Purpose

To outline the authority, responsibilities and related procedures for the purchase, lease, rental, operation, or disposal of Memorial University’s Fleet, ensuring it is managed in a safe, centralized, sustainable and efficient manner.

Scope

University-wide (includes all campuses/locations) and applies to all Fleet owned and/or operated by the University, including Fleet 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.

Policy

Memorial University owns and operates a Fleet used by Authorized Operators when conducting University business. Facilities Management is responsible for the centralized coordination and successful operation of this policy through its Fleet Management Program. The oversight and monitoring of the Fleet Management Program will be conducted by the Director, Financial and Administrative Services within Facilities Management. Facilities Management retains the right to review all records maintained by the Operating Unit with regard to the Fleet Management Program. Authorized Operators, under the supervision of their Unit Heads, must at all times operate and care for the Fleet in a safe, efficient and professional manner in accordance with current traffic regulations and the relevant University policy and procedures.

Unit Heads ensure that policy is followed and the proper procedures are observed when purchasing, leasing, renting, operating and disposing of the Fleet in units under their jurisdiction. Unit Heads also determine what is considered authorized use for the Operating Unit.

The University carries insurance on University owned Fleet (excluding boats) to cover public liability, public damage, (PL, PD), and specified perils (Specified perils include fire and theft). On Fleet leased by the University, collision coverage and comprehensive are carried in addition to the above (Comprehensive includes fire, theft, glass, etc). Boats are covered under the Insurance Coverage – Property and Liability Policy.

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
Fleet Acquisition Form (FAF)
Application for Driving Privileges Form
Memorial University Traffic and Parking Regulations
Accident/Incident Report Form

Procedures: