Operation and Control of University Owned Vehicles

John P. Kruczek, University Controller

It is the responsibility of each department to ensure that individuals who operate state owned motor vehicles assigned to their department have a valid vehicle operator’s license. Each department must take steps to verify that this requirement is met. The University Of Florida Vehicle Use Record has been revised to include certification that each driver of the vehicle has a valid operator’s license. The certification is required by each driver and by the individual in each department who is responsible for reviewing the Vehicle Use Record.

University policy and procedures require that departments who manage and operate state owned motor vehicles for official business purposes, must maintain a log of vehicle usage. Logs are required for all university owned motor vehicles, except certain service vehicles, farm equipment and other non-licensed equipment. Vehicle usage logs must provide a record of the date, time in and time out, driver, origination, destination, purpose of the trip, beginning and ending odometer readings, and vehicle identification. Each driver must sign the log to certify that the information is accurate and that they have a valid operator’s license. In addition, the log should be reviewed periodically by an appropriate individual within the department to evaluate the use of the vehicle and the propriety of trips taken. The reviewer should sign or initial the usage log to indicate that a review has been conducted and to certify that each listed driver holds a valid operator’s license.

A copy of the revised Vehicle Use Record is attached. A supply of blank Vehicle Use Records can be obtained from University Printing Services. More information on this subject is available in the Handbook on Business Procedures, Section 4D-4.07D.

Please contact me or Bonnie Cauthon at 392-1321 if you have questions or concerns regarding these requirements.