Wayne State University

Fleet policies and procedures

General

In general, vehicles operated by the university will be leased from the State of Michigan. In certain circumstances, vehicles may be purchased or leased from a private dealer. All vehicle requests are to be processed through Transportation Services. Vehicles leased to or owned by the university are not to be used for personal business or commuting between home and the work place. In some instances, the use of a leased or owned vehicle will include travel between the work place and home when authorized and the purpose is to further the business of the university and to make it convenient for the driver to make appointments early in the morning (i.e. admission officers on recruiting assignments). This would include the authorized use and would permit the vehicle operator to go directly to a destination from home.

  • The permanent assignment of a university-leased or owned vehicle, which may be used for commuting between the work place and home must be recommended by the appropriate vice president and approved by the president.
  • Smoking is prohibited in all state and university vehicles.
  • University-owned vehicles are to be used for department business only. The driver must be licensed by the State of Michigan, have experience handling the specific type of vehicle, and must have a satisfactory driving record. Non-employee students are not permitted to use university vehicles. 
  • All gas, maintenance and repairs for a university vehicle MUST be charged to the vehicle’s assigned fuel card. The fuel card may never be used to make non-work purchases or any purchases besides gas, maintenance and repairs.
  • Under no circumstances are these vehicles to be used for personal errands or to conduct business for other organizations, no matter how worthy the cause. Misuse of a university-owned vehicle will subject the violator to disciplinary action.
  • A university department-owned vehicle designed to carry 16 or more people is considered a bus, and the state requires the driver of the vehicle to have a CDL license with a P endorsement. Licensed CDL drivers are subject to random drug testing.

Regular maintenance responsibilities

Policy

Failure to bring vehicle in for service may result in suspension of future vehicle use. Transportation Services performs quarterly checks on each department’s vehicles for maintenance, cleanliness and mileage.

Procedure

Responsibility
Action
Department
  • Report odometer reading to Transportation Services on the first of every month.
Transportation Services
  • Keep all mileage/maintenance records.
  • Advise department when routine maintenance is required or overdue. 
Department
  • Responsible for maintaining vehicles and repairs.
  • Bring vehicle to service center if repair is needed.
  • If a loaner vehicle is needed, department must get vehicle through Enterprise and pay through IRB. 

Emergency repairs

Policy

The driver/department is responsible for having emergency repairs performed.

Procedure

Responsibility
Action
Driver
  • Call Transportation Services to notify them of damaged vehicle.
  • Take vehicle to approved vendor.
  • Have repairs done.
  • Pay for repairs as needed using Fuel Card

Accidents

Policy

In accordance with State of Michigan statutes, a police report must be filed for all accidents. In addition, all accidents involving a state-owned vehicle are to be reported immediately and personally by the driver to his/her supervisor, Parking and Transportation office and to Maintenance Assistance Program (M.A.P.). Failure to report accidents may result in denial of future vehicle use. Drivers involved in more than two (2) accidents may be denied future vehicle use.

Procedure

Responsibility  Action
Driver
  • File police report.
  • Notify supervisor and Maintenance Assistance Program (M.A.P.) personally by telephone of the accident.
  • File accident report to M.A.P. by phone within 24 hours of the accident.
  • Follow the instructions received from Maintenance Assistance Program (M.A.P.)

Vehicle body repair

Policy

The driver is responsible for repairing all body damage due to accident, theft or vandalism. The driver is also responsible for reporting damage to their supervisor and Transportation Services.

Procedure

Responsibility Action
Driver
  • Call Transportation Services when damage occurs or is discovered.
  • Submit completed Michigan Universities Self-Insurance Corporation (M.U.S.I.C.) Accident Report and vehicle to Transportation Services within 48 hours.
  • Obtain two (2) estimates. 
Transportation Services
  • Obtain two (2) estimates.
  • Verify repair costs.
  • Approve repairs to be made. 
Department
  • Department make payments to repair center. 
Transportation
  • If cost of repair exceeds value of vehicle, the state will consider replacing the vehicle. Transportation Services may assist in obtaining a new state vehicle.

Interior cleanliness and damage

Policy

The driver is responsible for interior cleanliness and damage.

Procedure

Responsibility Action
Driver
  • Report any interior damage to supervisor and Transportation Services.
  • Have repairs to interior done.
  • Pay vendor's invoice.