Transportation Services Other Policies

Take-Home Vehicle Policy

University vehicles are to be used for official State business only. University vehicles are not to be used for commuting purposes between State business and an employee’s home. University vehicles are not to be parked at private residences.  Refer to Travel Status Policy/Procedure below for additional information on certain exemptions to this policy.

Vehicles may be assigned to specific individuals if authorized in writing by NIU’s Vehicle Coordinator. NIU’s Vehicle Coordinator will be required to report to CMS annually and when changes occur, including the name of each employee assigned a vehicle, the equipment number and license plate number of the assigned vehicle, employee's headquarters and residence, and any additional information requested by CMS. Authorization may be granted only if one or more of the following conditions are met:

• The vehicle is specially equipped to perform law enforcement services and the law enforcement employee is on call 24 hours a day.
• The employee's work assignment requires traveling to numerous locations over a considerable territory with infrequent stops at the employee's headquarters as defined in the regulations concerning State employee travel.
• The employee is regularly subject to special or emergency calls from his or her residence during non-duty hours.

The State of Illinois does not provide liability coverage to a driver operating a State vehicle outside the scope of his/her employment. Insurance coverage only applies when the vehicle is in scheduled travel status.

Transportation Services must be notified in advance if a vehicle will be parked at a residence, following the travel status guidelines according to the JCAR Title 80: Subtitle I: Chapter IV: Part 3000: Section 3000.140 below. All travel requests will be evaluated by Transportation Services to ensure that a travel situation clearly justifies the use of an official university vehicle at a private residence.

Transportation Services reserves the right to deny a request if they feel that there is the potential for improper use of a university vehicle.

Transportation Services recognizes that there are certain circumstances where it’s logical, reasonable and in the best interest of the university that a vehicle in travel status may be parked at a residence. Employees should be conscientious that misuse of university vehicles can potentially lead to negative public perception and unwanted media attention.

Travel Status

“Travel Status” is defined by the JCAR as: “an employee shall be considered on “travel status” while away from headquarters on authorized State business. Travel status shall begin when an employee leaves headquarters or, if reporting directly to destination, from residence or other location. Travel status shall conclude when an employee returns to headquarters or if reporting directly from original destination to residence or other location at the completion of authorized State business.

Source: General Travel Code Definitions

State-owned automobiles are not available to employees who are personally being reimbursed for services being rendered. Example: it is anticipated that an employee who is being compensated for providing consulting services, or a speech at a conference, commencement, etc., will provide his own transportation for such purposes.

University employees requesting the use of a university-owned vehicle issued from the motor pool are required to submit a Transportation Request Form which will include the signature of the driver of the vehicle. The Transportation dispatcher will verify with the cost center manager if proper fiscal approval has been given by ensuring their signature is on the form before any action is taken on the request.

Employees Using Personal Vehicles

When employees use their own vehicles on university business, university insurance coverage stands in excess of and secondary to the employee's personal insurance coverage. The state cannot provide primary coverage for such use. Non-employees, using their own vehicles on university business, are not covered by university insurance.

Note: Persons using their own vehicle for business use should contact their personal insurance carrier to ensure that proper coverage is being provided.

Travel Guidelines and Considerations

Travel shall be by the most economical mode available, considering travel time, cost, and work requirements. It is anticipated that employees who have approval for out-of-state travel will make use of public conveyances. Because of the limited supply of vehicles within the motor pool and public relations considerations, their use for out-of-state travel, especially on trips involving considerable time and miles, is permitted only when circumstances can be justified. In many instances it may be to the advantage of the university for the employee to fly and rent a vehicle upon arrival so as not to deny other faculty and staff the utilization of the university fleet.