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Use of System Owned and Leased Vehicles

      1. ​​​Only persons authorized by the University may drive vehicles owned or leased by the University of Houston System. Vehicles may be used for component university business only, except if specifically authorized otherwise. In accordance with statute and the University's fleet management program, no employee shall use any state-owned vehicle except on official university business. Authorized persons are responsible for complying with the policies set forth in this document.

      2. ​​​Where vehicles are allowed for personal use, costs associated with personal use shall be reported as income, in accordance with Internal Revenue Service regulations and System Administrative Memorandum 03.D.06, Taxable Fringe Benefits (PDF).

      3. Authorization of drivers shall, in most cases, be restricted to component university employees, except in those cases where students or spouses may be authorized for limited use of certain vehicles.

      4. Motor vehicle records (MVR) shall be checked prior to extending an offer of employment to anyone required to operate a component university owned or leased vehicle and annually thereafter for anyone authorized to operate a vehicle that is owned or leased by the component university.

      5. Completion of a three hour Defensive Driving Course (DDC) at least once every  two years is required for Facilities Management, Police Department and University Business Services employees who regularly drive on university business.  The course will be offered at no cost to the employee on pre-scheduled dates by the University.  Employees may also take the course with any other Texas Education Agency (TEA) constituent to satisfy the course requirement, but must do so at their own expense if they do not attend one offered by the University.

      6. ​Authorized employees shall have a Blanket Travel Authorization approved for the fiscal year for their vehicle allowance so they may be reimbursed for vehicle costs and/or mileage incurred while on university business.  Mileage for each day and/or event must be recorded.​​

      7. ​Forklift and boom lift drivers must complete an approved training program and pass the written test in order to be certified to drive a boom lift. Recertification is required every three years. Scissor lift drivers also must attend an approved training program to be a competent operator. Retraining is mandatory if there is any accident involving a forklift or scissor lift. The training is offered by Facilities Management through the Environmental Health & Safety Department at no cost to the employee.​


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Last updated 11/21/2019 5:02 AM