University-owned vehicles are provided for official State of Illinois and University business. Responsibility to approve requests by employees for the use of University-owned vehicles is delegated to fiscal agents in accordance with monies budgeted in their accounts for Travel expenses.
University-owned vehicles are to be driven only by University employees (as defined by University Policy 3.1.1) on a recurring University payroll who are appropriately licensed for the vehicle driven, as required by the State of Illinois. Students (other than hourly student workers and graduate assistants), past employees and others are not eligible to use University-owned vehicles, except under special circumstances requiring special approval. Special approval must be granted in writing by the fiscal agent requesting the vehicle and authorized by a vice president or his or her designee. Employees who drive University-owned vehicles must notify their supervisor immediately in the event their driver's license is expired, revoked or suspended. Employees must refrain from driving University-owned vehicles they are not licensed to drive.
With the exception of specifically identified commercially insured vehicles, any trip involving students must have a graduate assistant, faculty or staff member accompany the travel. A University employee must drive the vehicle unless written exception is received from a vice president or designee.
No alcohol or drugs will be consumed in a University-owned vehicle or prior to operating a vehicle.
Liability insurance is provided only within the scope of the authorized travel. The primary driver is responsible for the vehicle while it is in his/her care. State of Illinois/Illinois State University coverage does not include the uninsured or underinsured motorist or auto medical expenses incurred while operating a University-owned vehicle.
See also Policy 5.4.2 Automobile Insurance
Policy Owner: Facilities Management
Contact: Facilities Management (309-438-2036)
Revised on: 05/2023
