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Use of State Vehicles Policy

State of New York and SUNY Policy

The following is an outline of the State of New York and State University of New York policy on the use of state-owned vehicles. It is summarized from the November 2, 1984 directive. To find the most recent update to the Travel Reimbursement Manual, effective January 1, 1997, visit the General Service Administration(GSA), Travel and Transportation Management Policy Division's Web site at: http://www.gsa.gov. Questions concerning this policy should be directed to Annette Agness by phone at 792-7342 or by e-mail at annette.agness@sunyit.edu

 

  • State-owned vehicles, or privately-owned vehicles for which transportation costs are to be reimbursed by SUNYIT will be used only on official SUNYIT business.
  • When available, State-owned vehicles will be used rather than privately-owned vehicles or rental cars except when State vehicles are unavailable or when approved by the appropriate vice president. Where a privately-owned vehicle is used for official University business, the mileage reimbursement rate may not exceed that approved by the State Comptroller.
  • Personal use of State cars is Prohibited. This includes:
    • Commuting between an employee's home and office unless this is incidental to a field trip or other official business.
    • Traveling on nights, holidays, and weekends unless this is incidental to a field trip or other official business.
    • The transportation of equipment, material, and passengers not directly associated with official business.
  • Students will be allowed to drive state-owned vehicles for approved purposes when it is not feasible for a campus staff member to do so, e.g., campus staff member does not hold a valid driver's license, a staff member becomes ill or otherwise incapacitated, a trip consists of more than one vehicle traveling together under the auspices of one staff member. In all such cases, a campus staff member must be present in the vehicle or in one of the vehicles if traveling together. The Vice President for Student Affairs and the Director of University Police have been designated by the President to authorize the appointment of student drivers.
  • All drivers of state-owned vehicles must have a valid driver's license recognized by New York State.
  • Only the SUNYIT President or his designee may approve the use of a state-owned vehicle outside New York. Direct travel through New Jersey en route between upstate and downstate is not considered out-of-state travel.
  • State-owned vehicles may be used for transporting students only for the purpose of field trips required for an instructional or research program, or to club activities or intercollegiate competitions, provided that a member of the campus staff accompanies said student.

The "Request for Vehicle" form must be completed, approved by appropriate Chair, Director, Vice President or President, then forwarded to Facilities. All requests should be submitted in writing no later than five (5) business days before departure. Out-of-state requests must be approved by the President or his designee.

Forms and Student Policy
Fleet Vehicle Request form (pdf)
Student Fleet Vehicle Request form (pdf)
Student Use of State Vehicle SUNYIT policy (pdf)

In the case of requests with similar priorities, the earliest request received by Facilities will be given first priority for vehicle assignment.

In the event that reimbursement will become necessary, the following conditions must be met and steps should be taken:

  • If a state vehicle is available, it must be used rather than a personal car. If a personal car is used when a state vehicle is available, the traveler will not be reimbursed unless approved by the appropriate Vice President.
  • If a state vehicle is not available, the traveler may be reimbursed at a rate not to exceed the maximum authorized by the Comptroller. Claims for reimbursement should be submitted with your travel voucher and a copy of the Fleet Vehicle Request indicating that a vehicle was unavailable.
  • When transportation by personal vehicle is authorized, distances between points traveled and claimed for reimbursement should be determined by AAA Highway guides or by actual odometer readings. Any substantial deviations from distances shown in the AAA Highway Guides must be explained.

 

 

Updated: March 5, 2012