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Cooperative Extension Service |
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Agricultural
Experiment Station |
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U of A Board Policies
Dale Bumpers College
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Summary: Establishes policy on the use and maintenance of Extension vehicles. Use of Extension Vehicles • License Plates and Division of Agriculture Decals • Monthly Vehicle Report • Use of Extension Vans • Out of State Conferences • Maintenance of Extension Vehicles • Vehicle Accident Reporting Procedures • Vehicles Purchased Through the Agricultural Development CouncilI. Use of Extension VehiclesExtension vehicles are state property and should be driven on official business only and driven by Extension employees only. Administrative approval must be granted to individual employees who drive the vehicle home at night before leaving the next day on assigned business. Vehicles are not to be driven back and forth to the office. Extension vehicles left at the State Extension Complex overnight are to be parked in the fenced lot at the back of the complex. Vehicles should be locked at all times. Equipment such as computers, cameras etc. should not be left in vehicles overnight. II. License Plates and Division of Agriculture DecalsState regulations require that all state vehicles, except those exempted by executive order, bear two state license plates, front and back. It is the responsibility of the person assigned the vehicle to make sure that both plates are affixed to the vehicle at all times. Lost or missing plates must be reported to the Director of the Physical Plant immediately. State regulations require that all state vehicles, except those exempted by executive order, bear an approved decal affixed to each front door. Division of Agriculture decals are the approved decal for Cooperative Extension employees. These are available from the Physical Plant and are to be issued to each new vehicle when purchased. The employee assigned to the vehicle is responsible for applying the decal to the vehicle properly and keeping it in place for the life of the vehicle. III. Monthly Vehicle ReportEach person assigned a state vehicle is responsible for turning in to the Physical Plant a monthly report of vehicle usage. The report is due in the Physical Plant office by the 5th day of the following month. The vehicle report should contain the following, with receipts attached for each expenditure: The name of the person submitting the report. Complete the Vehicle Report Worksheet,
T.R.A.V.- 308, available on computer template with the following
information:
• License Number of the vehicle A receipt of each expenditure should be included,
but multiple charges need not be broken down on the report. If a
purchase was paid for from personal funds, attach a copy of the
receipt to your vehicle report, if the original needs to be
submitted to Financial Services for
reimbursement. Attach all gas tickets for the month to the Vehicle Report
Worksheet. All gas consumed should be reported in order to get an accurate
reflection of miles per gallon. Each ticket should include: • The amount of gas purchased.
• The total cost of gas purchased.
• The vehicle license number
• Optional: A calculation of miles per gallon. The Physical Plant is responsible for reporting
this information to the Department of Finance and Administration.
Vehicles may not be turned in for replacement without this annual
report of usage. • Vans may be used for official Extension business
only. • Vans may be used only when 4 or more individuals
are traveling to the same destination. Employees traveling out of state by car, to
official Extension conferences, should contact the Administrative
office to check on the availability of an Extension vehicle for
the trip. Each person assigned a state vehicle is
responsible for the safe operation and upkeep of the vehicle
assigned. A maintenance schedule for all Extension Vehicles will
be placed in the glove box of each vehicle, additional copies are
available from the Physical Plant Director. It is the
responsibility of the employee assigned to an Extension vehicle to
follow the maintenance schedule. Maintenance of Extension vans
will be the responsibility of the Physical Plant Director. All
state purchasing regulations must be followed in the purchase of
tires, batteries and other repair parts for the vehicle. Blanket
accounts are established for regular maintenance of the vehicles.
Procedures for using the blanket accounts are covered in the
Equipment and Supplies section of the policy guide under
Purchase Requests, C.E.S.P. 10-7. Emergency repairs on an Extension vehicle may be
handled at a vendor without a blanket account established, if the
vendor is willing to invoice for the work completed. The employee
should complete a Purchase Request,
P.U.R.C.H. - 304
upon returning to the office, get administrative approval, attach
a copy of the invoice, and send to the purchasing department in
the business office for payment. Employees should verify with the
vendor that they will invoice for payment rather than requiring a
purchase order number before releasing the vehicle. A call to the
purchasing department will help employees locate suitable vendors
even in an emergency situation. Please check warranty for
any possible coverage before authorizing repairs. Employees driving Extension vehicles are responsible
for checking and maintaining adequate levels of the following: • Oil level • Prior to getting into a vehicle, walk around vehicle
and check for low tire pressure, cracked glass, scratches, etc.
• Change oil and filter every 5,000 miles. If vehicle is used for
towing, stop and go driving, vehicle has more than 75,000 miles, or
operated in dusty areas, change every 3,000 miles (all vehicles). • Check battery fluid levels every 24 months or 24,000 miles
(all vehicles).
Employees involved in
motor vehicles accidents while driving an
Extension vehicle must follow the
procedures outlined below: • Notify the police in order to insure a proper
investigation. • Gather all pertinent information: • Name, address
and insurance company of all people involved. • Assist where needed. •
Notify the office of Associate Vice-President for Agriculture - Extension
as soon as possible with the following information: • Location of
accident Vehicles purchased and
licensed through the Agricultural
Development Council are subject to the
same rules and regulations as state owned
vehicles with the exception that they bear
private Arkansas license plates. Contact the Physical Plant
for additional information concerning
maintenance issues. |
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University of Arkansas • Division of Agriculture |
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