NEW MEXICO STATE UNIVERSITY
VEHICLE USE PROCEDURES
The following Vehicle Use Procedures are to provide directives regulating
the use of New Mexico State University vehicles, as may be required to
meet University needs and requirements, and all applicable laws.
II. Vehicles Defined
University vehicles are defined as any vehicle
(licensed for highway use) owned, leased, rented, or
loaned to NMSU, which are used to transport people and/or cargo.
III. Driver Qualifications
University vehicles are provided for University related business, and are
to be driven only by University employees, students, agents of the
University, or volunteers, in the performance of their duties. All drivers
shall have an appropriate, current class, license to operate a motor
vehicle in the State of New Mexico, and an NMSU Driving Permit as issued
by New Mexico State University Environmental Health and Safety.
IV. NMSU Driving Permit
To obtain an NMSU Driving Permit, drivers must show proof of having
attended a Nationally Approved Defensive Driving Course or a Defensive Driving
Certification can be acquired through the New Mexico State University
Environmental Health and Safety (EH&S) by attending a (4) four-hour
training session. Environmental Health and Safety will maintain a record
of all employees, agents of the University, volunteers, and/or students
possessing a current Defensive Driving Certificate (class schedule) and an
class cost &
permit fee) Pending the
attainment of a Defensive Driving Certification, employees are allowed a
(30) thirty-day Temporary Driving Permit, if driving is an essential
function of their position. Temporary Driving Permits are available from
Environmental Health and Safety. Environmental Health and Safety will
allow one, thirty (30) day extension on the Temporary Driving Permit,
should the initial (30) thirty-day permit not be sufficient time to
acquire a Defensive Driving Certificate.
V. Authorized Driver and Passengers
Authorized drivers are those who have met the requirements as set forth in
Section III. Passengers are limited to University employees, students
participating in authorized trips, and invited guests engaged in
University related activities. Students which are not University
employees, that drive a University vehicle, must be affiliated with a
University chartered organization and involved in a University related
Some NMSU vehicles, generally Police, Fire or other specified vehicles,
because of their nature and intended use, might be used to transport
passengers other than those listed above. These vehicle's passengers
require the authorization of the Transportation Council, through the
appropriate Director or Department Head.
Providing transportation to hitchhikers is prohibited.
Nothing in the section shall be construed to prohibit the use or occupancy
of a University vehicle when rendering emergency aid or assistance to any
person, or the use or occupancy by private sector mechanics or repair
personnel in the course of performing required maintenance or repairs.
VI. Vehicle Use
University vehicles are to be used for official University business and
are not to be used for personal use. Exceptions are those vehicles which
may be issued to personnel, who are on emergency call, 24 hour/7 day a
week basis. These vehicles may be utilized for de minimis use; i.e.
incidental stops of a personal nature, when traveling to and from work.
There are also vehicles issued to individuals as a condition of
employment. Users of both class of vehicles need to be aware that any
applicable IRS guidelines apply, and a quarterly report is to be submitted
to the NMSU Business Office, giving a breakdown denoting business and
Departments may purchase vehicles for departmental use with funds from
contracts, grants, etc., subject to State, University, and contract or
grant restrictions. The department by which a vehicle(s) is used, is
responsible for the care, maintenance, and safe operation of the
vehicle(s). Departments are to retain their service and maintenance
An authorized driver shall immediately take steps to report any mechanical
or operating problem that occurs while a University vehicle is in
operation. An authorized driver shall not continue to operate a University
vehicle if continued operation could endanger any person or property.
Traffic Laws and Requirements
- An employee or student who receives a traffic
citation for driving under the influence of intoxicating liquor or drugs, is
subject to the revocation or suspension of his or her University driving
- The failure to obey any applicable traffic laws while driving or occupying a
state vehicle may result in suspension or revocation of their University
- A University employee or student may be assessed for the loss or damage of a
University vehicle if the loss or damage was caused while driving under the
influence of alcohol or drugs, or reckless driving.
- Drivers of University owned, leased, rented or loaned vehicles are required
to observe all City and State traffic regulations, and are personally
responsible for any citations or fines. Individual drivers license history
reports may be conducted by NMSU Environmental Health and Safety and/or by
individual departments, prior to issuance of the NMSU Driving Permit.
Departments may also conduct periodic drivers license history reports of all
departmental employees to insure compliance with Section III (Drivers
Qualifications). NMSU Environmental Health and Safety and/or individual
departments may also, with just cause, perform intermittent drivers license
history reports. Drivers with excessive or extreme traffic violations may be
subject to the revocation or suspension of their University driving
- University owned vehicles are to be licensed in accordance with State law,
to include all motorized vehicles, trailers, boats or any other type of
vehicle used for over the road applications. All licenses are processed by
the University Property Office.
- Liability insurance is provided for University employees, students, agents
of the University, or volunteers operating University vehicles on official
business. However, in accordance with Section 41-4-4.ENMSA 1978, the
University reserves the right to recover from an employee the amount
expended to provide the defense and/or pay a settlement or final judgement,
if it is shown that while acting within the scope of duty, the public
employee acted fraudulently or with intentional malice causing bodily
injury, wrongful death, or property damage.
IX. Insurance and Accident Reporting
All University vehicles are State owned and as such are insured for
liability, comprehensive, and collision under the State Risk Management
Pool. All comprehensive and collision coverage is subject to a $2500
deductible (7/1/14 rev). If a University vehicle is involved in an accident, the local or
state police department(s) are to be notified, and an accident report
completed. In the event of an accident in a parking lot, the local police
may not respond, but when notified that a state vehicle is involved, the
state police will normally respond. At the first opportunity, the Department
Head must be notified, and the Department Head is then to notify the
Director of Central Purchasing and Risk Management Administration. The
Department using University vehicles are responsible to insure that every
vehicle has a Notice of Incident form.
In the event of injuries resulting from an accident, employees of NMSU are
covered by workers compensation insurance. Non-employees are not covered by
the State workman's compensation plan.
X. Prescribed Usage
No individuals shall abuse or misuse a State vehicle. Personnel are
responsible for the safe, careful operation of a University vehicle, and for
observing all laws and directives. University vehicles should be used for
the purpose for which they are intended, (i.e. no sedans should be used for
towing, nor off road purposes).
XI. Out of Country Travel
Any travel out of the country requires additional insurance coverage and a
copy of the original vehicle registration. It is the using Departments
responsibility to insure that all required paperwork is in order prior to
leaving the country.
XII. Administration of Procedures
These procedures will be administered by The New Mexico State University
Transportation Council which shall be comprised of one representative each
as assigned by the Vice President of Human and Physical Resources, Director
of Central Purchasing and Risk Management Administration, Director of
Environmental Health and Safety, Dean of the College of Agriculture and Home
Economics, and the New Mexico Department of Agriculture. The NMSU
Transportation Council shall administer, amend, and make exclusion to these
procedures as may be required by State or local laws, or as needed to
facilitate the University as a whole. The Council will be responsible to the
New Mexico State University President and Administrative Council.
Any exceptions to these procedures must be approved by the NMSU
Approved: April 19, 2006
Policy in pdf format