Purpose

To provide for proper control and reimbursement of vehicle expenses incurred by employees who use their own vehicles on University business.

Scope

Employees who are required to use their vehicle on University business as a condition of employment, and those employees who are required to use their vehicle occasionally for University business.

Definitions

Vehicles — Automobiles and/or snowmobiles.

Policy

All vehicle operators coming under this policy are required to provide business liability insurance coverage on their vehicles at a minimum of $500,000 personal liability and property damage. The University will not be responsible for any vehicle costs in excess of the current allowances outlined in this policy. In the event of a breakdown where an employee's vehicle requires maintenance or repair, it is the responsibility of the vehicle owner to provide an alternative vehicle; however, the allowance will be applicable to the vehicle requiring maintenance or repairs. The University will periodically review the allowances referred to in Automobile Allowances.

Automobile Allowances

Extensive Use - Where employees are required to have an automobile at their disposal as part of their job, and when the kilometres driven on behalf of the University exceed 12,000 in the fiscal year, reimbursement is:
    a) $75.00 per month allowance.
    b) 34.75 cents per kilometre with a guaranteed minimum of $900.00 per annum, effective April 1, 1989.
    c) Business insurance on the vehicle equal to difference between personal and business insurance.
    d) Parking allowance of $3.00 per week.

Moderate Use - Where employees are required to have an automobile at their disposal as part of their job, and when the kilometres driven on behalf of the University are less than 12,000 in the fiscal year, reimbursement is:
    a) $55.00 per month allowance.
    b) 34.75 cents per kilometre with a guaranteed minimum of $900.00 per annum, effective April 1, 1989.
    c) Business insurance on the vehicle equal to difference between personal and business insurance.
    d) Parking allowance of $3.00 per week.

Automobile Casual Allowance

Employees who are not required to have an automobile at their disposal, but who are required by the University to use their automobile on University business, shall be reimbursed at the rate quoted in the Schedule of Reimbursable Expenses.

Snowmobile Allowance 

Extensive Use - Where employees are required to have a snowmobile at their disposal as part of their job, and when the kilometres driven on behalf of the University exceed 2,000 in the fiscal year, reimbursement is:
    a) $75.00 per month allowance.
    b) 34.75 cents per kilometre, effective April 1, 1989.
    c) Business insurance on the snowmobile equal to the difference between personal and business insurance. Snowmobiles may be carried jointly on an automobile policy.

Moderate Use - Where employees are required to have a snowmobile at their disposal, as part of their job, and when the kilometres driven on behalf of the University are less than 2,000 in the fiscal year, reimbursement is:
    a) $55.00 per month allowance.
    b) 34.75 cents per kilometre, effective April 1, 1989.
    c) Business insurance on the snowmobile equal to difference between personal and business insurance. Snowmobiles may be carried jointly on an automobile policy.

Related Documents

Enterprise Risk Management policy

Procedures: