Kutztown University
Student Government Association
Policies and Procedures
Title: Vehicle Policy
1.0
Revision: 2
Approved: 02-99
Revision: 12-98
Purpose
This policy describes the guidelines and procedures to be employed when
members of Student Government Association (SGA) recognized or sponsored
organizations use the SGA vehicles provided by Kutztown University Student
Services, Inc. (KUSSI).
2.0
Applicability and Scope
The policy applies to all members of the University community who are eligible
to drive the SGA vehicles by participation in or advisement to SGA recognized or
sponsored organizations.
3.0
Definitions
Terms are defined as needed within this document.
4.0
Policy
4.1
The SGA vehicles are for the use of sponsored or recognized campus
organizations and only when the purpose of the trip is consistent with the
purpose of the organization as recorded in that organization’s constitution.
Exceptions may be made by the Student Government Board (SGB)
executive committee upon recommendation by the KUSSI Chief Financial
Officer (KUSSI CFO).
4.1.a. If the SGA vehicle(s) will be used for transportation to a
conference, a copy of the conference registration form must be
attached to the vehicle registration form when it is turned in.
4.1.b. If the SGA vehicle(s) will be used for a trip other than a
conference the purpose of the trip must be stated clearly on the
vehicle registration form.
4.1.c
Only members of the University community may be passengers
(students, faculty, staff) with exceptions to be made by the SGB
executive committee upon recommendation by the KUSSI CFO.
SGB VEHICLE POLICY – page 2
4.2
4.1.d
For insurance purposes, all passengers must be listed on the
vehicle reservation form prior to the keys being released to the
driver.
4.1.e
The KUSSI CFO or SGB executive committee reserves the right to
refuse permission to use the vehicles to any organization for a
specific trip if the trip is deemed inappropriate for the organization
based on the organization’s purpose as stated in its constitution.
4.1.f
Use of the SGA vehicles by academic departments or classes is
prohibited.
Vehicle reservation forms are available from the KUSSI secretary in SUB
173 and must be returned to the KUSSI secretary at least three (3)
business days in advance of the departure date. If the organization is
seeking an exception to any part of the policy, but specifically to 4.2.b,
4.2.e or 4.2.f, then the form must be submitted at least two (2) weeks
before the departure date to allow for the review and approval process.
4.2.a
An organization requesting the SGA vehicle(s) must identify the
specific destination of the trip. It should be as exact an address as
possible, not a general area.
4.2.b
A maximum of two vehicles may be reserved by any one
organization for a specific trip. Written requests explaining the
need for an exception to this limit may be submitted by the
organization to the KUSSI CFO for review and possible approval
by the SGB.
4.2.c
All SGA vehicles are reserved on a first come, first serve basis.
All vehicle reservation forms must be properly completed and
signed by the organization’s advisor and accompanied by a
properly completed and signed purchase requisition covering the
cost of the estimated round trip mileage and insurance. The
estimated mileage must be consistent with the trip destination
listed on the reservation form. Until these forms are returned to
SUB 173 a vehicle can not be reserved for an organization.
4.2.d
If an organization is not paying for the vehicle use with an SGA
purchase order, a deposit equal to the estimated round trip mileage
and insurance costs must be submitted along with the reservation
form. This must be in the form of a check, money order or cash
made payable to KUSSI. Upon completion of the trip, the actual
cost will be determined and either additional funds requested or a
refund issued based upon the amount of the deposit versus the
actual cost.
SGB VEHICLE POLICY – page 3
4.2.e
The use of the SGA vehicles is restricted to a period of time no
longer than three days and two nights per trip. Written requests
explaining the need for an exception to this limit may be submitted
by the organization to the KUSSI CFO for review and possible
approval by the SGB.
4.2.f. One way out of state mileage for the vehicles is limited to 350
miles. When out of state trips are further than 350 miles one way;
alternative transportation should be contracted through an outside
vendor. Written requests explaining the need for an exception to
this limit may be submitted by the organization to the KUSSI CFO
for review and possible approval by the SGB.
4.2.g. For legal reasons no SGA recognized or sponsored organization
will be allowed to take a SGA vehicle out of the continental United
States. There are no exceptions to the section of the policy.
4.2.h
If an organization has reserved the use of SGA vehicle(s) and the
trip is canceled, the organization must immediately notify the
KUSSI secretary so that the vehicle may be made available for
another organization’s use.
4.3
All members of the university community with a valid driver’s license
from any state in the United States may be authorized to operate SGA
vehicles. The driver must attach a copy of the driver’s license to the
vehicle request form. The driver must be a member or adviser of the
organization reserving the vehicle.
4.4
Vehicle Use and Driver/Organization Responsibilities
4.4.a
The driver is responsible for completing a visual vehicle inspection
before departing the parking area. Any damages or deficiencies
must be reported.
4.4.b
The driver is to make sure the vehicle registration and insurance
cards remain in the vehicle at all times. The organization’s copy of
the vehicle registration form must also remain in the vehicle during
use by the organization.
4.4.c
The driver is required to record and report accurate mileage.
4.4.d
Seats are not to be removed from the vehicle. Vehicles are
intended to transport people. Supplies and lightweight equipment
may be carried by folding down the seats to create a larger cargo
area if necessary. Refer to the owner’s manual in the glove box of
SGB VEHICLE POLICY – page 4
the vehicle if in doubt of procedure to fold down the seats. Heavy
equipment is not to be placed on the vehicle seats in either the
upright of folded down position.
4.4.e
All SGA vehicles before and after use must be parked in the
designated SGA parking spaces behind the SUB in Lot J.
4.4.f. Vehicles may not be parked overnight at local private residences or
any other location on campus other than Lot J.
4.4.g
The vehicle(s) are not to be removed from Lot J prior to the time
your organization is authorized to use the vehicle and must be
returned to Lot J by the time of return indicated on the vehicle
reservation form. Other organization may be scheduled to use the
vehicle(s) before or after your organization and must be able to
locate the vehicle(s). There are multiple sets of keys for each
vehicle, so several organizations may be scheduled to use a vehicle
on a given day or over the course of a weekend.
4.4.h. Immediately upon return to the campus, the driver and passengers
are responsible for removing all trash, cans, food containers and
debris from the inside of the vehicle and for cleaning up any spills
or stains.
4.4.I. The driver will report any defects in the operating condition of the
vehicle upon return of the keys. All damages other than normal
wear and tear will be charged to the responsible organization.
4.4.j. Smoking is not permitted in the SGA vehicles.
4.4.k. No alcoholic beverages or illegal substances are permitted in SGA
vehicles.
4.4.l. All SGA vehicles are to be operated in a responsible and safe
manner. The driver is personally liable for any traffic and/or
parking violations that occur during the trip. All such violations
must be reported when the keys are returned. Any law
enforcement agency that notifies us of a violation that has not been
cleared will be informed of the driver’s name and address.
4.4.m. The driver and occupants of SGA vehicles must not act in any
manner unbecoming to Kutztown University of Pennsylvania or
the Student Government Association.
4.4.n. The driver may drive the vehicle only to and from the destination
specified on the reservation form.
SGB VEHICLE POLICY – page 5
4.5
Keys and the organization’s copy of the vehicle reservation form for the
SGA vehicle(s) shall be picked up on the day of departure from the
KUSSI secretary, SUB 173. The keys will only be given to the person(s)
identified as the driver(s) on the vehicle reservation form(s).
4.5.a
Should departure time be before 8 a.m., the keys and reservation
form copy should be obtained by 4:00 p.m. the business day before
departure. Should departure be on a Saturday or Sunday, keys and
form should be obtained by 4:00 p.m. Friday.
4.5.b. All keys and vehicle registration form(s) recording the mileage
must be returned by noon on the next business day after
completion of the trip. If the trip is completed on a weekend, the
keys are to be returned by noon Monday.
4.6
In order to maintain an adequate operating fund, a charge of thirty-five
(35) cents per mile will be charged. In addition a charge of twenty (20)
cents per person per day will be charged for travel insurance.
4.6.a. Should any operating expenses arise during the use of a SGA
vehicle, such as gasoline, oil, washer fluid, vehicle repairs, the
amount shall be refunded to the individual making the payment.
Receipts for any of the expenses must be turned in with the keys
and vehicle reservation form indicating the individual to be
reimbursed. Reimbursement will be made via a KUSSI check.
4.7
Failure to comply with any of the aforementioned regulations may result
in monetary or punitive penalties imposed on the driver and/or
organization.
4.7.a
Monetary assessments will be made for failure to record proper
mileage.
4.7.a.1 If mileage is not recorded, an estimate based on the trip
destination will be made. A penalty fee of 20% of the
estimated mileage cost will be assessed from an
organization’s private account. If no private account
exists, it will be taken from the organization’s SGA
account. If the organization does not maintain an account
with SGA, the organization will be billed for the penalty
amount.
4.7.a.2 If the actual recorded mileage exceeds 30% of the
estimated mileage for trips under 100 miles round trip or
20% for trips 100 miles and over, and no valid explanation
SGB VEHICLE POLICY – page 6
can be provided, the excess mileage cost will be charged to
the organization’s private account if one exists.
4.7.a.3 Monetary costs associated with damages to the vehicle as a
result of negligence or abuse by the driver or passengers
will be charged first to an organization’s private account,
then the SGA account and if the organization has neither it
will be billed to the organization.
4.7.b. Vehicle probation will be imposed on drivers for first violations of
most guidelines. During probation period, the individual signing
out and operating the SGA vehicle will receive a detailed review
of the guidelines each time they pick up the keys. Probation
periods will last through the semester following the semester in
which the violation occurred.
4.7.c
Suspension of a driver’s privileges will occur for subsequent
violations during the same semester or during the semester
following the first violation causing probation. Probation is
upgraded to suspension. During suspension the individual may not
operate a SGA vehicle, but may be a passenger. Suspension of
driver’s privileges will last through the semester following the
semester in which the suspension was imposed occurred.
4.7.d
Organizational vehicle probation will normally occur when an
organization’s driver incurs a second violation or when two drivers
each incur a violation within the same semester or the semester
subsequent to the first driver violation. During the probation
period, the organization’s driver signing out and operating the
SGA vehicle will receive a detailed review of the guidelines each
time he/she picks up the keys even if that driver is not individually
on probation. Probation periods will last through the semester
following the semester in which the violation occurred.
4.7.e
Organizational vehicle suspension will normally occur when a
third violation occurs. During the suspension period, the
organization suspended may not sponsor, sign out, or allocate
funds toward the use of SGA vehicles. Suspension will last
through the semester following the semester that the suspension
occurs.
4.7.f. Multiple violations occurring from one trip may result in
immediate driver suspension and organization probation.
Violation of 4.4.k will result in immediate suspension of the driver
and the organization.
SGB VEHICLE POLICY – page 7
4.7.g
The KUSSI CFO will be authorized to impose penalties according
to the above guidelines in a fair and uniform manner. Appeal of
penalties may be made to the SGB executive committee. Further
appeal may be made to the SGB where a 2/3 majority is needed for
passage. Should the organization seek further appeal, the matter
will be referred to the Office of Judicial Services.