Procedure 2-48

Motor Vehicles

Responsible Officer: Vice President for Business Affairs and Controller

Sponsoring Department: Asset Management

Revision Date: 18 May 2011

Errors or changes to:

Procedure Objective

This procedure provides rules and procedural guidelines for the operation of a university-owned vehicle in accordance with applicable laws, rules, and policies. This procedure specifies in what capacity university-owned vehicles may be used by university employees and the responsibilities and qualifications of employees that wish to operate university-owned vehicles. In addition, this procedure includes information about what steps to take if one is involved in an accident while operating a UT Arlington vehicle.


This procedure serves as a guide for the management of risks as well as operational and legal issues associated with the use of university-owned vehicles. Pursuant to provisions of the Rules and Regulations of The University of Texas System Board of Regents and the University's Handbook of Operating Procedures (HOP) certain laws and requirements must be followed when operating a university vehicle. University-owned vehicles must only be used for official business and abuse of this or other provisions while operating a university vehicle will be dealt with severely. Thus, it is critical to understand one's responsibilities and requirements before operating a university vehicle.


All UT Arlington employees that operate university-owned vehicles.

Website Address for This Procedure

Related Statutes, Policies, Requirements or Standards

UT System Administration Policies and StandardsOther Policies and Standards

Board of Regents' Rules and Regulations, Rule 50601

UTS157 Automobile Insurance Coverage for Officers and Employees and General Requirements for the Use of Vehicles

US Department of Transportation's Federal Motor Carrier Safety Regulations, 49 CFR Parts 40 and 382 and 383

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If you have any questions about UT Arlington Fiscal Procedure contact the following departments:

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All topics in procedureAsset
Website accessAdministrative Information


Authorized driver: An employee of the UT Arlington who is eligible to operate a University-owned vehicle for official University business is an Authorized Driver. To be eligible an employee must hold a valid driver's license, have an acceptable driving record, and have the necessary driver training.

Official University Business (as it relates to operating a motor Vehicle): Driving a vehicle during the course and scope of employment for the University regardless of the frequency of driving or operating duties.

Vehicle: Equipment of a motorized, vehicular nature, which requires a State driver's license to operate. This does not include riding lawnmowers or other vehicles that normally operate off public thoroughfares, except for incidental crossing of a public roadway.


Operator of the University-owned Vehicle
  • Obeys all local, state and federal motor vehicle laws

  • Uses reasonable care in operating and maintaining the vehicle

  • Has valid driver's license

  • Reports vehicle malfunctions or maintenance needs.

  • Pays for any fines/traffic violations received by the operator

  • Follows proper procedures if University-owned vehicle is involved in an accident

  • Reports vehicle malfunctions or maintenance needs and notifies department head/supervisor of vehicle failure

Head of Department/Supervisor
  • Informs employees of their personal responsibility and liability for negligent operation of the vehicle(s)

  • Notifies Human Resources if new employees will need to be required to drive UT Arlington vehicles

  • Insures that persons that they assign to operate UT Arlington vehicles are legally licensed



Section I. Vehicle Use for Official Business Only

Note: Motor vehicles owned by the State of Texas and operated by UT 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. 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. Any abuse of these provisions will be dealt with severely and could result in fines, loss of employment or both.

Section II. Requirements for Each University-owned Vehicle
  1. Each vehicle will carry an inscription on both sides as prescribed by law

  2. All university-owned vehicles are subject to the compulsory inspection required by law.

Section III. Driver/Operator Responsibilities
  1. The operators of university-owned vehicles must hold, at their expense, an appropriate operator's license for the type of vehicle operated. Operators of university vehicles must be 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.

  2. Traffic violations/fines received by an operator are the operator's responsibility, and will not be paid by UT Arlington

  3. Drivers of University-owned vehicles are responsible to obey all local, state, and federal motor vehicle laws.

  4. Drivers/operators should report vehicle malfunctions or maintenance needs to Facilities Management and notify their department head or immediate supervisor in case of vehicle failure.

Section IV. Head of the Department/Supervisor Responsibilities
  1. It will be the responsibility of the head of the department to see that:

    1. Requests for new employees that will, or could, drive UT Arlington vehicles, will indicate this requirement so Human Resources can check the driving record of new employees or existing employees moving to a position that will require driving.

    2. All employees who are required to operate University-owned vehicles are fully informed of their personal responsibility and liability for their negligent operation.

    3. Department heads and supervisors are responsible for insuring that persons they assign to operate UT Arlington vehicles are legally licensed.

    4. Each operator is provided with a copy of these regulations.

    5. All employees who are required to operate University-owned vehicles are listed on the department's "Authorized Drivers List".

    6. The Environmental Health and Safety Office is advised of employees added/deleted on the department's "Authorized Drivers List."

    7. Will advise employees of what actions to take or will report vehicle problems to Facilities Management.

Section V. Post Vehicle Accident Procedures
  1. If involved in an accident while operating a UTA vehicle, especially if off campus, take the following actions:

    1. Ensure 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 injuries occur, contact or request others to contact UTA 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 & Safety Office (817) 273-2185.

    10. Do not admit that the accident was your fault or that your actions may have contribute to the accident.

    11. Do not state that UT Arlington will pay for damages. Our insurance carrier will make that determination.

Forms and Tools/Online Processes

  • Inventory Transaction Form (Form 2-45)
  • Removal of Equipment from University Campus (Form 2-47)