Vehicle Use Records

John P. Kruczek, University Controller

Section 4D-4.07D, UF Administrative Affairs Handbook on Business Procedures requires University departments who manage and operate state owned vehicles to ensure that the vehicles are utilized only for official business, that the vehicles are maintained, and that licensed drivers safely operate them. University vehicles may be classified as either General Purpose Vehicles or Service Vehicles.

For General Purpose Vehicles, Vehicle Use Records Form (FA-UF-VUR/9-95) must be completed for all trips. This Vehicle Use Record includes identification of the vehicle by description, license plate number, and vehicle number. In addition, each trip must record the following information: beginning and ending times and dates, point of trip origination and destination, purpose of the trip, beginning and ending odometer readings, name and signature of the licensed driver. At the end of each month these Vehicle Use Records should be reviewed and signed by a responsible departmental official.

For Service Vehicles, Monthly Vehicle Use Records Form (FA-UF-MVUR/12-98) must be completed for those vehicles meeting the criteria to be designated as Service Vehicles. This Monthly Vehicle Use Record includes identification of the vehicle by description, license plate number, vehicle number and Service Vehicle type. On a monthly basis, the responsible departmental person must record the beginning and ending odometer reading for all mileage during the month. The form also requires the signature of the person preparing the record and approval by a responsible departmental official. Recording mileage monthly on the Monthly Vehicle Use Record is in lieu of preparing Vehicle Use Records. In the event the service vehicles go into travel status, a Vehicle Use Record is mandatory. Only vehicles meeting the criteria defined in Controller Memorandum Number 99-14, dated December 21, 1998, for service may be reported on Monthly Vehicle Use Records Form (FA-UF-MVUR/12-98).

All completed Vehicle Use Records must be reviewed and signed by a responsible departmental official and retained with your departmental records.

The Vehicle Use Record and Monthly Vehicle Use Record forms are available on the Disbursement/Travel website at http://www.admin.ufl.edu/division/fa/disb/dmenu.htm. Please contact me at 392-1321 if you have questions or need additional assistance.