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20.19 / Driving State Vehicles

Purpose:
The purpose of this statement is to set forth University policy with regard to the operation of state vehicles, which includes multi-passenger vans.

Preamble:
Kansas Administrative Regulation 1-17-2 states that state vehicles shall only be used for official state business and specifies certain requirements regarding who can operate a state vehicle. In addition, safety concerns dictate that other requirements be implemented relative to the use of state vehicles by employees of Wichita State University. It is recognized that a multi-passenger van (hereinafter "van" or "vans") will often be the most effective means of transportation for certain activities and events involving University employees and/or students. This policy statement is intended to implement uniform standards of usage in an effort to maximize the safety of those utilizing a van and all state vehicles.

Policy Statement:

1.  Usage and operation of state vehicles must be in compliance with applicable municipal, state and federal requirements, laws, regulations, applicable Kansas Board of Regents and University policies.

2.  The driver of a state vehicle and any passengers in the vehicle must be engaged in official state business on behalf of Wichita State University. Official state business is the pursuit of a goal, obligation, function or duty imposed upon or performed by a state employee as a condition of their employment with the state.  

3.  Drivers of state vehicles must be a minimum of 18 years old and an employee of the University, have a current appointment as a graduate assistant, be employed as a coach of a University sports club operating under the auspices of the Heskett Center, be employed by Intercollegiate Athletic Association (ICAA) as a coach, manager, director of operations, video coordinator or any similar position but not solely associated with ICAA as a student-athlete or is a current WSU student who has permission from their respective WSU divisional vice president to drive for a specific event. Additionally, the Vice President for Student Affairs, upon advance consideration and review, may authorize a University student to operate and drive a state vehicle to attend a meeting of the Kansas Board of Regents.

4.  Van drivers must successfully complete training/safety class[es] as outlined by the Physical Plant prior to the operation of a van.

5.  A state vehicle may be used within the boundaries of the University as defined in Section 13.02, Border City Travel (within 200 miles of a Kansas border). Vans may be used for out-of-state travel with the prior written approval of the divisional vice president.

6.  No state vehicle including, but not limited to, vans may be used to tow a trailer or attach any devices to the hitch.

7.  No luggage may be stored or placed on top of a state vehicle.

8.  This policy is applicable to all state vehicles including, but not limited to, vans whether owned, rented or leased by the University.

9.  Drivers of state vehicles must have a current valid operators license issued in the United States. The University will conduct a drivers license check prior to allowing a person to drive a state vehicle.  Drivers will be personally responsible for any and all traffic or parking citations, tickets or fines received while operating a vehicle and shall report them to their immediate supervisor within three business days after receipt of any citation, ticket or fine.

10.  The person who picks up a state vehicle must be the driver of the state vehicle, will be the only driver of the state vehicle unless another driver is authorized by the supervisor of the particular trip, and may not turn the vehicle over to someone else. The driver will be responsible for the state vehicle and its passengers.

12.  Reservations for a state vehicle must be made by a department and a department account number must be used for the reservation. 

13.  Drivers and all passengers using state vehicles must wear seat belts anytime the vehicle is in motion.

Implementation:
This policy shall be included in the WSU Policies and Procedures Manual and shared with appropriate constituencies of the University.

The Vice President for Finance and Administration shall have primary responsibility for publication, dissemination and implementation of this University policy.

Effective Date: 
February 15, 2006

Revision Date:
January 18, 2011
July 14, 2011
August 8, 2017

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