Temple University maintains Automobile Liability insurance for it's fleet in accordance with the requirements of the Pennsylvania Motor Vehicle Financial Responsibility Act. In the event of an accident, immediate notification should be sent to Risk Management and Insurance Department. Contact shall also be made with either Temple Police or local police. Reimbursement will be based upon estimate of repair, subject to a departmental deductible of $2,500.00 per occurrence.
When a vehicle on University business is involved in an accident, the department pays the first $2,500 deductible and then Risk Management & Insurance department steps in.
Claims not reported within 30 days may be denied. When you rent vehicles on University business you do not need to buy insurance from the rental Company. University provides this coverage under its auto insurance policy.
However, before you rent a truck you need to call Risk Management to discuss Insurance coverage.
Use of Personal Vehicles for Travel between Campuses
Temple University provides shuttle service between the Main Campus and the Temple Administrative Services Building at 2450 West Hunting Park Avenue. When the shuttle service is available, employees should use the service. Any employee who opts to drive his or her own vehicle when shuttle service is available does so for his or her own convenience and not for business necessity. Therefore, such personal use is not eligible for reimbursement under the University policy on Use of Personal Vehicles on University Business. Under such circumstances, the employee is not covered by University liability insurance in the event of an accident or incident resulting in third party injury or property damage.
Use of Personal Vehicles on University Business
When a personal vehicle is used for official University business, the driver is reimbursed at a stipulated rate per mile. This reimbursement factors in the cost for gas, oil, repairs, depreciation and insurance. In the event of an accident, the driver’s personal auto insurance covering the vehicle is always primary. The University's insurance may cover in excess of primary limits for liability/damages to a third party.
Use of - 15 Passenger Vans
Students and staffs are not permitted to drive or be driven in 15 passenger vans.
POLICIES AND PROCEDURES MANUAL
Title: Temple University Fleet Management Policy
Issuing Authority: Risk Management & Treasury Department
Date Created: May 1, 2012
Date Last Amended/Reviewed:
Date Scheduled for Review:
Scope of Policy & Rationale:
Many employees operate Temple University owned, leased/loaned, and rented vehicles as part of their jobs. This policy applies to employees who operate vehicles on University business. Employees are expected to operate vehicles safely to prevent incidents which may result in injuries and property loss. The University reserves the right to deny or revoke the vehicle privileges of any driver. Suspension and/or revocation of vehicle privileges as well as violations of this policy may also result in disciplinary action up to and including termination.
Vehicle use is an important part of Temple University’s operations. The purpose of this policy is to establish a university-wide program that:
Seeks to ensure the safe operation of university owned, leased/loaned, and rented vehicles
- Seeks to ensure the safety of drivers, passengers and members of the University community
- Minimizes losses, damages and claims against the University
When hiring an employee whose job description requires driving as a condition of employment, the Human Resources Department shall conduct a pre-employment Motor Vehicle Record (MVR) check.
After employment, the Risk Management & Treasury Department shall conduct periodic MVR checks on employees who drive in connection with their employment and shall provide or require driver education or training.
- Deductible: The amount to be paid for expenses before the University’s auto insurance will cover the remaining costs.
- Auto/vehicle: University owned, leased/loaned, and rented cars, vans, trucks SUVs, pickups and utility carts used for official University business.
Roles and Responsibilities
Human Resources Department
The Human Resources Department ensures that job descriptions accurately reflect when driving is a function of a position. Additionally, pre-offer and post-employment, Human Resources shall conduct a motor vehicle background check (along with any other checks that may be required for specific positions) for new employees who will drive as part of their job.
The Risk Management & Treasury Department
With respect to this policy, the Risk Management & Treasury Department promotes safety and accident prevention; manages the protection of University assets, both human and financial; minimizes legal liabilities; and supports compliance with all federal and statutory regulations. In addition to assisting departments with compliance with this policy, the Department will also:
Verify and/or review driver qualifications and driving records, or engage 3rd party vendor service to perform this function
- Review accident investigation reports, identify preventive measures, recommend the implementation of accident prevention measures and other actions when necessary in conjunction with department heads and/or Human Resources Department and University Counsel, as applicable
- Develop and coordinate safety activities with Departmental Fleet Representatives (DFR)
- Indentify and quantify University’s loss exposures
- Arrange driver training resources as necessary
- Provide insurance cards (proof of insurance) for each vehicle
- Determine departmental deductible amount
- Manage and reimburse claims for insured losses
- Seek to ensure compliance with applicable law and insurance regulations
Departmental Fleet Representatives (DFR)
Each Department with authority to utilize University vehicles is required to appoint a Departmental Fleet Representative (DFR). The DFR will:
- Ensure that only those individuals who have been approved operate a University vehicle and maintain a list of current departmental drivers
- Establish and maintain a key control system to prevent unauthorized use of University vehicles
- Maintain a record of vehicle use to include the name of the driver, destination, duration, date and time
- Establish a system for routine vehicle registration, maintenance and inspection and ensure that all vehicle documents are current
- Notify the Risk Management & Treasury Department if a driver’s license has been revoked or suspended for any reason
- Notify Risk Management & Treasury Department of injuries, accidents, damages, and losses involving University vehicles
In order to be approved to drive University vehicles, one must:
- Possess a current, valid driver license (probationary, court-restricted, international licenses and permits are NOT acceptable)
- Be employed by Temple University. Only those student employees on Temple University payroll will be considered for driving privileges. No other individuals may operate University vehicles.
- Undergo a MVR check and successfully complete driver safety training program/courses as provided by, or at the direction of, Temple University
All drivers must:
- Complete the Driver History Questionnaire and Vehicle Usage Agreement (see Appendix A) and provide a copy of their driver license to the DFR annually or upon request.
- Maintain a valid driver license
- Report any accidents, damage or moving violations while driving a University vehicle to supervisor as soon as possible
- Notify supervisor and/or DFR immediately if driver license is revoked or suspended for any reason
- Comply with all applicable laws, as well as the Vehicle Use Agreement, Regulations and Safety Guidelines. (See Appendix B)
Commercial Drivers License
Individuals required to have a Commercial Drivers License (CDL) must comply with Department of Transportation (DOT) regulations in order to maintain their CDL license. Drivers with a CDL are subject to this policy in addition to all DOT regulations. Drivers with a CDL are subject to alcohol and/or drug testing as prescribed by law.
Temple University maintains Automobile Liability insurance for its fleet in accordance with the requirements of the Pennsylvania Motor Vehicle Financial Responsibility Law. In the event of an accident, immediate notification shall be made with Temple Police. If off campus, local police shall be notified. Notification must also be sent promptly to the Risk Management & Treasury Department using the Temple University Vehicle Incident Report, a copy of which shall be kept in each vehicle. (See Appendix C). If safe, driver may take photos of accident with cell phone if available. Reimbursement for loss/damage will be based upon estimate of repair, subject to a departmental deductible of $2,500.00 per occurrence. Claims not reported with 30 days of occurrence may be denied.
In the event of an accident involving a University vehicle caused by a University driver while under the influence of drugs or alcohol, the University may have grounds to make a claim for recovery directly against the driver. The University reserves the right to arrange for a blood and/or urine test for alcohol and/or drugs in the event a driver is involved in an accident involving a University vehicle.
Risk Management & Treasury Department will collect data on vehicle incidents and identify frequency, severity and trends in order to track safety performance over time. The University may engage a third party vendor to assist in the management of this process and/or the motor vehicle check process.
Use of Personal Vehicles on University Business
When a personal vehicle is used for official University business, the driver may be entitled to reimbursement pursuant to (Human Resources policy, Use of Personal Vehicles on University Business 9.15).In the event of an accident, the driver’s personal auto insurance covering the vehicle is always primary. The University's insurance may provide coverage in excess of the limits of the primary coverage for liability/damages to a third party.
Use of Personal Vehicles for Travel between Campuses
Any employee who chooses to drive his/her own vehicle when shuttle service is available is not eligible for reimbursement pursuant to (Human Resource policy, Use of Personal Vehicles for Travel between Campuses 9.14). Under such circumstances, the employee is not covered by University liability insurance.
15 Passenger Vans – Purchase/Lease/Rental
In recent years, studies have shown special precautions are recommended when driving 15 passenger vans. This size van shall not be used for transporting passengers on University business, academic activities or other Temple University related pursuits. Students are not permitted to drive or be driven in 15 passenger vans.
University insurance does not provide coverage for personal property of students, faculty or staff damaged, lost or stolen while in a vehicle, on a business trip or while on campus.
DRIVER HISTORY QUESTIONNAIRE AND VEHICLE USAGE AGREEMENT
University Affiliation: Staff Faculty Student Employee (If student, class/year: ______)
Date of Birth: ___/____/_______ Home Dept: _____________________________
Department driving for: ____________________________________________
Home Address: _______________________________________________
City: ________________________ State: ______ Zip: ________
Driver License# ______________ State/Prov: _______ Expiration Date: ______
Please provide a copy of current Driver’s License
Is your license now revoked or suspended in PA or any other State or Canada? Yes/ No
Vehicle(s) you will drive on University business: Car Van Truck Utility cart CDL
Student Employee Drivers Only
Have you driven at least 2000 miles in the past two years? Yes/No
Do you have any moving traffic violations or have you been involved in any vehicle accidents while driving any motor vehicle during the last 18 months? Yes/No
If “yes” describe below:
Date: ___/___/_______City: _______________State: ______
Description Points on record: _____________________________________________
I understand that I am required to notify my supervisor if my license is revoked or suspended for any reason. I grant Temple University the right to check my driving record with any government motor vehicle authority and I authorize Temple University to access and evaluate my motor vehicle record. I certify that all information provided above is correct and truthful and that I have read and understand the Vehicle Use Agreement, Regulations and Safety Guidelines and agree to comply with them. I understand that any falsification of information or failure to comply with the mandatory regulations may result in removal of driving privileges and/or disciplinary action.
Applicant’s Signature/ Date
Vehicle Use Agreement, Regulations and Safety Guidelines
AGREEMENT – All Drivers agree to:
- Notify their supervisor if their driver’s license is suspended or revoked for any reason.
- Report any accidents, damage or moving violations while driving a Temple University vehicle to their supervisor and /or the Departmental Fleet Representative.
- Report any accidents, damage or moving violation while driving their personal vehicle on Temple University business.
- Operate vehicles according to Temple University regulations and applicable state laws.
- Assume full responsibility for any fine/penalties from traffic or parking violations arising out of the use of a vehicle while on Temple University business.
REGULATIONS – All drivers understand that they may not:
- Drive Temple University vehicles for personal business.
- Transport hitch-hikers or other unauthorized passengers.
- Transport passengers in the cargo areas of vehicles such as pickup trucks, off road vehicles and service vehicles.
- Smoke in University-owned vehicles, shuttle buses and vans, consistent with University policy.(Human Resource policy, Smoking , Related Policies 04.62.11 II)
SAFETY GUIDELINES - All drivers agree to:
- Avoid distractions, including use of a hand-held cell phone while driving in any jurisdiction where it is illegal to do so.
- Yield to pedestrians in crosswalks.
- Ensure that the vehicle ignition is off and the vehicle is locked when unattended.
- Wear seat belts in University vehicles and ensure that passengers do so as well.
- During long distance trips, drivers should not drive more than 10 hours during a 24 hour period. Avoid driving past midnight, avoid conditions that lead to loss of control, driving while sleepy or inattentive, and driving too fast for road conditions. If weather is inclement, delay trip until conditions improve.
- Drivers who transfer minor children in University vehicles or personal vehicles must place minors in the back seat of the vehicle.
TU Vehicle Incident Report