Policy 5408 – Vehicle Use Policy

Revision Date: 10/21/2019

Last Review: 10/21/2019

Original Effective Date: 11/21/2007

Responsible Office: Associate Vice President for Administration and Facilities

Reference: State Travel Policies (PPM-49) and State Driver Safety Program


No person may operate a University vehicle unless they are an employee of Louisiana Tech University authorized by their immediate supervisor. No employee may operate a University vehicle unless they have met the conditions of the University Driver Safety Program.

No person may be transported in a University vehicle unless they meet the conditions described herein. Persons being transported must be on official University business, must be either an employee of the State of Louisiana, a student of the University or otherwise listed on an approved travel authorization.

All non-employees being transported in a state-owned or state-leased vehicle must sign an Acknowledgement of Non-State Employees utilizing state vehicles form.

No University vehicle owned or leased shall be used for any purpose other than performing official state business. The personal use of a University owned or leased vehicle is prohibited.

Home storage of University vehicles is prohibited. When not away from Ruston on trips, vehicles must be parked on-campus.

All drivers of University vehicles are responsible to ensure that they are familiar with the vehicle and can safely operate the vehicle prior to vehicle use.

Drivers must obey all traffic laws and not drive if they are impaired in any way.

Drivers are responsible for daily completion of state vehicle log. Department Heads assigned vehicles are responsible for reviewing vehicle logs.

University Fueltrac can only be used to purchase gasoline or other vehicle related expenses for University Vehicles. These cards cannot be used for vehicles not owned or leased by Louisiana Tech University. Department heads are responsible for reviewing Fueltrac reports and other invoices for compliance with these and other Purchasing policies.

Keys are not to be left in vehicles when unattended.

Employees must have approval from their immediate supervisor to utilize vehicles owned or leased by the University.

All vehicles must be included on the University Physical Inventory. Property Custodians are responsible for completing and maintaining preventive maintenance records for the vehicle. All vehicles are to be maintained per recommended maintenance schedule.

In case of an accident, department heads are responsible for obtaining a Police Accident Report, ensuring that the Office of Risk Management Accident Report is completed and investigating the accident to ensure that the employee was authorized to drive the vehicle and was on official business at the time of the accident.

Should an employee cause an accident and it is determined that he or she was on personal business and not acting in the course and scope of their employment at the time of the accident, then the State will only pay the mandatory minimum insurance requirements. Losses greater than the mandatory minimum may become the responsibility of the driver. The State may pursue reimbursement for insurance payments for accidents occurring when on personal business.


Not Applicable.


Not Applicable.