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Procedure for Lending Vehicle(s) to Another Unit

Approval Date: 2014-07-25

Effective Date: 2014-07-25

Responsible Unit: Department of Facilities Management


1. A unit that operates a vehicle(s) (user unit) and loans a vehicle(s) to another unit (user unit) will be reimbursed on the basis outlined below. User units will be responsible for the vehicle, classification of driver, etc. as detailed.

RATE: $30.00 per day, 100 free km; over 100 km, 10c/km payable to owner unit on return of vehicle by journal transfer. 

2. Owner unit should turn over vehicle with corresponding credit card and log book ensuring that the vehicle is in good operating condition complete with equipment supplied. User units will be responsible for oil and gasoline used. Repairs and repair/replacement of tires damaged by wear, other than normal wear and tear, will be the responsibility of the user unit. If the vehicle should be involved in an accident, the user unit will be responsible for the deductible portion of the insurance policy, if applicable, or cost of repair of the damage to the vehicle. The vehicle will be returned in good operating condition with a full tank of gas, credit card, and gas receipts and with the applicable mileage, etc. recorded in the log book.

3. The user unit will also ensure that the driver of the vehicle has a valid driver's license and proper classification for the vehicle being operated, e.g. class 4 license for a minibus carrying in excess of eleven (11) passengers.

4. Vehicles purchased and maintained under grant funds would not normally be available for loan to other units on campus. Extenuating circumstances could necessitate this provision being overridden.

5. The person to whom a University vehicle is released is responsible for:

  • Ensuring the completion of a logbook of journeys made and distances driven.
  • Ensuring that the vehicle is used only for University business.
  • The security and safe operation of the vehicle.
  • Reporting any accidents involving University vehicles to the Procurement Officer and the Director of Financial and Administrative Services, and if damages exceed $1,000 combined damage plus taxes and/or cause injury, to the local police within 24 hours.
  • Limiting passengers of a University vehicle to employees, others on University business, and official guests.
  • Observing all traffic regulations. The driver is personally responsible for all infractions and penalties.

NOTE: Under no circumstances will passengers be permitted to travel in a University vehicle unless proper seating and seating restraints are in place.


Policies using this procedure:

Procedure Amendment History

No recorded history of amendments.