Vehicle Use Records
John P. Kruczek, University Controller
Recent audit findings have shown that there are misinterpretations of the classifications of Service Vehicle designations. Service Vehicles are identified as those conveyances that operate a fixed route (Fixed Route Vehicles), have a fixed purpose (Fixed Purpose Vehicles), or are specifically assigned to a single operator (Assigned Vehicles). Vehicle Use Records (Form FA-UF-VUR) are required for all university owned motor vehicles, except certain Service Vehicles, farm equipment (i.e. tractors) and non- licensed equipment (i.e. golf carts).
The Monthly Vehicle Use Record (Form FA-UF-MVUR), requires completion only on a monthly basis for those vehicles which meet the criteria to be designated as Service Vehicles. The 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, who will maintain the records for audit purposes, will enter the beginning and ending odometer reading of mileage for the month. 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. Travel status is defined as travel that results in the traveler becoming eligible for reimbursement for meals, lodging or per diem.
For record keeping purposes, the following vehicle designations are provided.
Service Vehicle designations:
A University unit may identify each of their Service Vehicles with one of the specific designations listed below.
Fixed Route Vehicles
Conveyances that follow a predetermined route to pick up and deliver mail, material, and commodities to University of Florida locations. Examples include campus mail vehicles, vehicles used by departmental couriers, and vehicles used for facilities and plant operations and maintenance activities.
Fixed Purpose Vehicles
Conveyances that are used only to serve a narrowly defined task. Examples include buses and vans used to transport students to and from out-door laboratory sites, trucks used to move research animals to and from farm locations and vehicles used to deliver supplies from campus to Research and Extension office locations through-out the State. Vehicles used exclusively for Instruction, or Research, or Extension do not meet the definition of Fixed Purpose, but may meet the definition of assigned vehicles.
Conveyances that are permanently assigned to a single operator for business use exclusively. Examples include vehicles that are assigned to a specific research project investigator, or assigned to a specific extension agent. Vehicles operated by more than one driver, from time to time, cannot be considered Assigned Vehicles.
General Purpose Vehicle designation:
General Purpose Vehicles
By default, if a vehicle is not identified with one of the designations listed above, it will be considered General Purpose. A general-purpose vehicle will continue to require the drivers to prepare Vehicle Use Records for each trip as well as review and approval by departmental supervisory staff. Vehicle Use Records for General Purpose Vehicles are required for both local travel and when the travelers are going into travel status.
This Memorandum supercedes and replaces Controllers Memorandum Number 99-14, dated December 21, 1998. Forms are available at our website: http://fa.ufl.edu/forms under University Disbursement Services.