Purpose

To define authority and the procedures to be followed when purchasing, leasing, renting, operating or disposing of a vehicle.

Scope

University-wide and applies to all vehicles required by the University, including those vehicles to be used in projects supported by grants.

Definitions

Lease or Rental — Any lease or rental for longer than a 30-day period; for periods less than 30 days, see Travel - General.

Unit Head — For the purposes of this policy, unit head is the term used to mean Deans, Department Heads, Division Heads, Heads of Schools, Directors, Executive Directors, the University Librarian, the University Registrar, Associate Vice-Presidents and Vice-Presidents, as applicable.

Vehicle — Automobile, truck, van, all terrain vehicle, tractor, etc. and boat of any size.

Policy

The Procurement Officer, FM ensures the successful operation of this program.  Unit Heads ensure that the proper procedures are observed for the purchase, lease, rental, operation and disposal of vehicles in departments under their jurisdiction.

The University carries insurance on University owned vehicles to cover public liability, public damage, (PL, PD), and specified perils. (Specified perils include fire and theft). On vehicles leased by the University, collision coverage and comprehensive are carried in addition to the above. (Comprehensive includes fire, theft, glass, etc.). For insurance on a vehicle that may be desired and that may differ from that carried by the University, as per the Insurance Coverage - Property and Liability policy, contact the Office of the Chief Risk Officer. As an example, where a vehicle has been purchased from grant funds and insurance coverage additional to that usually carried by the University is considered to be required, the applicable additional cost of providing that coverage will have to be paid by the holder of the grant funds.

Any request for provisions beyond those stated in this policy and procedures must be directed to the Vice-President (Administration, Finance and Advancement).

Related Documents

Travel – General
Request for Motor Vehicle Form
Vehicle Mileage Weekly Update Form
Memorial University Traffic and Parking Regulations

Procedures: