Vehicle Operation Policies Any individual operating a vehicle owned, leased, rented, or secured for use by Colorado State University must have an Operation of University Vehicle Authorization form completed AND a passing grade on their Motor Vehicle Record (MVR) check. More information on the operation of university vehicles can be found in the Vehicle Policy. For those authorized to use a vehicle for commuting purposes, please utilize the Commuting Authorization form.
University Vehicle Procedures Please navigate the menu below for specific vehicle-related procedures on campus:
Please fill out the vehicle turn-in form to process a vehicle turn-in. When your department is ready to surplus a vehicle the vehicle needs to be turned into the Fleet Services office accompanied by the completed Vehicle Turn In form and all keys.
Complete and sign the New Vehicle Request form. Fleet Services will solicit quotes from vendors and request signed acceptance of a vehicle, prior to any orders being placed. Once procurement has approved the order, confirmation and estimated date of delivery will be provided. Once the vehicle is secured, Fleet Services will apply for the title and license plates and reach out to prepare for delivery.
The requesting department can pay for the entire balance with department funds. Depending on available funding, CSU Fleet Services may be able to fund the entire purchase of the vehicle while providing the purchasing department with a 60-month/5-year payment plan. Departments requesting an additional vehicle will need to fund the vehicle upfront and provide justification for the purchase.
Vehicle replacements occur on a one-for-one basis under the following: When the cost of a mechanical repair exceeds the value of the vehicle, it will be disposed through Surplus and a new vehicle will be ordered. When a vehicle has reached the end of its useful life, a new vehicle will be ordered. When a vehicle is wrecked/totaled and deemed a total loss, it will be disposed through Surplus and a new vehicle will be ordered. Funds received from the sale of a university vehicle will be returned to the account number on the original PO that was used to acquire the vehicle.
Departments requiring special equipment on vehicles must get approval from and coordinate these requirements with CSU Fleet Services. Special equipment purchased and installed by Transportation Services will be charged to the requesting department. Special equipment purchased and installed by the requesting department must restore the vehicle to its original configuration upon termination of the lease/purchase. All costs related to this process will be billed to the department if CSU Fleet Services is forced to restore the vehicle to the original configuration.
Vehicle liability insurance on bodily injury and property damage is provided through the university Risk Management Office, which can be reached at (970) 491-1432. This insurance provides coverage for others when the University vehicle is at fault. If a third party is negligent and insured, damage to the University vehicle will be collected from the other vehicle’s insurer. The insurance policy does not provide University vehicles with physical damage, collision, fire or theft coverage. Passengers who are not Colorado State University students, faculty, or staff members are afforded no protection under the policy and are advised not to ride in university vehicles. Coverage for physical damage to university vehicles is paid through a university-funded account, with a $2,500 deductible. Funding for this account is collected through the vehicle mileage rate charged by Transportation Services. Only vehicles paying the monthly mileage fee to Transportation Services are covered by this account. If it is determined the University vehicle was at fault causing an accident, the department operating the vehicle at the time of the accident will be billed for the first $2500 for the repair of the vehicle. The remaining cost, if any, will be paid through the self-funded account. Except in instances where the cost of the repair to a university vehicle is covered by an insurance settlement or by prompt payments received from a person or a group of persons admitting responsibility for the damage.
Anyone involved in an accident with a state or University vehicle, whether there is any physical damage or not, must report the accident to local authorities immediately or within 24 hours when an officer is not available. In addition to the police report, a University Incident Report must be completed as required by CSU Fleet Services. Insurance information is contained in the operator’s manual in the blue packet inside the vehicle. Departments are responsible for the first $2500 in repairs to the vehicle. Employees utilizing personal vehicles for business use are not covered under the University insurance policy. The operator’s personal auto policy will be in force. Drivers involved in an accident should report the accident to the department head and local police or, if on campus, to CSU police at 970-491-6425, immediately. Authorities can render assistance and officially inspect the scene of the accident. The following procedures should be followed: Stop immediately. Take steps to prevent another accident at the scene. Call #911 DO NOT sign any paper or make any statement as to who was at fault (except later to your supervisor). Get the name and address of each witness. State your name, contact information, and policy number of the company insuring the other vehicle(s) Secure the following information: Registration information for other vehicles or vehicles including owner’s name, license plate number, expiration date and state, vehicle serial number. Information on other drivers or drivers including name, address, operator’s license number and expiration date. Name and address of the company insuring other vehicles or vehicles. Name and address of each person involved and extent of injury, if any. General information such as location, time, road condition, weather, property damage and estimated damage to other vehicles. Notify your supervisor or department head as soon as possible. If the vehicle is unsafe to operate, have it towed to the nearest garage or service station. If after hours, call the NAC Roadside Assistance number on the yellow card in the blue packet of the vehicle for assistance and notify CSU Fleet Services of the location of the vehicle. Submit a Colorado State University Accident Report to the university Risk Management Office Please do not sign any papers or make any statements concerning responsibility for blame since any admission may impair the insurers’ ability to defend a case of questionable legal liability. Appropriate legal authority will decide fault or liability. Please complete forms and comply with instructions.
Colorado State University is pleased to accept vehicle donations for use by university departments. When a vehicle is donated to CSU, the vehicle becomes property of Colorado State University, not the receiving department, and subject to all the University’s operating guidelines and procedures. If a vehicle is donated for immediate sale, the donor’s charitable deduction is limited to the actual sales price of the vehicle, boat, or plane when sold by the University. Since the University’s practice is to accept and retain the property, the donor may claim a deduction of the vehicle’s fair market value. The vehicle will be earmarked for use by the receiving department, when applicable, until the vehicle is no longer needed, or the vehicle is no longer useful. If the department utilizing the vehicle no longer needs the vehicle, the vehicle will be reassigned to another department. When it is determined the vehicle is no longer usable, the vehicle will be sold, and the proceeds will be put into the University vehicle fund. The following requirements must be met for vehicle donations: The donor will supply the vehicle title as proof that the donor owns the vehicle with no loans outstanding. CSU will not assume the balance on any auto loans. Verify the title does not have a lien attached by checking with the state of Colorado. Determine the fair market value of the vehicle, not the Blue Book value. If this value is more than $5,000, it will need an appraisal. This value is required because the Foundation can lose its tax-exempt status if IRS determines that we assisted the donor in establishing an inflated value. Include a statement from the recipient department detailing the need and how the vehicle will be used. Obtain donor’s social security number and current address prior to accepting the vehicle. A letter of gift for use when transferring titles. Contact Tiffany Glover at Fleet Services, 970-491-0176. The vehicle will be evaluated for: Vehicle condition including age, mileage, overall condition Repairs needed prior to the vehicle being accepted Is the vehicle acceptable for the planned use Arrange for insurance and mileage charge to dept for usage Donors will provide an emissions test, when applicable. Remind donors to remove and keep their license plates. Temporary plates must be purchased in the donor’s county, when applicable. Notify the Controller at CSU when the vehicle is sold and provide the selling price. University Advancement will make the decision to accept or deny a vehicle donation. Once that decision has been made, the involved parties will be notified. If the vehicle is accepted for use, any necessary repairs will be completed and charged to the receiving department by Fleet Services. The vehicle will then be titled and registered in the University’s name and be subject to standard use, insurance, and administration fees. If the vehicle does not qualify for use by the University, the vehicle may still be donated. The vehicle will be sold, and the funds will be put towards the University’s vehicle purchase fund.