Chapter Five:  Fiscal Affairs

Procedure Title:  Assignment of Vehicles
Based on:  Board Policies Nos. 3 and 7
Procedure Number:  5.04c
Date Adopted/Revised:  June 25, 2001; November 21, 2006; May 15, 2007; May 5, 2015

  1. Governor’s Policy Directive 3.4 states that “All State Departments and Agencies will place stringent control on the use of State-owned vehicles to ensure that they are used for ‘official use only’.”
      1. All employees will have the option of using pooled vehicles rather than personal vehicles for official business when possible in order to increase utilization and decrease costs of reimbursement.

      2. Use of personal vehicles for official State business will be approved by the appropriate supervisors.

      3. In keeping with this policy, the following guidelines are established:

          1. Travel between campuses will be as outlined in Policy 4.4 (5)

          2. If a traveler wishes to use a personal vehicle for out-of-town travel, reimbursement will be made at the rate per mile mandated by the Department of Finance and Administration based upon the shortest highway distance between cities as shown on official maps. Current mileage reimbursement rate is published at  See policy 5.04a on requirements for personal reimbursement us. rental car use.

          3. If several employees are traveling to the same meeting or conference, the College will require that all vehicles carry at least three people before private car mileage is reimbursed.

          4. Before using a personal vehicle for state business, the traveler must have a current insurance certificate on file in the Business Office and the College must receive the individual’s driving record from the state which indicates the driver meets the state guidelines.

          5. The College will reimburse the traveler for mileage only, if eligible for reimbursement, and will not be responsible for other costs such as maintenance, damages, gasoline, or traffic fines.

          6. Persons traveling in connection with state, federal or private grant programs will be restricted to the amount allowed by the grant if the grant terms are more restrictive than the College policy.

          7. Where possible, state vehicles will be assigned based upon the number of travelers and the destination.

          8. All cars, vans, and pickups have been designated as nonsmoking.

          9. Those who do not adhere to these guidelines will have their driving privileges revoked.

          10. College vehicles should be returned on no less than one-half (1/2) tank of fuel.

  2. The following chart may be used to estimate which vehicle should be used, based on the number of travelers.
Number of Occupants Vehicles
Car 1-4 Compact Sedan
1-5 Mid-size Sedan
Van 4-8 Less than 15 Passenger Vans
8-15 15 Passenger Vans
Pickups Towing or Hauling Only