University Transportation Policy

Lease Process

UT Tyler Transportation Services has implemented a vehicle leasing plan with Enterprise Fleet Leasing requiring all university vehicles to be part of a five-year rotation for replacing or expanding fleet autos. The plan is designed to reduce capital outlay for all departments and to assure that no university vehicles are retained for longer than 5 years. The university will also benefit from no longer funding scheduled maintenance on fleet vehicles.

All vehicles will be purchased/leased through UT Tyler Fleet Services under the direction of the Executive Director of Emergency Management and Safety Robert Cromley who also oversees Parking and Transportation. Departments wishing to discuss additional vehicle acquisitions or changes should contact that office at 903.565.6458.

Vehicle Assignment and Usage:

Vehicles may be assigned to a specific department and are the responsibility of the Department Head. Before any university vehicle may be driven, the following certification steps must be followed by every university driver:

Must have passed a DPS (Department of Public Safety) driving record check within the past year.
Must have passed a vehicle/cart certification test within the last three years.
Completed the online driver safety training course within the last year.
If applicable, complete a hands-on van driving test.

Note: Necessary forms are available below.

Driver Approval Process

To get on the University’s driver insurance and to be approved to drive university vehicles and utility carts, you will need to submit a DR1 (Driving Record) Application DocuSign Document. The DR-1 form (Driving Record Application) can be found by logging into the UTT DocuSign > Templates > SHARED FOLDERS > View More > Police > Driving Record Application. The Driving Record Application is the only form in the shared Police folder.

After we save a copy of your driving record, you will be assigned an online defensive driver training course. Login info will likely come from an automated email address that looks like this: system@theteamplatform.com. (You may omit this step if you are only driving utility carts.)

Next, if you have not finished the Utility Cart Test and Training, you can do so at this time.

Utility Cart Training test and training can be found on our website by going to “Training” under the “Services and Information” tab: https://www.uttyler.edu/police/training.php

Once you have completed the cart test, both signatures (yours and your supervisor's signature) must be on the last page. Then scan it in and email it to parking@uttyler.edu.

*Let us know if you have any questions or will need the training to drive 12-passenger vans as there is a brief in-vehicle training session.

Accidents

Any accidents or damage to a university vehicle must be reported immediately to your department head and to fleet services. An accident report form must also be submitted as quickly as possible to the Risk Management Office. Damage to vehicles should also be identified through the pre-trip inspection and reported to transportation services. An Accident Report Form must be filled out as soon as possible (available under 'forms".)The assigned department will be billed for the cost of repairs.

Insurance and Liability

Every university vehicle operator must complete the university driver certification process before driving a university vehicle. This also includes driving a non-fleet rental vehicle for university business of any kind. Your personal insurance would be charged in an accident if you are driving without certification. (See “vehicle usage” in this document for certification steps.)

For more insurance and liability information, see the Risk Management Website (https://www.uttyler.edu/offices/safety/risk-management/) or call Chris Kinsey @ 903.565.6504 (ckinsey@uttyler.edu)

Under Utilization

Vehicles determined to be under utilized may be reassigned or disposed of by the transportation department with approval of administration.

Fuel Usage and Gas Cards

Each vehicle comes with a “Voyager” card assigned to the vehicle and should always be kept in the blue vehicle mileage folder or in the glove box. Each driver is assigned a number that must be used each time the card is used. Voyager receipts are reconciled at the end of each month.

Vehicle Cleaning

Responsibility for vehicle cleanliness falls upon every driver and their department head. Each user should return the car in clean condition inside and out for the next driver. Department pro-cards may be used at Xpress Car Wash at 2623 E. Fifth Street, a drive-through process that takes less than 5 minutes. Each driver should inspect the car for cleanliness as part of their pre-trip vehicle inspection. (timeitxpresswash.com)

Forms