|
FINANCE AND ADMINISTRATIVE AFFAIRS
DIVISION
FACILITIES & PLANNING
SERVICE/REPAIRS TO UNIVERSITY-OWNED/LEASED VEHICLES ON
EXTENDED TRAVEL
Policy #F&P-4830-07
|
Purpose |
|
To provide information and guidance for
obtaining required service or repairs to University-owned/leased
vehicles by those persons who have received authorization for
extended travel.
|
|
Procedure |
|
| A. |
University-owned/leased vehicles may be
assigned either a Commonwealth or a commercial oil company credit
card. Commonwealth cards are good for service and repair at any
service facility that will accept them. (Drivers are
cautioned to check with the service facility for acceptance before
obtaining service.) Commercial cards are only acceptable at
the stations noted on the reverse of the credit card that is issued
to the driver.
|
| B. |
At present there are three options available to
personnel on extended travel for obtaining vehicle service.
(Service is defined as obtaining gas, oil, coolant etc.) They
are:
| 1. |
The traveler can use personal funds, making
sure to obtain receipts and documentation, and submit these for
reimbursement upon return to the University.
|
| 2. |
A cash advance is available on a limited basis,
from Accounting Services. Again, this method requires
obtaining receipts and documentation to substantiate
expenditures.
|
| 3. |
A Limited number of credit cards are available
for University owned vehicles. (Note: DGS leased vehicles
only have a Commonwealth card available.)
|
|
| C. |
Repairs and breakdowns:
| 1. |
Operators are reminded to coordinate all
automotive activities with the automotive officers.
| a) |
Within a 50 mile radius of the
University.
| 1) |
If a University-owned/leased vehicle is
disabled or is in critical need of repair, the operator of the
vehicle should contact the automotive officers at the University
for assistance. The telephone numbers are: Automotive
Department - 412-738-2539 or if after normal working hours, contact
the University Police at 412-738-2249.
|
|
| b) |
Outside a 50 mile radius of the
University.
| 1) |
If a University-owned/leased vehicle is
disabled or is in critical need of repair, the operator of the
vehicle should the contact the University as in item
C.1.a.1.
|
| 2) |
In the event automotive personnel cannot be
reached, the operator is authorized to obtain automotive repairs at
the nearest service station in an amount up to $100.
|
| 3) |
The operator should then follow the procedures
set forth in item 4, below, for processing repairs.
|
| 4) |
Costs:
|
Vehicle operators will be held liable for any
unauthorized or unjustified repairs. Prior to the
commencement of any repairs on a University-owned/leased vehicle at
any private garage, the operator must receive an accurate estimate
of repairs required.
Accidents:
All accidents require form STD-555 to be
completed before repairs commence.
$100 Guideline:
Operators may have repairs done for this amount,
IF, and only IF, the automotive officers cannot be
reached.
Minor repairs:
Repairs exceeding $100 must have the Automotive
Officer's authorization.
Major repairs:
Any repairs exceeding $300 will be coordinated
by the Automotive Officers.
|
|
|
|
|
|
|
