Handbook of Operating Procedures

The University of Texas at Arlington

Chapter 5 General Policies
Subchapter 5-2300 Use of University-Owned Vehicles

The following policy will govern the assignment and use of University-owned vehicles:
  1. Motor vehicles owned by the State of Texas and operated by The University of Texas at Arlington will be used solely for official business. Official business is defined as use that supports and provides a direct benefit to this institution. The University of Texas at Arlington accepts no liability when one of its vehicles is being used in violation of this policy.
  2. Vehicles will not be used for travel to and from personal residences, nor will they be used to transport the personal effects of staff or faculty members to and from the campus. If a University-owned vehicle is to be used outside the local area for official travel, supported by a properly processed 'Request for Travel Authorization', an employee may be authorized by a department head to keep the vehicle at a residence the night before travel begins and the night of return. The UT Arlington Police Department will follow departmental procedures.
  3. Operators of University vehicles must be legally licensed and authorized by their supervisor to operate the vehicle. Supervisors are responsible for insuring that persons they assign to operate UT Arlington vehicles are legally licensed.
  4. The responsibilities of the driver of University-owned vehicles are to:

    1. Obey all local, state and federal laws.
    2. Use reasonable care in operating and maintaining vehicle.
    3. Have valid driver's license.
    4. Secure and lock vehicle when unattended.
    5. Complete and return daily vehicle report.
    6. Report vehicle malfunctions or maintenance needs.
    7. Perform daily maintenance of vehicle.
    8. Obtain receipts for all reimbursable purchases. Show vehicle license plate number on the receipt with a description of the item(s), and cost of each.
    9. In the case of vehicle failure, notify your immediate supervisor who will advise of actions to take or will report the problem to the Facilities Management (272-3571 or 272-3192).

  5. If involved in an accident while operating a UT Arlington vehicle, especially if off campus, take the following actions:

    1. Insure that injured receive medical attention.
    2. Warn other motorists of accident site if possible.
    3. Notify local law enforcement agency(s), as appropriate.
    4. If any injuries, contact or request others to contact UT Arlington Police at (817) 272-3381.
    5. Attempt to get the name, address and phone number of witnesses.
    6. Get the name, phone number, and address of the other party and their insurance company and/or agent.
    7. Notify your supervisor as soon as possible after the accident regardless of the extent of damage.
    8. Fill out accident form (normally in vehicle glove compartment).
    9. Advise other parties that the State vehicle you are driving is insured and our adjusting company will contact them as appropriate. Their contact at UT Arlington is the Environmental Health and Safety Office (817) 272-2185.
    10. Do not admit that the accident was your fault or that your actions may have contributed to the accident.
    11. Do not state that UT Arlington will pay for damages. Our insurance carrier will make that determination.

  6. Each week, the department, agency or office will mail or deliver Vehicle Use Reports for all UT Arlington vehicles to the Office of Accounting and Business Services.
Back to Top