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FINANCE AND ADMINISTRATIVE AFFAIRS
DIVISION
FACILITIES & PLANNING
ADMINISTRATIVE CHARGE FOR VEHICLE USAGE
Policy #F&P-4830-15
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Purpose |
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To provide a uniform policy statement and
procedures to be utilized in charging for the use of
University-owned/leased vehicles.
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Objective |
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To establish a uniform system of "Charging
Back" to the departments for the use of cars, vans and
trucks.
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Policy |
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Charges for the use of University-owned/leased
vehicles, requested through the fleet operations, will be at the
following rates (in accordance with federal and state
regulations):
| A. |
Cars - $.485 per mile. |
| B. |
All Others - $.585 per mile. |
| C. |
Permanently assigned vehicles will have a
direct chargeback to their department, monthly, for all types of
work performed, i.e., tires, oil, gas, parts, labor, accident
repairs, etc.
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Procedure |
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| A. |
The determination that adequate funds are
available for requested travel lies with the department Vice
Presidents/Deans.
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| B. |
The Vice President and/or Dean, or a designee,
for each department(s), will be responsible to ensure that the
travel budget(s) that they are responsible for is/are updated as
each request is approved to ensure available funds are
current.
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| C. |
Departments with permanently assigned vehicles
will need to have their monthly mileage forms reported (telephone)
to Fleet Operations by the 5th of each month, so that reports can
be computerized for accounting purposes by the 10th of each
month.
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| D. |
Budget and Accounting policies for charge
backs:
The Accounting Services Department will charge
monthly state vehicle usage to the appropriate dean or vice
president on a monthly basis. The information will be
provided by Facilities and Planning. The offsetting
accounting entry will be a credit to the Vehicle Maintenance
organization with a specific sub-object for vehicle charge
backs.
The vehicles will be charged at the rate of
$.485 for cars and $.585 for all others per mile. The cost of
the permanently assigned vehicles will be charged to the
appropriate dean or vice president responsible for the
department. These costs will not be calculated using mileage
but for the direct costs of maintaining that vehicle.
Auxiliaries and grant funds will be charged
directly for their usage and not to the appropriate dean or
vice-president as mentioned above. Monitoring and control of
these funds is the responsibility of the individual fund
managers.
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