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Managing Permanently Assigned University Vehicles

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Managing Permanently Assigned University Vehicles

Permanently assigned vehicles are University-owned vehicles under departmental control.

Departments with permanently assigned vehicles must track all full-time staff driving their vehicles. This is the duty of a designated responsible authority (DRA) who is assigned by the department head. DRAs update the driver database as drivers are hired and leave, and they assist Fleet Services in compliance with driver-related regulations.

Full-time staff that drive permanently assigned vehicles have their driver license checked annually for validity by Fleet Services staff.

  • In the event a driver who is prohibited from driving because of the results of a driving record check has an accident, the driver's department will be subject to a $2,500 deductible instead of the usual $500 deductible.
  • In the event a driver not in the driver database, or approved as a Sponsored Driver, has an accident, the driver's department will be subject to a $2,500 deductible instead of the usual $500 deductible.

Mobile Device Use

Drivers are strongly encouraged to refrain from use of mobile devices in a University-owned vehicle, as outlined in Administrative Policy: Using Vehicles for University Business.

Fueling University Vehicles

The University of Minnesota is exempt from federal fuel taxes. To take advantage of this exemption, University vehicles should be fueled at the campus fueling locations whenever possible. While away from campus, drivers should use a Fleet-issued fuel credit card.
Use of the University fuel pumps and the fuel credit card are the only two means by which the University receives an exemption from federal fuel taxes.

When fueling a vehicle with the fuel credit card, the driver must select a self-service pump and the lowest octane fuel recommended by the manufacturer.

Vehicle Inspection

Permanently assigned vehicles must pass a safety inspection by a certified mechanic every two years for license renewal. Inspections are available through the Fleet Services Maintenance Shop.

  • Vehicles located on System Campuses and stations must be inspected by a certified mechanic. Once inspected, a Fleet Services inspection report must be submitted for staff review. All applicable vehicles must be inspected. Inspection documentation must be on file in Fleet Services on the Twin Cities Campus prior to license tabs being issued in February of every even numbered year.
  • Twin Cities Campus vehicles are to be inspected by the Fleet Services Maintenance Shop or a certified mechanic. All applicable vehicles must be inspected. Inspection documentation must be on file in Fleet Services on the Twin Cities Campus prior to license tabs being issued in February of every even numbered year.
  • Vehicles not passing inspection will not be licensed, and may not be driven until specified repairs have been completed.
  • New license tabs will not be issued for vehicles that do not pass inspection or have no inspection report on file.
  • Authorized Drivers must report any known equipment or vehicle safety defect to their DRA and/or supervisor. It is the responsibility of the DRA or supervisor to ensure the defect is investigated and corrected.

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The University of Minnesota is an equal opportunity educator and employer.
Last modified on October 27, 2014