Department Vehicle Use Policy & Procedures
- What can the vehicle be used for?
This vehicle can only be used for official Departmental/University activity (includes EECS, ERSO, and MARVELL Lab). The purpose and destination of truck reservation must be recorded as part of the truck reservation. If purpose and destination are not included as part of the reservation, the vehicle custodian can refuse to issue keys.
If an accident occurs while the department vehicle is being used for any unofficial activity (not directly work-related) there is a risk that liability for that accident could fall to the driver, the department, and the vehicle custodian.
- Who can use the vehicle?
Staff: Any EECS or ERSO faculty or staff member who:
- Presents a valid CA Driver’s License when picking up keys to the truck
- Has a legitimate department/work related purpose for using the truck
- Has made a proper reservation indicating purpose and destination using the online truck calendar. You will need to request access to this calendar by sending mail to facilities staff at eecs-facilities@eecs.
Grad Students: EECS Department Grad Students who:
- Have received permission from the Vehicle Custodian (Sunit Mody) to use the truck
- Present a valid CA Driver’s License when picking up keys to truck
- Have a legitimate department/work related purpose for using the truck (lab pick-up and delivery of large equipment, or student group food runs)
- Have made a proper reservation indicating purpose and destination using the online truck calendar. You will need to request access to this calendar by sending mail to facilities staff at eecs-facilities@eecs.
- When can the vehicle be used/reserved?
Normal Business Hours (8am-5pm):
- There are not restrictions during normal business hours. Anyone who is eligible to reserve the truck can reserve it during normal business hours
After Hours (weeknights after 5pm and weekends):
- Truck reservations are not allowed after hours unless special permission has been granted by the vehicle custodian.
Length of reservations:
- Truck reservations for durations longer than 6 hours are not allowed unless special permission has been granted by the vehicle custodian
- Accidents and Driving/Parking Tickets:
- If an accident occurs while you are using the truck for legitimate university/department business, the University’s insurance program will cover all parts of the accident as outlined below.
- If an accident is the result of gross negligence or happened while the driver was not attending to legitimate university/department business, the driver can be held liable for damages.
How to file a claim if an accident occurs:
- The vehicle should have an accident report packet in the glove compartment. If it does not, please contact Risk Services and we will send you one.
- If the loss occurs on or near campus, contact the UCPD at 642-6760 and have them make a report. If the loss occurs away from campus, contact the local police department. If the local police department will not make a report, document the loss as best you can using photographs, diagrams, etc.
- Within three business days of the loss, fill out a Report of Vehicle Accident form and send it to Risk Services via email (email@example.com), fax (510-643-5050), or campus mail (671 University Hall, MC 1120).
- Include police report or number, photos, bills, and any other relevant documentation. You may send the documentation later if you do not have it within three business days of the loss, but you should not delay.
- An examiner from Sedgwick CMS , the University’s Third Party Administrator, will contact the claimant within 24-48 hours of claim submission.
- Sedgwick CMS will evaluate the claim. If the claim has merit, the Automobile Liability Self-Insurance Program will reimburse the department minus the deductible ($500 per occurrence).
Moving Violations and Parking Tickets:
- Regardless of purpose of reservation or whether attending to legitimate department business or not, the driver of the vehicle is ALWAYS personally responsible for any tickets received while the vehicle is in their care.
- The department will not pay any fines or damages resulting from receipts of driving/parking tickets.
- Fuel Card Use:
The fuel card is not issued when vehicle keys are issued. It is the driver’s responsibility to:
- Check fuel gauge before leaving the department.
- If vehicle needs fuel, please check-in with vehicle custodian and he will sign-out the fuel card to you.
- Anticipate the need for fuel: if you are taking the department vehicle on a long trip out of town, it is the driver’s responsibility to anticipate the need for additional fuel and to check-out the fuel card from the vehicle custodian
- If the driver uses the fuel card, a receipt of the transaction must be kept and turned into the vehicle custodian at the end of your reservation. Failure to properly sign-out the fuel card or to keep records of any transactions in which the fuel card was used can result in loss of privilege to use the department vehicle. Improper use of fuel card will be reported to fleet serviced and UCPD.