THE TEXAS A&M UNIVERSITY SYSTEM (TAMUS)
FLEET VEHICLE USE GUIDELIINES
Definitions
System Fleet Manager – Individual appointed by the Vice Chancellor for Business
Services responsible for ensuring compliance with the System Regulation and
Comprehensive Compliance Plan (CCP).
Site Coordinator – Component appointed individual responsible for developing the
component program and ensuring component compliance with the System
Regulation, CCP and component program.
Vehicle Coordinator – Individual appointed by the dean, department head or director
to coordinate all vehicle usage and provide a point of contact for the Site
Coordinator.
Vehicle Operator – Any individual who operates a TAMUS vehicle.
1. Personal Use/Misuse of TAMUS Vehicles
No TAMUS employee shall use any vehicle owned by TAMUS for any purpose other
than official business of TAMUS and there must be a business reason for the
presence of each passenger. Employees may not use such vehicles in connection
with any political campaign or for any personal or recreational activity including
transportation to and from work on a daily basis; however, a vehicle may be driven
to an employee’s home and retained overnight on specific occasions when doing so
allows the employee to effect significant time or cost savings or meet a specific outof-town appointment to conduct System business.
In cases where significant time or cost savings can be achieved, employees should
obtain approval from their vehicle coordinator prior to taking vehicles home.
2. Operator Conduct:
When operating a TAMUS vehicle:
Do:
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observe all traffic laws;
drive carefully, safely, and courteously;
ensure passengers are properly seated and seatbelts are fastened at any
time the vehicle is in motion;
wash the exterior and clean the interior of the vehicle as necessary.
Do not:
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exceed posted speed limits or use radar detectors;
use a vehicle for personal transportation, the transportation of family
members, or other non-official business;
drive under influence of alcohol or allow alcoholic beverages to be
consumed or transported in a vehicle;
drive under the influence of illegal drugs or allow illegal drugs to be
consumed or transported in a vehicle;
drive under the influence of legal drugs if those drugs could diminish
driving abilities or judgment;
smoke in a vehicle;
allow passenger behavior that may distract the driver;
drive more than eight consecutive hours in any twenty-four hour period;
pick up hitchhikers.
When a vehicle is damaged through operator misuse or operated by a person under
the influence of alcohol or drugs, the vehicle coordinator should provide a complete
statement of the circumstances and a copy of the police report to the dean,
department head or director for the appropriate administrative action. Citations for
all parking and traffic violations will be the personal responsibility of the vehicle
operator.
3. State of Texas Vehicle Use Report
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Government Code, Section 2203.01 requires that each operator of a state-owned
motor vehicle log their use of the vehicle on a per trip basis in the State of Texas
Vehicle Use Report. All requested information must be complete.
Vehicle coordinators are responsible for maintaining the original reports within
their department and in accordance with the State’s retention policy.
Reports are to be filed within the department by the 5th calendar day of each
month.
Vehicle coordinators are responsible for checking the reports for accuracy and
signing in the designated space.
Fleet Management Report Form 1.0 is to be completed by vehicle coordinators
and forwarded to the site coordinator by the 10th calendar day of each month.
4. Accident Reporting
The following procedures should be followed whenever a TAMUS vehicle is involved
in an accident, regardless of the extent of damage:
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Stop immediately and notify the proper law enforcement agency so that an
official report can document the accident.
Take necessary steps to prevent another accident.
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Call emergency medical services (911) if necessary. Render aid to the injured
until help arrives.
DO NOT make any statement, oral or written, as to WHO was at fault. Any
admission of fault may impair the insurer’s ability to defend a case of
questionable legal liability. Appropriate legal authority will decide fault or liability.
While the driver signature is required if a traffic citation is issued, the signature
does not constitute an admission of guilt, but that they have read and understand
the charge against them.
Record the names and addresses of all witnesses.
Provide all required information to the law enforcement officer.
While at the scene of the accident, secure information needed to complete the
Motor Vehicle Accident Report (System Form 9). The police officer will assist in
providing the necessary information. Do not leave blank spaces. Vehicle
coordinators are responsible for faxing a copy of System Form 9 to Insurance
and Risk Management (979.847.9336) and site coordinator within 24-hours of the
accident.
It is the responsibility of the vehicle coordinator to obtain a copy of the police
report. A copy of the report should be submitted to Insurance and Risk
Management and to the site coordinator.
If a vehicle is inoperable, the driver should contact the vehicle coordinator for
towing instructions.
When towing a vehicle, remove the logbook, keys, fuel cards and all property,
which might be lost or stolen.
All accidents within the state of Texas that involve the injury or death of any
person or damage of property exceeding $500.00 must be reported to the Texas
Department of Public Safety. This report must be made within 10 days of the
accident by means of a Driver’s Confidential Accident Report (Form ST-2)
provided by the police officer. The liability insurance policy number, which is
necessary to complete the form, can be obtained from the vehicle coordinator.
5. Bodily Injury Resulting from Motor Vehicle Accidents
Regardless of whether or not the component is liable for the accident, injury to
employees may be covered under the TAMUS Worker’s Compensation Insurance
Program. Claims for Worker’s Compensation should be initiated by filing a First
Report of Injury through the vehicle coordinator immediately after the injury. In the
event of critical injury or death, the vehicle coordinator should notify the Office of
Risk Management and Safety and site coordinator immediately. A written report
must follow immediately.
6. Insurance Coverage for Travel Outside The Continental U. S.
Travel outside of the Continental U.S. in TAMUS vehicle must be coordinated with
the Office of Risk Management and Safety.
7. Vehicle Security
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The security of university vehicles and their contents is the responsibility
of the operator. When vehicles are left unattended for any reason, the keys
should be removed from the ignition, the hand brake set and the vehicle locked.
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Vehicles that become disabled on the road should be secured with all possible
precautions taken to prevent theft or vandalism. In the event that a vehicle
cannot be secured in its present location, the driver should contact their vehicle
coordinator concerning having the vehicle towed to a facility where it can be
secured. Vehicles should not be left along highways or in any area where it is
more likely for theft or vandalism to occur.
Vehicle operators should be aware that employee safety is the first and foremost
concern. Operator safety should never be sacrificed in order to ensure vehicle
security.
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8. Motor Vehicle Procurement
All vehicles will be purchased in accordance with each component’s purchasing
process. Contact the Site Coordinator prior to initiating the purchase of a vehicle.
9. Sale of TAMUS Vehicles
All vehicles declared “excess” or “surplus” are to be disposed of in accordance with
each component’s “surplus” property disposal process. If the “surplus” vehicle could
be used for instructional purposes, the vehicle must be made available to public
schools or school districts and if claimed, will be transferred. Any funds recovered
will be applied to the source that funded the purchase.
10. Preventive Maintenance
The vehicle coordinator is responsible for scheduling all vehicles for routine
Preventive Maintenance (PM) appointments. PM appointments are scheduled three
times each year. Vehicles routinely accruing high mileage between appointments
will be scheduled more often.
Under no circumstances should vehicle coordinators ignore PM check-ups. Ignoring
PM check-ups is a safety issue that could result in a serious accident or loss of life
or property.
Vehicle coordinators are responsible for adhering to all vehicle safety inspections.
11. Operator Maintenance Checks
Vehicle operators are responsible for performing minor vehicle inspection at least
once a week. As a minimum, this inspection should consist of checking tire
condition and pressures when tires are cool, engine oil, coolant levels and all other
fluids.
Any defects discovered during inspections or during actual operation should be
noted and reported to the vehicle coordinator. Any deficiency that would cause
further damage to the vehicle, render it unsafe, or present a hazard should be
reported immediately.
12. Using Personal Vehicles for Business Purposes
Site coordinators and vehicle coordinators are responsible for advising employees of
the insurance ramifications of an accident occurring while using their personal
vehicle for a business purpose. Any claim arising out of an automobile accident
involving an employee’s personal vehicle would be pursued through the employee’s
personal auto insurance. The System components would only be liable for any
judgment or settlement amount beyond the employee’s personal policy limits. The
System component is not responsible for paying the employee’s deductible.
Some insurance carriers may charge an additional premium when an owner
indicates that a vehicle is being used for business purposes on a regular basis.
Since all policies are different, all employees should be advised to review their
personal insurance policy to ensure that the limit of coverage is adequate.
Employees should also be made aware that when departments reimburse for
mileage, insurance expenses are included in that calculation. Site coordinators
should remind vehicle operators of this information on an annual basis.
13. Fleet Fueling
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All TAMUS vehicles are to be registered with the site coordinator in order to be
entered into the state-reporting database. The site coordinator will verify that
vehicles comply with state alternative fueling Regulations or will apply for waiver.
System components are to use the state fuel card program. For state reporting
purposes, the site coordinator or designee is designated responsible for
administering the program and issuing the fuel cards.
In cases where TAMUS components have their own fueling sites, fuel is to be
purchased from these fueling sites whenever possible. Fuel purchases made
outside the local fueling site area should be made with state fuel cards.
If components do not own a fueling site and if fuel cannot be purchased from
another local state agency through an interagency agreement, then fuel purchases
should be made with fuel cards.
 Unless specifically prohibited by manufacturer warranty or recommendations, all
state vehicles operating on gasoline shall use regular unleaded gasoline.
Higher-octane blends (marketed as premium, super-unleaded, etc.) reportedly
offer no proven benefit and are prohibited for use in state vehicles except as
noted.
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TAMUS employees must purchase the lowest priced fuel available. This
includes the use of self-service islands instead of full-service pumps. Purchase
of premium fuels is expressly prohibited unless regular fuel is unavailable and
refueling cannot be delayed.
 Vehicles capable of using alternative fuels will use them exclusively. Exceptions
are:
o where and when alternative fuel is not available;
o the range of alternative fuel is insufficient to complete a round trip, in which
case the alternative fuel shall be used until exhausted, with conventional
gasoline or diesel fuel used only to complete the trip or until the alternative
fuel is available;
o when alternative fuel costs are more than conventional gasoline or diesel;
o when the conversion equipment is not working or is unsafe to operate, in
which case timely repairs or inspections shall be made so that the vehicle
may continue to operate on the alternative fuel; and
o when operating exclusively on an alternative fuel is contrary to the vehicle
manufacturer or alternative fuel conversion equipment vendor
recommendations.
For state reporting purposes, site coordinators or designee must approve fuel
reimbursements for fuel purchased by other means than state fuel cards.
Please sign the Driver's Certification on the following page to indicate
that you have read the Vehicle Use Guidelines.
RETAIN IN EMPLOYEE PERSONNEL FILE
THE TEXAS A&M UNIVERSITY SYSTEM
FLEET VEHICLE USE GUIDELINES
DRIVER'S CERTIFICATION
I have read all Vehicle Use Guidelines. My signature below signifies that I will abide by all
State, System, and Health Science Center laws, rules and guidelines in the operation of a
TAMUS Health Science Center motor vehicle.
Printed Name
Signature
Today's Date
RETAIN IN EMPLOYEE PERSONNEL FILE