Use of Alfred University Motorpool Vehicles

Only approved Alfred University employees and students may drive University vehicles.

To be considered for approval, drivers must submit:

• A completed Driver Registration Form
• A copy of a valid United States driver’s license

An international driver’s license or international driving permit is not accepted as a substitute for a valid U.S. driver’s license.

As part of the driver approval process, Alfred University may review an applicant’s driving record, including a Motor Vehicle Report or license status information, as permitted by University policy and applicable requirements. Submission of a Driver Registration Form does not automatically approve an individual to drive a University vehicle.

Applicants will be notified once their driver approval status has been reviewed. If additional information is needed, or if an issue is identified, the applicant will be contacted.

In order to maintain effective oversight of the University’s owned vehicles, regular review of Motor Vehicle Records (MVR) will be completed for all operators of University vehicles. Alfred’s Driver Review Committee will review questionable Motor Vehicle Reports (MVR).

Before a vehicle can be used by any Alfred University driver, the individual must:

• Complete the driver registration form and list all traffic violations within the past 36 months (5 years for DUI)
• Possess a valid, current driver’s license
• Be licensed for at least 3 years

Driving privileges will be suspended or denied when DMV driving history reflects the following violations:

• Receipt of citation for the following violations during the past five years results in automatic denial:
  • Driving under the influence of alcohol or drugs
• Receipt of citation for any one of the following driving violations during the past three years:
  • Careless or reckless driving
  • Fleeing a law enforcement officer
  • Homicide or assault through use of motor vehicle
  • Drivers who currently have a suspended or revoked license
  • Speeding (more than 20 MPH over limit)
  • Reinstated license in effect for less than one (1) year after revocation
  • Moving violation or accident - 21 years of age or younger

Driving privileges may be suspended when DMV driving history reflects the following violations:

• Two of the following occurrences during the past three years:
  • Speeding (less than 20 MPH over limit)
  • Speed greater than reasonable or prudent or too fast for conditions
  • Failure to yield
  • Failure to obey traffic sign or signal
  • Improper backing, turning, or passing
  • Following too closely
  • Careless operation of vehicles
  • Accident
  • Leaving the scene of an accident
  • At-fault and/or moving violation
  • Any other moving violation
  • Drivers with between four (4) and seven (7) points on license

Drivers cited for operating a vehicle while using a mobile device either for talking or texting will incur a one-year suspension of driving privileges. Drivers cited twice in a 12-month period will have driving privileges revoked.

There shall be no right of appeal from an automatic denial of Motorpool driving privileges. Appeals of denial or suspension of Motorpool privileges must:

• Be received within fourteen (14) days after notice of suspension or revocation has been sent to the driver by the University
• Be in writing and addressed to the Vice President for Business and Finance
• State the basis and facts upon which the appeal is made

Whether a hearing is warranted shall be at the discretion of the Vice President for Business and Finance. There shall be no right to counsel in any appeal. Any modification of denial or suspension shall be within the sole and absolute discretion of the Vice President for Business and Finance and the decision shall be final and not subject to further appeal.

These standards may be modified from time to time and are made part of the rules and regulations governing the University’s Motorpool.

Students and employees may apply to become an approved driver using the appropriate online application:

• Apply as Faculty/Staff/Administration
• Apply as Student

Applicants must complete the online application and upload a copy of their driver’s license. Completed applications must be submitted at least one week before the vehicle is needed. Earlier submission is encouraged whenever possible.

Driver registration information and license copies will be maintained in a secure University file and accessed only by employees with a business need to review or administer driver approval.

If you have any questions or experience issues submitting your application, please contact Christine Harris in Human Resources, Greene Hall, 28 North Main Street, Alfred, for assistance.

• No smoking in vehicles.
• No pets in vehicles.
• Seatbelts must always be used by all passengers.
• All local and state speed limits and laws must be adhered to. The driver assumes personal responsibility for any violations incurred.
• Keys can be picked up in Facilities Services between the hours of 8:00 a.m. and 3:00 p.m. If departure is scheduled on a weekend or before 8:00 a.m. during the week, keys must be picked up the day before (and in the case of weekend travel, on the preceding Friday).
• Vehicle must be returned to the motorpool parking lot (currently located on Marlin Way by the surge lot) by return date and time on reservation. If vehicle is not returned by this date/time, the department will be charged a late fee.
• Keys and fuel card must be returned to the motorpool office or drop box located on the side of the Motorpool garage (currently located on Marlin Way where the vehicles are parked).
• All garbage must be removed from the vehicle. Failure to remove garbage will result in additional fees.
• Seats cannot be removed from passenger vehicles. If additional space is required, a Stow-N-Go minivan must be requested where the seats fold into floor.
• In the event of an accident, the vehicle registration card, insurance card, and an accident report form are available in the glove compartment. All accidents or damage to the vehicle must be reported immediately to 607-592-0154. An accident form (available in the glove-compartment) must be completed and submitted when returning the vehicle.
• Students taking a vehicle 200 miles or more one-way and staying overnight are required to have a faculty or staff advisor/coach accompany them.
• Only registered drivers are permitted to drive.
• Individuals may be denied driving privileges based on driving record.

• Alfred University has vehicles that may be reserved for staff and student use when traveling on University business. Prior to reserving a vehicle, individuals must register to drive (this can be done online).
• Approved drivers should request a Motorpool vehicle online as soon as they become aware of a travel need.  Please note that students cannot submit a request for Motorpool vehicles.  They must have their Advisor submit the request and and name the student as the driver.  After submitting a request, you will receive an email confirming whether a vehicle is available for the requested travel date(s).
• To reserve a vehicle, go to the Motorpool Reservation link and complete the reservation form.  After submitting a request, you will receive an email confirming whether a vehicle is available for the requested travel date(s).  If no vehicles are available for your dates, a denial notice will be generated.

• Drivers call 866-329-3471 toll-free
• Drivers give their card number, driver ID, location, and issue
• NAC* will confirm that your driver's fleet card allows Roadside Services (i.e. that "Roadside" is checked under Product Controls in your online account. Fleet managers can confirm this setting in advance by using their online account or calling customer service.)
• NAC coordinates contacting and dispatching a tow truck to driver's location. They will provide on-site support or tow the vehicle to a local service shop.
• All charges for this service will be applied to your Fleet Card and seen on your statement in 30-60 days.

About NAC

Roadside Services is delivered through a partnership with the National Automobile Club (NAC), one of the premier service motor clubs in the United States.

• SUVs: $0.40 per mile
  • Includes fuel. Tolls are charged back to the account listed on the reservation.
• Minivans and 12/14 Passenger Vans: $0.51 per mile
  • Includes fuel. Tolls are charged back to the account listed on the reservation.
• Bus #1: $2.50 per mile
  • Includes fuel and driver. Tolls, parking, and a $10.00 meal fee are charged back to the account listed on the reservation.
• Driver for SUVs or Vans: $20.00 per hour
  • Charged back to the account listed on the reservation.

Personal vehicles may be used and are reimbursable at the standard mileage reimbursement rate of $0.50 per mile.

These requirements apply to all travel, including travel charged to operating budgets, sponsored programs, restricted funds, or discretionary funds.