D-1-2 Use of Motor Vehicles When Conducting University Business

I. Purpose

To set forth requirements for persons driving University-owned or rented, personal or rental vehicles when acting as an agent of the University or its affiliated corporations listed in BPM E-1-0 Relationship with the Commonwealth.

II. Definitions

• Motor Vehicle Record (MVR) Release and Information Form: A form used by the University’s Human Resources Risk Management department to obtain information used to verify the driving records of employees with the following driving responsibilities in their pre-employment screening process or when an employee transfers from one position to another within the University.
  • Any vehicle – regular job duty
  • Vehicles subject to CDL requirements
  • Transporting passengers
  • Golf utility
• Driver Notification and Verification Form: Used for drivers who are not required to complete the Motor Vehicle Record (MVR) Release and Information Form who occasionally operate vehicles on behalf of the University, but do not have driving responsibilities in their job description. The completed form should be kept on file in the employee’s unit and available for reference if needed.

III. Responsibilities

1. Business Officer/Department Administrator
   1. Ensures accuracy of driving responsibilities in the Job Analysis Questionnaire (JAQ) of drivers.
   2. Ensures Driver Notification and Verification Form is completed by anyone operating a vehicle on behalf of the University who wasn’t required to complete an MVR with Human Resources.
2. Human Resources
   1. Notifies departments when a driver’s privileges are impacted. 

IV. Policy

1. A person employed by the University may be permitted to drive a University-owned or rented, personal or rental vehicle when traveling on University business when the following guidelines have been met:
   1. The department administrator, chair, or appropriate supervisor grants approval.
   2. The driver
      1. possesses a valid operator’s license
      2. completed a MVR if required when hired or
      3. completed a Driver Notification and Verification Form if the employee was not required to complete an MVR when hired.
2. Insurance
   1. When a driver is acting as an agent of the University
      1. Drivers of University-owned or rented vehicles and will be covered by the University’s Motor Vehicle Insurance Policy.
      2. Drivers using personal vehicles will utilize their own personal vehicle insurance.
   2. See University of Kentucky BPM D-1-1: Motor Vehicle Insurance for further information concerning policies and procedures for insurance coverage and claims.
3. Cellular Telephones or other Wireless Devices
   1. While on University business, drivers must comply with applicable laws of jurisdictions which prohibit or restrict the use of cellular telephones or other wireless devices while driving.
   2. Operators of emergency or public safety vehicles may be exempt from this requirement when the use of a personal communication device is an essential function of the operator's official duties.  
4. University of Kentucky-owned or rented vehicles
   1. May not be used for personal business, including commuting to and from work (i.e., to and from the employee’s residence to their workstation, to restaurants, clubs, social engagements or other personal activities) except for law enforcement vehicles provided to selected University Police personnel to carry out their duties which may include using the vehicle to commute to and from their residence and workstation.
   2. An individual making personal use of a University-owned or rented vehicle is acting outside the scope of an agent of the University and is personally liable for any damage to the vehicle as well as for any liability they may incur to others.
   3. Heads of departments are responsible for ascertaining that vehicles are used for official purposes and that the use of such vehicle is not abused.
   4. An authorized driver may not delegate responsibility to any other person unless that person is also an authorized driver of a University-owned or rented vehicle.
   5. Students are not permitted to drive any type of University-owned or rented vehicle.
   6. A person not employed by the University may be permitted to drive a University vehicle when necessary, but only with the express permission of the department head or administrator Risk Management and by completing the Driver Notification and Verification Form.
   7. Passengers in a University vehicle are limited to employees of the University, others on University business, official guests of the University and individuals to whom the University wishes to extend a courtesy. Requests will be sent to Risk Management to review and revise.
   8. Family members who are not employees of the University may not ride in University vehicles. Picking up hitchhikers and casual riders is not permitted.
5. The number of passengers transported in any vehicle must comply with and not exceed the manufacturer’s specifications and the guidelines established by the National Safety Council.
6. All University business travel must be conducted in accordance with BPM E-5-1 Reimbursement of Travel Expenses.
7. Drivers of 12 or 15 passenger vans must also complete the Passenger Van Training program offered by UK Environmental Health and Safety before driving these types of vehicles.
8. Drivers of commercial motor vehicles must possess a valid Commercial Driver’s License (CDL) and comply with all federal requirements mentioned in, but not limited to Human Resources Policy and Procedure 21: Omnibus Transportation Act Employee Alcohol and Controlled Substance Testing.
9. Any exception to the above must have prior approval by the Associate Vice President for Administration in writing.