General Rules

General Guidelines

EFFECTIVE JULY 2008:  Drivers of state vehicles or private vehicles used for state business must sign a Vehicle Use Agreement (VUA) prior to driving.  The Department of Administration, 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. 

University announcement July 2008: vehicles/policies/new_vehicle_usage_guidelines_president_s_letter.pdf

Vehicle Use Agreement:   vehicles/policies/vehicleuseagreementjune2008.pdf    

Each driver must complete, sign and return to Helen Walters, WC 358 in sealed envelope.

Only authorized drivers shall use state vehicles for university business and related activities; drivers include state employees, contract employees (if the authorization to driver a state vehicle is specifically mentioned in the contract with the vendor) and students on university approved business.

1. State Vehicle Reservations are to be completed on the vehicles website, www.mnsu.edu/vehicles .  Complete all requested information, please be specific.  To verify reservation as been approved, revisit the web page and a double click on SEARCH, enter appropriate information to verify your request.
2. The driver of the state vehicles must have valid driver's license, in their possession, to drive a Minnesota State University, Mankato vehicle and be at least 18 years of age. 
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.  MSU Students must be age 21 or older to drive a state vehicle or private vehicle out of state on university business.
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 Mapquest website address:  www.mapquest.com
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.
10. Do not use fuel credit cards for improper purchases, avoid charging large sums for vehicle repairs without first calling Facilities Services, 507-389-5649 or MSU Garage, 507-389-1119.
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 has an insurance card within.  The bottom of each of the Vehicle Request Form (CAO-38) displays general and emergency guidelines

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.  12 Passenger vans are NOT allowed to pull the state trailers.
3. 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 389-5644 to reserve a time to view the video.