Request for Clayton State University Vehicle Use
The following guidelines are established for use of the University's van:
Insurance
The University's van is insured through the State Insurance Program. Coverage is as follows:
Automobile Liability - Covers property damage and bodily injury to the other party when a state driver is liable. Also, there is medical coverage for authorized passengers. Any medical cost to the employee is paid out of the worker's compensation program. Major exclusions are: an unauthorized driver of state vehicle and a driver using a state vehicle for personal reasons.
Automobile Physical Damage - Coverage replaces or repairs state owned vehicles.
Authorized drivers are limited to university employees and other as authorized. All authorized drivers must have a current Georgia Class 1 or Class 3 driver's license. Spouses, friends, etc., are not covered under the State Insurance Program.
Maintenance and Charges
The Facilities Management Department is responsible for the upkeep and maintenance of the van. User departments will be charged a mileage charge of 45 cents per mile in lieu of the transportation expense normally paid to an employee for the use of a personally owned vehicle.
Authority to use the University Van
It will be necessary for each department or student organization desiring to use the van to complete the "Request to Use a University Vehicle" form available at the bottom of this page. This request form will facilitate scheduling, maintenance, etc., and help assure the requesting organization that the van will be available on the date requested.
The following procedures should be followed when requesting use of the van.
- The authorized user must complete the: "Request to Use a University Vehicle" form. This form should be routed to the appropriate Department Head and Administrative Officer for approval. After administrative approval, this form should be routed to Facilities Management.
- Use of the van may be booked by calling Facilities Management at (678) 466-4240. However, a "Request to Use a University Vehicle" form will still be required prior to checking out the vehicle.
- Priority will be given to group travel and longer trips. Otherwise, the van will be assigned on a first-come, first-served basis.
Damages
The van will be cleaned, inspected, and the mileage recorded by the Facilities Management Department prior to check-out. Should damages beyond routine wear occur, Facilities Management should be notified by the user and a survey of damages completed. In the event of an accident, a reporting State Insurance Packet is contained in the vehicle.
This form is provided on-line for the purpose of convenience. Completed forms may be printed from the web, but may not be submitted electronically. Forms requiring official signatures will not be accepted otherwise.
Fuel
Employees should refill the van with regular grade gasoline to control costs.
Employees should use the State fuel card where accepted whenever possible. A listing of service stations that accept the State fuel card is issued with the card.