Internal Vehicle Service Center + Mileage Log Procedures

Updated: August 8, 2023

Utah State University Policy 514: Vehicle Use Policy:
https://www.usu.edu/policies/514/

Use of University Vehicles:

All use of vehicles whether owned, leased, rented, or otherwise made available for use by Utah State University (University vehicles) must be authorized by a Department Head, Director, Dean or Vice President. Owned or leased vehicles must be documented as part of the University Fleet and maintained in the state-wide Fleet database. Departments must not exceed the existing number of vehicles allocated to their department unit.

University vehicles may only be used:

For authorized University purposes; or
By authorized student organizations (a) registered under Article IV, Section 2, of the Code of Policies and Procedures for Students at Utah State University, (b) registered as a USU club sport with the Campus Recreation Office, or (c) exempt from registration under Article IV, Section 3, of the Code of Policies and Procedures for Students at Utah State University.

Drivers of University vehicles must be at least 18 years old and have a valid driver’s license.

Drivers of University vehicles must have a driving record in compliance with Utah Administrative Services Rule 27-7-3. The authority to operate a state vehicle shall be suspended or revoked for up to three years if a driver meets any of the reasons defined in the above rule.

Drivers of University vehicles must complete an approved Driver Safety Program at initial employment and every two years thereafter. In the event of a moving violation or accident citation in a university vehicle, the Driver Safety Program must be retaken prior to driving a university vehicle again.

It is the responsibility of each Department Head/Director or designee to ensure that all employees who drive vehicles are up-to-date with the above Driver Safety Program and are aware of the USU Vehicle Use Policy. Departments are required to keep a copy of the completed Driver’s test for each employee and to forward a copy to the Motor Pool in order to update the Fleet Management database.

Driver’s Responsibilities:

Every AGNR vehicle has a mileage log in the vehicle. Mileage logs need to be fill out with the following information:

Date Out
Beginning Odometer
Starting Location (include address)
Date In
Ending Odometer
Destination Location (include address)
Driver’s First + Last Name
Driver’s A#
Purpose of Trip (list TA# if applicable)
Index #

EXAMPLE MILEAGE LOG
Start			End/Stop			Trip Information
Date Out	Beginning Odometer	Starting Location (include address)	Date In	Ending Odometer	Destination Location (include address)	Driver First/Last Name, A#	Purpose of Trip (list TA# if applicable)	Index #
8/1/2023	75,000	5200 Old Main, Logan, Utah	8/1/2023	75,083	301 South Temple, SLC, Utah	Jayne Hamblin A00123456	BSC Team Retreat TA023456	A98765
8/1/2023	75,083	301 South Temple, SLC, Utah	8/1/2023	75,095	6191 South State St, Murray, Utah	Jayne Hamblin A00123456	BSC Team Retreat TA023456	A98765
8/1/2023	75,095	6191 South State St, Murray, Utah	8/1/2023	75,178	5200 Old Main, Logan, Utah	Jayne Hamblin A00123456	BSC Team Retreat TA023456	A98765

Additional Notes:

Detailed mileage logs require a descriptive business purpose (or approved TA) for each trip. Odometer readings will be reviewed for accuracy.
A separate line must be used for each day the vehicle is used.
If there are several major destinations during travel, each stop needs to be listed on a separate line.
If research is being conducted in a general area, each stop is not required but the general area should be described
- e.g. “multiple monitoring stops in upper Logan Canyon along unimproved roads, ~20 mi. radius of Beaver Mountain Ski area”
If a route other than the shortest/direct is needed, please provide justification as to why a longer route is needed
- e.g. traffic conditions/weather prevented use of shortest route
It is preferred that you provide a Google map along with the justification.
Mileage logs must be completed the day of travel.

Vehicle Service Center (VSC) Custodian Responsibilities:

VSC Custodians will need to complete the following by the 5th of each month.

Collect each vehicles mileage log at the end of each month.
- Scan and save vehicles mileage log in Box.
Input each vehicles mileage to the master department mileage log in Box.
- Notify Business Services VSC Billing Representative when complete.

Business Services VSC Billing and Reconciliation:

Indexes will be checked to ensure funding is available.
Mileage logs will be checked against TA/TR’s.
Department Heads will then approve all mileage data.
Mileage is then billed out to indexes.