Vehicle Use Policy

1. Vehicle Use Policy Revised January 13, 2012

2. Vehicle Use Policy Division of Agriculture personnel shall follow state regulations for use of state-owned vehicles: http://www.dfa.arkansas.gov/offices/accounting/documents/travelRegs.pdf http://governor.arkansas.gov/newsroom/index.php?do:newsDetail=1&news id=2539

3. Vehicle Use Policy • Division vehicles should be used for official business purposes only. • All occupants in Division vehicles should be traveling in conjunction with official business for the Division of Agriculture. • All driver’s must be at least 18 years of age and have a valid driver’s license. • The use of any form of tobacco is prohibited in Division vehicles.

4. Vehicle Use Policy • All potential drivers must complete an Authorization to Operate. • This form is part of the forms completed during the hiring process, but can be found at this link: http://division.uaex.edu/policy_management/PMGS_05_2_authorization_operate.pdf

5. Vehicle Use Policy Procedures Vehicle Log A log will be maintained for each licensed vehicle documenting its use.

6. Vehicle Use Policy Procedures • Each time a Division vehicle is used, the Travel Log in that vehicle must be completed documenting: • Date(s) of use. • Name of driver. • Beginning and ending odometer readings. • Destination and purpose of the trip. • Vehicle Travel Logs and receipts for gas and repairs must be submitted to the designated person in the department or station (AES) or the CES office.

7. Vehicle Use Policy Procedures NOTE:If a licensed vehicle is used multiple times in one day on or in the immediate vicinity of a Center or Station for the same purpose, a single entry for that activity for the day is permissible. A travel log is not required for non-licensed vehicles. These vehicles have been approved for off-road use only.

8. Vehicle Use Policy Procedures Voyager Cards • Individual gas cards are assigned to specific vehicles. • Each qualified driver of a Division vehicle should be assigned a Personal Identification Number (PIN) to be used with any Division vehicle gas card. • If a qualified driver is ineligible to receive or otherwise does not have a PIN, the driver may use their supervisor’s PIN (with permission) and must sign the gas receipt indicating that the subordinate, and not the supervisor, was the purchaser.

9. Vehicle Use Policy Procedures State Vehicle Report • Each month, the department, station, or office must complete the State Vehicle Report (MV2A) and submit it to the vehicle reporting section of the UA Business Office (AES) or CES office. • The UA Business Office and CES office establish due dates for the monthly reports. • On a periodic basis, a representative of the AES Business Office or CES office will review sample data in the Travel Log and the MV2A reports to ensure accuracy.

10. Vehicle Use Policy Procedures

11. Vehicle Use Policy Procedures • Division of Agriculture travel policy and procedures may be found in PMGS-05-2: http://division.uaex.edu/policy_management/pmgs_05_2.pdf • Questions regarding this policy may be directed to: • AES: AES Business Office, 479-575-2792