Texas A&M University-Commerce 
Transportation Department
Procedures Manual

SECTION I
GENERAL GUIDELINES AND RESPONSIBILITIES

SECTION II
UNIVERSITY MOTOR POOL VEHICLES

SECTION III
LIABILITY INSURANCE

SECTION IV
SERVICE AVAILABLE and VEHICLE MAINTENANCE

SECTION I

GENERAL GUIDELINES AND RESPONSIBILITIES

A. FLEET SERVICE CENTER RESPONSIBILITIES

The Fleet Service Center is responsible for:

1. Providing vehicle acquisition through a competitive bidding process and establishing replacement schedules.
2. Maintaining all University vehicles operating within the Commerce area.
3. Establishing rental rates on a cost recovery basis and advising departments on a timely basis when rate changes occur.
4. Initiating billing for the use of Fleet Service Center vehicles and services rendered to other vehicles.
5. Maintaining all records for the fleet and filing reports with the General Services Commission.
6. Disposing of used vehicles by auction, trade-in or other means most beneficial to the University.
7. Publishing the Vehicle and Driver Procedures Guidelines and the Transportation Web Page and keeping them current.
8. Processing driver applications and publishing an approved driver list.

B. PERSONAL USE/MISUSE

As set forth in the State of Texas Appropriations Acts, no state owned vehicle shall be used for personal reasons.

1. The use of state vehicles to conduct personal business such as banking, shopping, transporting family members, or use in any political campaign or parade of any kind requires complete justification, in writing, from the department head prior to such use. Authority to do so will be in writing and signed by the President or his/her authorized representative.

2. Generally, vehicles shall not be kept overnight at one's place of residence. However, there are a few exceptions when the best interest of the University is served by the operator retaining possession of the vehicle to aide with official University duties. One such exception is when an employee is on 24-hour service call. Authorization to do so must be granted by the department head or his/her representative.

C. USER AUTHORIZATION

1. The use of University vehicles will be authorized by the department head to which the vehicle is rented. Such use shall be confined strictly to faculty, staff and students conducting official business for the University, directly relating to the academic, research and/or administrative responsibility of the department involved.

2. Transportation dispatching personnel are assigned the responsibility of verifying authenticity of departmental representatives who pick up vehicles, insuring that each operator is properly licensed and on the approved driver list.

D. OPERATOR AND STUDENT TRAVEL PROCEDURE

TEXAS A&M UNIVERSITY-COMMERCE

13.04.99.R1.01            Student Travel Procedure

                                    Effective September 1, 2002

                                    Supplements System Policy 13.04 and University Rule13.04.99.R1

 1.         General 

            Texas A&M University-Commerce (A&M-Commerce) considers the safety of its students of utmost importance.  This procedure applies to students who travel outside the city limits of Commerce, TX using a university owned or operated vehicle to an activity or event, which is organized, funded, and sponsored by A&M-Commerce.  Students traveling on behalf of A&M-Commerce must obtain approval through the sponsoring department.

2.         Travel Requirements and Planning

            Departments responsible for arranging the trip must take steps to assure all travel is in compliance with the student travel procedure.  A travel itinerary and passenger list shall be filed with the University Police Department and the sponsoring department prior to the start of the trip.  Large groups who wish to travel in the same vehicle may be required to obtain a commercial carrier.  A carrier must be in compliance with DOT rules and regulations

3.         Safety Issues Related to Student Travel in University Vehicles

            Drivers must be recommended by the department head/director of the division/department that is arranging the trip and meet the following requirements: 

            All A&M-Commerce employees, student workers, etc., who may be required to drive a University vehicle, shall have a Motor Vehicle Record (MVR) check and shall be assigned a driver rating.  With an acceptable rating, an applicant’s name & driver’s license number shall be added to the approved driver’s list.  The Fleet Management office obtains the MVR and maintains the list of approved drivers.  Fleet Management personnel shall provide the names of the approved drivers to the Motor Pool Coordinator.  Persons who drive passenger vans must be 21 years of age, have attended a van safety orientation, and performed successfully on an annual test-drive.  The test drive shall be with an orientation supervisor in a 15-passenger van.  The applicant must demonstrate the ability to safely operate the van.  The supervisor may reject the applicant if he/she cannot demonstrate safe operation of the vehicle.  The applicant must acknowledge (with signature) that he/she was informed of the extreme differences in driving a 15-passenger van as compared to a four-passenger vehicle.

 4.        Operator Conduct and Responsibility

            1.        Drivers will comply with all applicable traffic laws and regulations.

2.         Before departure the driver must make certain the passengers are aware of the posted load limits, passenger seat belt requirements, and smoking restrictions.

3.         The Trip Manifest and Itinerary will be delivered to the University Police Department immediately prior to the group’s departure and signed immediately upon the return to campus.

4.         The driver shall confront rowdy or disorderly behavior by the passengers that may cause driver distractions.

5.         Smoking or driving while under the influence of impairing drugs or alcohol is prohibited.

6.         Use of radar/laser detection devices is prohibited.

7.         Use of headphones, cell phones or earphones is prohibited when driving.

8.         The number of occupants in a vehicle shall not exceed the number of working seat belts in the vehicle or the posted Gross Vehicle Weight Rating (GVWR).  Travel bags and other storage items are not permitted on the tops of passenger vans.  

9.         The number of occupants in a 15-passenger van Shall Not Exceed 10 Occupants as recommended in the U.S. Department of Transportation Consumer Advisory (dated April 9, 2001).

10.       The maximum number of consecutive hours that a driver may drive is four.  The driver must stop the vehicle immediately if, at any time during the four-hour driving period, the driver becomes fatigued. 

11.       Travel outside the continental USA must conform to Section III-C of the Transportation Department Procedures Manual.

5.         In the Event of an Accident

            Follow the procedures in the Transportation Department Procedures Manual (Section III-B)
            in the glove compartment of each vehicle.

             For additional information, operators should refer to the Texas A&M University System General Use Guidelines pertaining to use of TAMUS vehicles.

 6.        Departments may have their own specific procedures for student travel in addition to the above requirements.  These procedures should be easily accessible to all students and should be coordinated through the appropriate departments.

         CONTACT FOR INTERPRETATION:            Dean of Students

It is required that the department renting the vehicle(s) provide the operator(s). The operator must be a member of the faculty, staff, or student body and be on the approved driver list. The dispatcher is required to list the operator's license number of the individual signing as the driver of the vehicle on the dispatch form. Anyone that checks out a vehicle from Motor Pool must be an approved driver and assumes responsibility for the vehicle and the safety of its passengers. The person in charge of the vehicle must confirm that any additional driver must also be a University approved driver.

E. NON APPROVED DRIVERS

1. Applications to operate a Texas A&M Commerce vehicle should be forwarded to Texas A&M Commerce Fleet Management Office and include the following: or submit online @ https://secure.tamu-commerce.edu/transportation/driverc/drivtxt.html

2. Approval time is approximately two weeks.

77th Legislative Session - SBI - General Appropriations Bill Article 9 - General Provisions, Section 9.13 Vehicle Fleet Management, requires that each operator of a state owned automotive vehicle make a daily report of use.

The daily use report shall show the purpose for which the vehicle was used, the miles traveled, amount and type of fuel added, oil added, passengers carried, and such other information as may be required to provide a record of vehicle use and maintenance performed.

If the vehicle is used by more than one operator during the day, each operator must enter their name into the daily use report. If more than one page is required per month the continuation page will be used. The custodian of the vehicle will sign the report at the close of the reporting period.

After the close of the reporting period the completed report will be sent to the Fleet Service Center, Physical Plant, attention Fleet Manager.

G. OPERATOR CONDUCT

Those who operate a University vehicle represent the University to the general public. The image conveyed does affect the University; therefore, it is most important to adopt this list of guidelines for conduct.

PLEASE:

1. Do not use University vehicles for personal transportation or business.

2. Do not allow alcoholic beverages or narcotics to be transported or consumed in any University vehicle.

3. Do not pick up hitchhikers or transport family members.

4. Do not allow vehicles to become unnecessarily dirty and present an unfavorable image to the general public.

5.  Do not use a cell phone while operating moving vehicle.

When driving a vehicle, driving is your first responsibility. A wireless phone can be an invaluable tool, but good judgment must be exercised at all times while driving a motor vehicle.

A growing list of national and international studies found a 34 percent increases in the risk of a collision among drivers with cell phones. There are many reasons why cell phones increase the risk of accident, such as the mechanics of dialing or searching for a number, distraction from ringing phone, or the serous nature of the conversations. Studies found no considerable difference in the risk among drivers using hand–free models. As suggested by the wireless industry, there is only one effective way to diminish this proven risk; the driver must bring the vehicle to a full stop in a safe location prior to using a cell phone

PLEASE:

1. Do observe all traffic rules and regulations, including Texas A&M University motor vehicle regulations.

2. Do drive carefully, safely, and courteously.

When a vehicle is damaged through operator misuse or when operated by a person under the influence of alcohol or narcotics, the department head employing the operator will be furnished a complete statement of the circumstances and a copy of the police investigation report for action as he/she deems appropriate. Citations for all parking and traffic violations, expired safety inspections and missing license plates will be the personal responsibility of the operator.

SECTION II

UNIVERSITY MOTOR POOL VEHICLES

A. VEHICLE RESERVATIONS:

1. Motor Pool Services are provided through a team effort by the University Police Department and the Fleet Service Center. The Fleet Service Center maintains the vehicles, fuel, cleanup, service, and repairs. The University Police Department has staff on duty at all times that can provide assistance with check-out or returns at any hour. Vehicles are picked up from Motor Pool parking located behind Whitley Hall (south curb). All reservations are made at the University Police Department with the Motor Pool Coordinator. Phone: (903)886-5867 On Line: @ http://www7.tamu-commerce.edu/transportation/mpool.html

2. Reservations should be made well in advance of any planned departure. Cancellations made 12 hours prior to reservation will avoid a day charge. Reservations are best made between 8 a.m. and 5 p.m. Monday through Friday and should provide the information listed below.

3. Motor Pool vehicles are passenger only. Departments needing a special vehicle such as a truck may contact the Physical Plant office for assistance. (903) 886-5761 or (903) 468-3244

B. VEHICLE NON-AVAILABILITY

1. In the event a Fleet Service Center vehicle is not available, the appropriate department head, or his/her representative, may authorize the use of a personal vehicle or the lease of a vehicle from a local rental agency on a per trip basis.

C. LOST AND FOUND

1. All equipment or personal items left in a vehicle which has been on rental and returned will be handled as follows:

D. RENTAL BILLING

Departments will be billed for short-term rental vehicles using a daily rate plus a cost per mile charge. The daily charge is from 12:01 a.m. to 11:59 p.m. The rates include all normal operating repairs and maintenance expense for the vehicles, all roadside emergency repairs, towing charges, oil and lubricants. IT DOES NOT INCLUDE: parking fees, traffic tickets or similar expenses associated with travel.

Rate schedules are published and distributed to all departments upon request. Additional copies are available at the Fleet Service Center, Fleet Dispatchers desk. Rates are published on the Transportation Web Page. http://www7.tamu-commerce.edu/transportation/mpool.html

SECTION III

Liability Insurance

A. Vehicle Insurance

1. Texas A&M University System carries motor vehicle liability insurance which has a $1000.00 deductible. The using department may be held liable for the deductible if it is determined the damage was a result of gross negligence by the employee.
2. University owned vehicles are not covered by collision damage through an insurance policy. A department may be liable for University vehicle damages if the damage was a result of gross negligence by the employee.
3. Regardless of whether or not the University is liable for the accident, injury to University employees may be covered under the Texas A&M University System Worker's Compensation Insurance Program. Claims for Worker's Compensation should be initiated by filing a First Report of Injury through your department immediately after the injury. In the event of critical injury or death, the office of Risk Management should be notified immediately by telephone (903-886-5868). A written report must follow immediately.
4. Insurance Coverage for Travel Outside Continental USA. Prior to departure, all coverage required for vehicles driven outside the USA will be coordinated with the Office of Risk Management (903)-886-5868. Failure to properly insure the vehicle obligates the user to all recovery and repair cost.

B. ACCIDENT REPORTING

The following procedures should be followed whenever a University vehicle is involved in an accident, regardless of the extent of the damage:

1. Stop immediately - notify local police so that an official report can document the accident.
2. Take necessary steps to prevent another accident.
3. Call a doctor, ambulance, or emergency medical team if necessary. Render aid to the injured until help arrives.
4. Get names and addresses of all witnesses.
5. Give your name, address, place of employment, and name of your supervisor to the police officer. While at the scene of the accident, secure information needed to complete the Motor Vehicle Accident Report, (System Form 9) located in the vehicle glove compartment. The police officer will assist in providing the necessary information. Do not leave blank spaces. Submit the form directly to the office of Risk Management within 24 hours of the accident. A copy should be mailed to the Transportation Fleet Manager, Physical Plant Department, Texas A&M University-Commerce, Commerce, TX 75429-3011.
6. It is the responsibility of the using department to obtain a copy of any and all police reports for all off-campus accidents. This report will be submitted to the office of Risk Management immediately upon receipt. A copy will be submitted to the Transportation Fleet Manager.
7. DO NOT make any statement, oral or written, as to WHO was at fault, since any admission may impair the insurer's ability to defend a case of questionable legal liability. Fault or liability will be decided by appropriate legal authority. While your signature is required, if a traffic citation is issued to you, your signature does not constitute an admission of guilt.
8. If the vehicle is inoperable and within the Commerce area call the Fleet Office for wrecker service. If outside the local area have it towed to the nearest dealer of the make of the vehicle involved. In the event more than one University vehicle is involved, they should be towed to one location regardless of make.
9. Remove log book, keys and all property which may be stolen. Secure the vehicle by locking. Deposit the keys with the shop manager of the dealership or garage.
10. Report the accident to your department head and to the Fleet Manager, (903)-886-5475 or 903-886-5868.

12. All accidents within the State of Texas which involve the injury or death of any person, or damage of property exceeding $250 must be reported to the Texas Department of Public Safety. This report must be made within ten days after the accident by means of a Driver's Confidential Accident Report (Form ST-2) provided by the police officer. The liability insurance policy number, which is necessary to complete the Form ST-2, can be obtained by calling the office of Risk Management (903-886-5868).

C. TRAVEL OUTSIDE CONTINENTAL USA

1. Anyone planning to travel outside the United States in a University vehicle must have written authorization from the President of the University. The letter of authorization will state the name(s) of the person(s) traveling, purpose, destination, and estimated date of return.
2. When crossing international borders, a letter from the property officer responsible for the vehicle, authorizing the taking of the vehicle out of the country and a notarized copy of the vehicle title must be available for inspection. The dispatcher will provide the letter and title at the time of vehicle pick up.
3. Insurance will be purchased prior to leaving the borders of the Continental USA. The cost to purchase and maintain insurance is the responsibility of the using department. Coverage must include damage to the University vehicle, recovery of the vehicle to the USA side of the border, and all third party property damage. Proof of this insurance will be maintained until return to the USA.

D. VEHICLE SECURITY

1. The security of University vehicles and their contents is the responsibility of the operator. Vehicles, when left unattended for any reason, will have the keys removed from the ignition, the park brake set, windows closed and the vehicle locked.
2. Vehicles which become disabled on the road will be secured with all possible precautions taken to prevent theft or vandalism. In the event that a vehicle cannot be secured in its present location the driver will have the vehicle towed to a facility where it can be secured until assistance arrives. The operator is RESPONSIBLE FOR VEHICLE SECURITY. Vehicles will not be left along highways or in any area where vandalism would be easily accomplished.

SECTION IV

SERVICES AVAILABLE and VEHICLE MAINTENANCE

Repairs and servicing for Texas A&M University-Commerce vehicles is available at the Fleet Service Center's automotive repair facility located at 2600 S. Neal St. Commerce, TX 75428.

A. PREVENTIVE MAINTENANCE (PM)

1. The Fleet automotive shop is a complete, modern repair facility, capable of engine rebuild, transmission rebuild, (automatic and manual), and all other repairs associated with automotive type equipment, auxiliary equipment and small engines.
2. All vehicles will have a Preventive Maintenance (PM) schedule. The department responsible for the vehicle will be called approximately two weeks in advance and reminded of PM due date and time.
3. Vehicles will meet the PM schedule on dates indicated unless prior arrangements have been made with the Automotive Production Scheduling Supervisor. Under no circumstances will the PM be ignored. The Automotive Production Scheduling Supervisor will coordinate a schedule which will fit the needs of the department.
4. State inspections will be scheduled through the shop office personnel.
5. Departments who fail to maintain vehicles at an acceptable standard and continually misuse the vehicles will be billed an increased mileage charge to offset the additional maintenance requirements.

B. EMERGENCY REPAIRS

1. Within a 100 mile radius of Commerce:
Should a vehicle become inoperative, telephone the automotive shop to request assistance. Please give your location, vehicle number, and telephone number where you may be reached. During Working Hours: (903) 886-5475 (903) 886-5761 During Non-Working Hours: ( 903)-886-5868 2. Outside a 100 mile radius of Commerce:
Should a vehicle become inoperative and need emergency repairs to continue, the following procedures should be followed:

3. The operator of the University vehicle is responsible for using good judgment to assure that costs are reasonable for repairs performed.
4. If the vehicle must be left unattended until assistance arrives, insure that the vehicle is clear of traffic, windows are rolled up, doors are locked, and the keys and all credit cards are in the possession of the driver.

C. FUEL SERVICE

1. Gasoline, Diesel and CNG are available at the Fleet Service Center on South Neal Street with 24 hour automated dispensing system for all fuels. Each University vehicle has a fuel card assigned exclusively to that vehicle and is not to be used for any other vehicle or equipment. These University cards are embossed with the agency name and will only operate the Service Center equipment. Fuel purchases out of the Commerce area are made using state contracted fuel cards. Each vehicle has a card assigned for it and should only be used for that vehicle. A list of fuel dealers will be provided with the credit cards.
2. Pursuant to Government Code, sec. 2171.103, the Commission shall take all steps necessary to encourage the use of alternative fuels (CNG). Each State vehicle equipped from the manufacturer or modified by a conversion facility to be capable of operating on an alternative fuel shall operate exclusively on the alternative fuel except in cases:

D. OPERATOR MAINTENANCE CHECKS

1. Operators of vehicles/equipment are responsible for inspecting the unit BEFORE AND AFTER operation. All defects should be noted and reported at the completion of the day. Any defects that would cause further damage to the equipment, render it unsafe or present a hazard to the operator will be reported immediately.
2. The following checks should be made at each refueling:

3. Start Engine

4. Failure to perform pre-operation checks may result in break downs and/or damage to the equipment. Hours of lost vehicle time could be reduced if each driver would operate University vehicles in a caring and cautious manner.
5. Texas State law requires all persons in the front seat of a moving vehicle to wear seat belts. Texas A&M Commerce requires seat belts for all passengers.

Fleet Manager: Eddie Wheeler
Phone:     (903) 886-5475
Fax:        (903) 886-5751
E-Mail:    Eddie_Wheeler@tamu-commerce.edu