General Rules – Policies – Vehicle Reservations – Minnesota State University, Mankato

General Guidelines

September 18, 2009 - The guideline for Driver's License Record Checks has been developed as part of the Travel Management Procedure 5.19.3 and is now available at http://www.mnscu.edu/board/procedure/519p3g1.html and vehicles/policies/rev5modelfleetsafetystandards.pdf

Vehicle Consent Form Required - Drivers of state vehicles or private vehicles used for state business must complete and sign a Vehicle Consent Form prior to driving. All student drivers must comply immediately, classified employees have until February 16, 2009, and faculty and administrators have a July 1, 2009 compliance date.

The September 4, 2008, campus letter (see below) from Facilities Services Director David Cowan explains more about the State’s Fleet Safety Program and how it affects both our Passenger Fleet and Maintenance Fleet.

The Department of Administration's Risk Management will conduct an annual Motor Vehicles Record (MVR) check to verify eligible drivers. These eligible drivers will be permitted to drive on university business. The purpose of this program is to ensure we have the safest drivers possible operating vehicles on our behalf.

Vehicle Use Consent Form - On-Line Direct Link to Risk Management
Campus Letter - David Cowan, September 2008 Campus Letter on Requirements
Fleet Safety Motor Vehicle Records (MVR) Check Eligibility Guidelines (PDF)

Only authorized drivers shall use state vehicles for university business and related activities. Drivers include: state employees, contract employees (if the authorization to drive a state vehicle is specifically mentioned in the contract with the vendor) and students on university approved business.
State vehicles are NOT for public transportation. Due to vehicle liability concerns, only authorized drivers and passengers of Minnesota State University, Mankato are allowed within our state vehicles. Risk Management recommends the use of hotel shuttles and public transportation that is available in our area - i.e. buses, cabs, limo services, etc.
State Business (a.k.a. MnSCU or University Business). State law requires that public funds, facilities, and equipment not be used for activites other than those clearly supporting the business of the state. Approved travel incorporates business meetings, authorized conventions, conferences and workshops, and employee teaching assignments. Student travel to and from on-campus or off-campus classes, clinics, and practicums is not considered to fall within the scope of authorized MnSCU or University travel. Field trips which are an integral part of the academic curriculum are authorized.
1. State Vehicle Reservations are to be completed on the vehicles website, www.mnsu.edu/vehicles. Complete all requested information, be specific. To verify reservation has been approved, revisit the web page and double-click on SEARCH, enter appropriate information to verify your request.
2. The driver of a state vehicle must have a valid and unrestricted U.S. State or Canadian Province driver's license, in their possession, to drive a Minnesota State University, Mankato vehicle. The driver must be at least 18 years of age, with a minimum of two years of driving experience. vehicles/policies/auto_liability_insurance_memo.pdf
3. MSU students may drive a state vehicle if they are on university business, with department approval, purpose of trip must be specific on vehicle request.
4. State vehicles may park in general Purple stalls. Reserved Gold stalls are permissible with personal gold permit displayed.
5. Wear safety belts at all times!
6. Observe the speed limit at all times. The tax paying public complains when they see state vehicles exceeding the speed limit. Speeding and traffic violation tickets are the responsibility of the driver and/or involved individual.
7. Avoid side-trips. For approved routes click on the Mapquest website: www.mapquest.com Do not use the state vehicle to cruise around town, travel to liquor establishments or gambling casinos. No alcoholic beverages or containers are allowed within our state vehicles.
8. In compliance with the Minnesota Clean Indoor Air Act and Minnesota Statute 16B.24 (Smoking in State Buildings), smoking is prohibited in all University buildings (including classrooms, cafeterias, hallways, public and private offices, lounges, mechanical rooms, restrooms, conference rooms or any other areas within University buildings) unless posted smoking permitted. No smoking is permitted in any of the university passenger or maintenance state vehicles or other motorized piece of equipment.
9. The vehicle should be returned with a full gas tank. The University has sedans and minivans on the fleet that are bi-fuel. You are encouraged, but not required, to fill the appropriate equipped vehicles with E-85 fuel. Fuel credit cards are within each state vehicle key pack, verify driver I.D. code assigned to the vehicle at the time you pick up the vehicle keys from the Facilities Services Office, WC358.
10. Do not use fuel cards for improper purposes. The fuel card may be used for small incidentals such as windshield fluid or fuil oil. Call Facilities Services, 507-389-5649 or the University Garage, 507-389-1119 if a needed repair may occur during your trip.
11. Record the vehicle's beginning and ending mileage on the CAO-38 form stored within keypacks. List vehicle concerns in the comment section, ex. a rock chipped the windshield.
12. Return vehicle trash-free, remember to remove all personal belongings from the state vehicle. If extensive cleaning is required to the state vehicle a fine my be initiated to the customer's department account.
13. Pick-up and return state vehicles at designated times requested. Keeping vehicles overnight requires prior approval before departure.
14. Accidents happen. Report all accidents, scrapes, bumps, etc., immediately. We will offer as much assistance as possible on the situation. This will allow our scheduling staff to properly clear the vehicle's schedule. Our automotive mechanics will see that they are repaired. Collision insurance provides sufficient coverage for such repairs. (If our state driver is negligent for the accident a possible request for un-recovered insurance deductable may be charged to the department account.) The state vehicle key pack and an information packet within the vehicle's glove compartment have an insurance card within. The bottom of each of the Vehicle Request Form (CAO-38) displays general and emergency guidelines. Facilities Services 507-389-5649 or Vehicle Garage 507-389-1119.
15. In accordance with System Procedure 5.19.3 (Travel Management), volunteers are not allowed to drive state vehicles or state rental vehicles. Volunteers may ride in a state vehicle, in accordance with System Procedure 5.19.3, if on official business for the institution and have received prior authorization from the supervisor. http://www.mnsu.edu/humanres/supertool/volunteers.html
  PROCEDURES
1. State vehicles are to be used for state business. Do not use the vehicle for personal trips or transport family members.
2. Only MSU owned small trailers are to be pulled by a state minivan. Make sure load is properly distributed and secured.
3. Twelve Passenger vans are NOT allowed to pull the state trailers.
4. Personal vehicles are not allowed to pull MSU trailers or equipment.
5. ALL 12 passenger van drivers will need to view the "Coaching the Van Driver 2: Defensive Driving Course" video at Facilities Services, WC358, prior to trips. Call 389-5466 to reserve a time to view the video.