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FSS/PPS 05.14 - Use of Transportation Services Vehicles

Use of Transportation Services Vehicles

FSS/PPS No. 05.14
Issue No. 1
Effective Date: 7/10/2018
Next Review Date: 1/01/2021 (E3Y)
Sr. Reviewer: Director, Transportation Services

  1. POLICY STATEMENTS

    1. Transportation Services (including Parking Services) owns various types of vehicles: 13-passenger cutaway van, ADA-equipped golf cart, golf carts, sedans, trucks, and vans. Occasionally other departments request the use of the vehicles. Requirements for the use of the vehicles and scheduling priorities are addressed.

    2. The 13-passenger cutaway van will be primarily used for presidential and The Texas State University System (TSUS) Board of Regents events. Any requests for use of this vehicle for any other purpose must be approved in advance by the director of Transportation Services.

  2. REQUIREMENTS FOR USE OF THE VEHICLES

    1. Parking Services does not loan out its vehicles to other departments. Vehicles are in daily use by Parking Services.

    2. Requests for the sedan and ADA-equipped golf cart must be approved in writing by the Transportation Services Office. All applicable costs associated with the use of any of these vehicles must be reimbursed by the requesting department (see Pricing Schedule for Transportation Services vehicles).

    3. Transportation Services vehicles are to be used only for authorized university business. It is the responsibility of the department head to enforce proper use of the vehicles assigned to the using department.

      1. Use of these vehicles must be documented on a mileage/use log.

      2. Vehicles must be securely housed on university property when not in use.

      3. Vehicles may only be operated by authorized individuals. Transportation Services shall authorize individuals once training on vehicle operation and ADA operation is complete. Refresher training will be required every 12 months. Drivers must pass the Texas State background and license check before operating a vehicle.

      4. Drivers must comply with all state and local traffic laws. Drivers are responsible for payment of any fines resulting from violation of motor vehicle regulations while operating these vehicles.

      5. Only authorized passengers may ride in the vehicles. These include faculty, staff, students and guests of the university.

  3. SCHEDULING PRIORITIES

    1. Priority will be given to executive level or special event university transportation needs that require ADA lift-equipped vehicles. These include presidential events and events for the TSUS Board of Regents.

    2. Large events on campus may also require ADA lift-equipped vehicles. All vehicle requests must be made at least two weeks in advance to the Transportation Services Office and prior to the dissemination of transportation information to attendees. Any requests for use of the vehicle for any other purpose must be approved in advance by the director of Transportation Services.

  4. SAFETY REQUIREMENTS FOR CUTAWAY VAN

    1. Guidelines for safety cutaway van operations shall include, but not be limited to:

      1. The driver shall not use any handheld device while operating a vehicle.

      2. The number of occupants in the cutaway van shall not exceed fourteen, including the driver.

      3. Seat belts and other occupant restraint devices shall be worn at all times by all occupants. All occupants shall be seated and secured prior to the vehicle being moved.

      4. All securements for ADA wheelchair passengers shall only be secured by authorized personnel prior to vehicle being moved.

      5. The wheelchair lift shall only be operated by authorized personnel.

      6. Trips exceeding 100 miles one-way must include two qualified, university-approved drivers.

      7. All operators should take frequent breaks, at least every two hours. Maximum driving time during a 24-hour period shall be 10 hours per driver.

      8. Drivers and all passengers traveling in the cutaway van must refrain from excessive loading of the vehicle.

      9. All towing shall only be conducted by a professional towing company with the appropriate equipment for towing the vehicle.

      10. Using the roof or exterior of the vehicle to carry loads of any kind is prohibited.

      11. All accidents involving the vehicle must be reported immediately to the direct supervisor of the employee responsible for the trip, local law enforcement authority, Texas State Transportation Services, and the Texas State Environmental Health, Safety and Risk Management Office.

  5. SAFETY REQUIREMENTS FOR ADA LIFT EQUIPPED GOLF CART

    1. Guidelines for safety ADA lift-equipped golf cart operations shall include, but not be limited to:

      1. The driver shall not use any handheld device while operating a vehicle.

      2. The number of occupants in the golf cart shall not exceed six, including the driver.

      3. Seat belts and other occupant restraint devices shall be worn at all times by all occupants. All occupants shall be seated and secured prior to the vehicle being moved, standees are not allowed.

      4. All securements for ADA wheelchair passengers shall only be secured by authorized personnel prior to vehicle being moved.

      5. The wheelchair ramp shall only be operated by authorized personnel.

      6. Drivers and all passengers traveling in the golf cart must refrain from excessive loading of the vehicle.

      7. Golf carts shall only be used in an operating environment that is consistent with the design of the vehicle. The operating profile is limited to flat areas and limited inclines due to the overall dimensions of the cart.

      8. Using the roof or exterior of the vehicle to carry loads of any kind is prohibited.

      9. All accidents involving this vehicle must be reported immediately to the direct supervisor of the employee responsible for the trip, local law enforcement authority, Texas State Transportation Services, and the Texas State Environmental Health, Safety and Risk Management Office.

  6. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Director, Transportation Services January 1 E3Y
      Associate Vice President for Finance and Support Services Planning January 1 E3Y
  7. CERTIFICATION STATEMENT

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Finance and Support Services policy and procedure from the date of this document until superseded.

    Director of Transportation Services; senior reviewer of this PPS

    Associate Vice President for Finance and Support Services Planning

    Vice President for Finance and Support Services