Driver and Vehicle Safety Manual
Section II Driver/Motorpool Responsibilities
On this Page
A. Monthly Mileage Notification
It is the driver’s responsibility to report the current mileage each month to the vehicle coordinator for their department, or to Parking & Transportation Services before the 20th of each month.
B. Preventive Maintenance
Vehicle operators are required to follow the preventive maintenance (PM) schedule prescribed by Parking & Transportation Services. Notices of PM due are sent via e-mail to the Transportation Liaison. Preventive Maintenance is scheduled through the Service Garage by calling (303) 492-6219.
Repairs necessary due to a lack of PM will be billed to the responsible department and may increase departmental operating expenses.
C. Registrations and Emissions
- The following items must be kept in all university and state vehicles:
- current emissions validation
- current registration
- vehicle packet (proof of insurance, instructions, accident report form)
- Contact Parking & Transportation Services for emissions and registration renewal instructions.
- Tickets issued because of expired registrations or emissions are the responsibility of the driver.
D. Fuel Card
- Fuel credit cards are assigned to the vehicle, not the driver.
- Enter accurate odometer readings when using the fuel card.
- Please call Parking & Transportation Services (PTS) if you forget or cannot locate your Personal Identification Number (PIN).
- The fuel card is not to be used for any product or service not sold at the fuel pump island, with the exception of car washes, oil and washer fluid.
- Keep fuel cards locked in the vehicle and be aware that heat can damage cards left on the dashboard in the summer months.
- Lost or Damaged Fuel Card: To replace a lost or damaged fuel card, call PTS at (303) 492-7152.
E. Fuel Types
- Regular Fuel: Drivers must use self-service, regular grade gasoline. Please do not purchase premium grades and full-service fuel.
- Alternative Fuel: Drivers must buy and use alternative fuel for each university vehicle equipped with propane, natural gas, or ethanol storage tanks. Contact Parking & Transportation Services for assistance.
F. Vehicle Daily Care
Drivers are responsible for the day-to-day care of their vehicles. Under no circumstances should a university employee drive a vehicle that may be unsafe or ignore an unsafe condition. Follow the advice listed below to maintain your vehicle in a safe, operable condition:
- Fluids: Make (at least) weekly checks of fluids on your vehicle and fill as necessary. Have your vehicle checked by the service garage if you are low on engine oil, automatic transmission fluid, power steering fluid, brake fluid, clutch fluid or engine coolant. In order to prevent freeze-up, do not add plain water to the radiator, coolant reservoir or windshield washer container.
- Leaks: Look on the ground under the vehicle for fluid leaks. Call Parking & Transportation Services (PTS) immediately about any leakage.
- Tires: Visually inspect the tires daily. Look for imbedded nails; check regularly for uneven wear and for proper air pressure. Correct air pressure is a major contributor to extended tire life. Recommended tire pressure may be found on the driver’s door post or in the vehicle’s owner’s manual.You may also contact PTS for this information.
- Flats: Drivers are responsible for replacing a flat tire with the spare. DO NOT drive the vehicle with a flat tire as it may ruin the tire and/or the rim and your department may be held responsible for the damages.
- Damage: Check the vehicle frequently for body damage. Report any damage promptly to PTS (see procedures and definition of an accident in Section IV).
- Improper Use: Do not drive your truck or sport utility vehicle through rivers, creeks or streams that will exceed the limits of your vehicle. Do not drive sedans on four-wheel drive roads. Drivers and/or their departments are held responsible for the full amount of any damage caused by improper use of their vehicle.
- Lights: Check exterior lights and turn signals regularly for proper operation.
- Noises: Be alert for unusual noises that may signal mechanical problems. Call PTS immediately.
- Gauges: If the temperature gauge reads abnormally hot, the oil pressure gauge reads low, or the red critical engine light is “on,” stop the vehicle immediately and call PTS. If the amber caution light (check/service engine light, power loss light or emissions light) in the late model vehicles is “ON”, it indicates a potential problem. Have the vehicle checked as soon as possible.
G. Use of University Vehicles
As the operator of a university vehicle, the driver is responsible for its proper use, service and protection. Please familiarize yourself with the following guidelines.
- Who can use: University vehicles are to be used by university affiliates for official university business only and may not be used for personal errands, including transporting family members or pets. University vehicles may not be loaned to or driven by any unauthorized individual.
- Driver License: Driver must possess a valid driver license for the class of vehicle operated. Responsibility for making this determination rests with the driver and the department employing the driver.
- Fuel Cards: Do not leave the fuel card inside an unlocked unattended vehicle. Excessive heat damages the cards. Report lost, damaged or stolen fuel cards immediately to Parking & Transportation Services.
- Seat Belts: Seat belts must be worn by drivers and all passengers in university vehicles.
- Smoking: Smoking is prohibited in university vehicles.
- Alcohol/Drugs: The operation of a university-owned vehicle by any individual who is under the influence of alcohol or drugs is in violation of university policy and is strictly prohibited. See The University of Colorado at Boulder Drug and Alcohol Policy.
H. DOT Regulations for Commercial Motor Vehicles
Commercial motor vehicle (CMV) means any self-propelled or towed motor vehicle used on a highway in interstate commerce to transport passengers or property when the vehicle—(1) Has a gross vehicle weight rating or gross combination weight rating, or gross vehicle weight or gross combination weight, of 4,536 kg (10,001 pounds) or more; or (2) Is designed or used to transport more than 8 passengers (including the driver) for compensation; or (3) Is designed or used to transport more than 15 passengers, including the driver, and is not used to transport passengers for compensation; or (4) Is used in transporting material found by the Secretary of Transportation to be hazardous under 49 U.S.C. 5103 and transported in a quantity requiring placarding under regulations prescribed by the Secretary under 49 CFR, subtitle B, chapter I, subchapter C.
If your vehicle is considered a CMV as defined above, the driver must comply with the following State of Colorado CMV regulations:
- Be at least 18 years of age.
- Operate a CMV no more than 10 hours and relieve from service in the 11th hour and no more than 12 hours of on duty time without being relieved for 10 consecutive hours off duty. The operator may not drive a CMV more than 60 hours in 7 consecutive days and 70 hours in 8 consecutive days, without 10 consecutive hours off duty broken into no less than 2 hours off per relief.
- Stop at all regulated weigh stations.
- Display company name and USDOT numbers on the vehicle.
- Maintain a log book for hours of operation when destination is greater than 150 miles in any direction from point of dispatch.
- Hold CDL if vehicle GVW is over 26,001 lbs, or GCWR inclusive of trailer GVW over 10,001 equals 26,000 lbs.
- Hold CDL if vehicle is designed to haul 16 passengers or more inclusive of driver.
- Hold CDL If vehicle requires Haz Mat placarding.
- Driver must be 21 years of age.
- Driver must hold a DOT physical on their person at all times when operating the CMV.
I. Travel Outside Colorado
- Travel outside the state of Colorado must be approved by the department employing the driver.
- The vehicle’s fuel card is good throughout the country; however, you should verify the card’s acceptance prior to the sale when at an unfamiliar vendor.
- If your vehicle is defined as a Commercial Motor Vehicle as defined in Section H, the driver must comply with the federal DOT regulations.
J. Travel Outside the Continental U.S.
When traveling outside the continental United States, prior written notification and explanation from the university department to the university’s director of Parking & Transportation Services (PTS) is required. PTS requires at least 30 days notice if a vehicle is to leave the country. The following guidelines apply:
- Insurance: University departments must purchase all necessary additional liability and collision insurance before the vehicle is taken across the border. This expense will not be reimbursed by PTS.
- Fuel Cards: Fuel cards may not be used outside the USA. The university department is responsible for fuel costs and must present receipts for reimbursement from PTS. PTS will reimburse for approved charges only.
- Garage Service: If the vehicle becomes inoperable while out of the country, the department must contact PTS. The department must then deal with foreign authorities and return the vehicle to the United States.
- Special Documents: A notarized copy of the title is required to be with the vehicle as well as a letter stating that the listed drivers have authorization from the University of Colorado to drive the stated vehicle (identified by license plate number).
K. Vehicle Disposal
To return a vehicle to Parking & Transportation Services (PTS) for sale or disposal, the following is required:
- Schedule appointment by calling (303) 492-7152.
- Remove any special equipment that has been installed, such as security cages, 2-way radios, stickers and/or decals. Upon request, PTS will remove items for an additional cost.
- Remove all trash and personal items from the vehicle.
- Bring vehicle credit cards, keys, and zipper pouch with current registration, etc. into the PTS office when vehicle is turned in.
- Complete a small checklist with a PTS staff member. Include a list of known or suspected problems.
L. Public Perception
University vehicles are highly visible and represent a valuable resource to the institution and Parking & Transportation Services (PTS). Drivers should be cognizant of the potential for influencing public opinion regarding the institution by their operation of university vehicles. Complaints received regarding the improper operation of university vehicles may result in corrective or disciplinary action to the driver by his or her department.
