

a. University and PASSHE employees on University business only;

b. University students having University business purpose associated with the travel;

c. Other persons who have official Commonwealth of Pennsylvania or University business associated with the travel;

d. Volunteers who are officially recognized as such under the University volunteer policy. These individuals may not drive University vehicles.

10. University employees may select one of the following options in choosing a vehicle to use for University business travel:

Option 1 – You may use a University vehicle if available by making your reservation through the University Vehicle Coordinator with the proper travel authorization at the Facilities Building, 95 W Fourth Street. 

Option II – If you choose to use a personal vehicle and be reimbursed for business mileage at the current state rate, you should note that employee use of personal vehicles for business travel has certain liability insurance consequences.  You are responsible for your own fuel purchases when using personal vehicles.

Option III - Alternatively, travelers may request a vehicle for approved travel from the university's master leasing contract.

a. Charges will be made at the authorized fund center at actual cost.

b. Reimbursement for rental vehicles for approved trips not secured thru the master contract must be paid for by the employee and submitted for reimbursement.

11. Drivers of University vehicles are responsible for payment of all parking and traffic violations received while they are operating vehicles on University business. 
There can be no reimbursement for these payments.

12. Drivers must report all accidents in which they are involved while on University business. This report accompanied by the police report is to be given to the   Vehicle Coordinator within 24 hours after an accident, or as soon as practicable after weekend and holidays.

13. Drivers are expected to take the most direct route to the destination; any deviation may result in suspension of driver's privilege pursuant to Chapter 73 of Title 4 of the Pennsylvania Code.

14. Under our university policy, state vehicles cannot be taken home.  Vehicles assigned to the Lock Haven campus may not be parked off campus overnight while the vehicles are in the Lock Haven vicinity. Vehicles assigned to the Clearfield campus may not be parked off campus overnight while the vehicles are in the Clearfield vicinity.

15. Approval of the President is required in order to take a Commonwealth vehicle outside of the Commonwealth.


Procedures

1. Complete a Travel and State Car Reservation Request and Authorization Form and have the form properly approved.

- Please note that a separate Travel and State Car Reservation Request and Authorization Form is required for each event.  If an event will span several days or a week, one form may be used as long as the assigned drivers remain the same. Multi-weeks/months or entire semester trips must be on separate forms.  In all cases, the assigned driver must be noted on the form. If more than one vehicle is requested, the form must identify all drivers. If one of the drivers is a student, the student should be identified separately and noted as a student employee.

- Requests for multiple vehicles that do not identify each driver will not be assigned a vehicle.

2. Request a University vehicle for all University business travel, unless driver plans to use their own personal vehicle and be reimbursed at the current mileage rate.

3. Pick up a University vehicle on the day of travel in the vehicle area behind the Medical Professions Building. No deliveries will be made of any vehicle, except requests made by the President of the University. 

4. Keys for the state vehicles will not be issued to drivers without the travel authorization form designating the vehicle requested. Drivers should fill out the vehicle destination and mileage log daily; use the credit cards in the vehicle to purchase gas, oil or to pay for emergency repairs, and keep receipts in the container with the credit cards.  Courtesy is strongly suggested when returning a state vehicle.  The user should return the vehicle with at least a half tank of gas and remove any trash from your trip.

5. The driver should review the log and vehicle to make a determination whether the trip can be safely completed. Unsafe conditions should be reported immediately to the Maintenance Supervisor of Automobiles for remediation in the Medical Professions Building or 2109.

6. If a vehicle failure occurs while away from the campus, the authorized driver should assess the likelihood of safe journey back to campus. If not possible, emergency repairs or roadside service are authorized, not to exceed $500.00. If repairs will exceed $500.00, prior approval must be obtained from the Maintenance Supervisor of Automobiles during normal business hours (570) 484-2764 or from Law Enforcement if it is not between 7:00 a.m. – 3:00 p.m. at (570) 484-2278. The officer will contact appropriate authorities.

Note: Vendors may direct-bill Lock Haven University or Commonwealth of PA or LHUP credit cards on board the vehicle may be used for repairs or service. If necessary, personal credit cards may be used and a request for reimbursement may be submitted at the end of the trip.

7. Return the University vehicle on or before the approved date of return to the appropriate vehicle parking with at least a half tank of gas and any mechanical discrepancies noted in the log for attention or repair.


Priorities

VEHICLE  PRIORITY  DEPARTMENT

Van Nos. 12, 28 (12 passenger vans)

   1 Athletics, Camps/Conferences
   2 Academics
   3 Other

Van No. 32 (11 passenger van)

   1 Academics
   2 Athletics
   3 Other

Vans Nos. 5, 10, 11, 25, 26 (7 passenger mini-vans) 

   1 Admissions
   2 Other

All Other Vehicles Nos. 1, 4, 13 (Cars) & 29 & 39 (7 passenger mini-vans)

   1 Academics
    2 Admissions
   3 International Ed.
   4 Other

The priorities shown above will only be utilized for vehicles requested at least one week in advance of the date needed. Request for vehicles less than the one week advance will be filled from the list of available vehicles at the time the request is made in accordance with the priority list. No attempt will be made to reassign vehicles to meet the priority list when the request is made with less than one-week lead-time.

15 Passenger Van Rentals:  

Previously the University had two (2) contracts with Enterprise Rent-A-Car for the rental of 15 passenger vans, one for Athletics and one for everyone else on campus to use.

It has been determined that these contract will no longer be necessary, as 15 passenger vans can, and will be scheduled through Cheryl Brown in the Facilities area, aas is done for the rental of any vechicle needed from Enterprise.

To rent a 15 passenger van(s), please proceed as follows:

• Provide a fully approved Travel Authorizaton Form to the Travel Coordinator in the LHU Purchasing Department (Linda Kibbe/Lorie Smith).  The submitted Travel Authorization Form will be appropriately coded and precessed by the Purchasing office and it will be forwarded to Cheryl Brown in the Facilities Department.
  
• Cheryl Brown will contact Enterprise to schedule the van(s) requested.
  
• Cheryl Brown will return the Travel Authorization Form to the requestor showing the van(s) have been scheduled.
  
• On the day of the trip, Enterprise will deliver the van(s) one (1) hour prior to the scheduled departure time to the designated "Enterprise parking area" adjacent to the Facilities Building (3) spots reserved for Enterprise vehicles only - 95 West Fourth Street.
  
• To obtain the keys to the Enterprise van(s) scheduled, please go the LHU Public Safety Office, show your Travel Authorization Form to the attendant on duty, and the keys to your van(s) will be given to you by the attendant.
  
• Proceed to the designated parking area for the Enterprise vehicles, adjacent to the Facilities Department building, to pick up your van(s).
  
• After the trip is complete, return the van(s) to the designated spots for the Enterprise vehicles adjacent to the Facilities Building, lock the doors to the van(s), and deposit the keys into the "Enterprise" drop box mounted on the wall of the Facilities Building in front of the "Enterprise" parking area.

If you have any questions, please contact;

Cheryl Brown, Facilities -  484-2017
Linda Kibbe, Travel Coordinator - 484-2976
Lorie Smith, Backup Travel Coordinator - 484-2701

Original Approved  09/07/1994
Revision Approved 02/13/2006

 

  Last updated 11/3/11