Transportation Services Pool Vehicles

University-owned vehicles are maintained for the purpose of providing transportation for official university business of faculty, administrators, graduate assistants, and operating staff. If a university owned vehicle is not available, Transportation Services may obtain a commercial rental vehicle for use, and additional fees may apply. In accordance with monies budgeted by departments for automotive expenses, appropriate fiscal approval is required to approve requests by employees for the use of university-owned vehicles and to verify that the driver has a valid license.

Employees

An employee of Northern Illinois University is eligible to drive a university-owned vehicle if they are acting for or on behalf of the university and within the scope of their employment, while operating such a vehicle. An employee, for purposes of this policy, is defined as any individual who receives compensation from the university for services performed provided such compensation is taxable under either state or federal tax laws. Any individual whose only compensation is a scholarship or fellowship, or any individual who is an independent contractor and whose compensation is not subject to either state or federal tax, would not be considered an employee. A student-employee is eligible to drive a university-owned vehicle only within the scope of their student employment.

Students and Others

Other individuals are eligible to drive university-owned/leased vehicles for university business if they have the prior written permission from the president or their designee(s) and the vice president of the respective division or their designee(s). The operation of the vehicle must be within the scope of such permission. NIU students may become eligible to operate university-owned vehicles with the completion of the “Student Vehicle Use Authorization” form. Completion of the form requires supplying detailed information of the proposed travel, the signature of the student, approval of the sponsoring department or organization, and approval by the respective vice president or their designee(s). All student use of university vehicles, other than within the scope of student employment, requires the completion of this form.

Faculty and staff of NIU are given first choice of the use of the university fleet. The Vice President of Administration & Finance or his designee may authorize the use of university vehicles by other state agencies provided such vehicles are available and provided appropriate reimbursement arrangements have been completed.

Safety Warning

As a result of heightened university safety concerns, as supported by a National Highway Traffic Safety Administration (NHTSA) Consumer Advisory (April 9, 2001), 15-passenger vans are no longer available for general university use. This restriction on official use also extends to employee or departmental use and/or rental of passenger vans from private commercial agencies e.g., Avis, Enterprise, Hertz, etc., or from any other source, including donations or gift-in-kind. It would also preclude reimbursement for the use of an employee-owned 15-passenger van.

Driver’s License Information

All drivers of university vehicles must have a valid driver's license in their immediate possession. Licenses issued by other states are valid in Illinois. A non-resident from a foreign country is required to hold a valid driver's license issued by such a foreign country. All drivers of university vehicles are subject to review of their driver’s license record by Transportation Services and/or Risk Management. Transportation Services may require the driver to obtain their Motor Vehicle Record from the Office of the Secretary of State and submit the Record to Transportation prior to travel due to insurance requirements.

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.

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 before any action is taken on the request.

Smoking is prohibited in all university vehicles by state law.