Manual of Business Procedures - Vehicle and Transportation Services, Sect. 245

Policy revised October 2024, effective January 1, 2025.

I. LICENSED MOTOR VEHICLE POLICY

A. Overview: Michigan State University owns and operates licensed motor vehicles necessary to conduct university business.

B. Responsibility: All Michigan State University-licensed motor vehicles are within the responsible purview of the Transportation Services department of Infrastructure Planning and Facilities. Transportation Services must be consulted for the purchase, sale, and reassignment of all used and new vehicles and trailers, , securing and maintaining the necessary titles, registration, licenses, enrolling the assets into the University Capital Asset Management (CAM) program, and enrolling the asset into MSU’s Insurance program, performing proper maintenance, maintaining required service records, ensuring fleet safety standards, and other required fleet management responsibilities.

C. Ownership: The University restricts departments from owning Passenger vehicles (i.e., sedans, SUV's, passenger vans, etc.) but these types of vehicles may be rented daily, or as a long-term lease from the Transportation Services department. Special-use vehicles, such as service trucks, service vans, etc. may be leased or be department owned.  Transportation Services negotiates annual pricing for vehicles by category and maintains an approved list based on vehicle classification. All university-owned vehicles being purchased must be selected from this list. If the department requires a vehicle purchase that is not on the list, they must submit justification and seek approval from the Dean or Head of their department. Exceptions to the Approved Vehicle Purchase List.

University-owned vehicles with an annual usage of fewer than 2,000 miles will be required to participate in the Shared Department Vehicle Pooling program. Exceptions to the Shared Department Vehicle Pooling program require department justification, review with Transportation Services, and approval from the EVPA office. Exception to the Shared Vehicle Pooling Program..

D. Authorization: All daily rentals of a vehicle, regardless of travel destination, require a University Travel Request in the Concur system approved by an authorized department approver or fiscal officer of the account being charged.

E. Identification: University vehicles will bear municipal license plates, university decals and visible unit numbers.

F. Usage: Operators must comply with University Travel Regulations (Section 70) and must operate vehicles legally and in a manner that does not detract from the public image of the university. As a general policy, there is to be no personal use of the university vehicles.

G. Vehicle service and repair: The Michigan State University vehicle service and repair policy is established in the interest of occupant, vehicle and highway safety. All university vehicles and trailers licensed for operation on public roads are required to have vehicle maintenance and repairs performed at the Transportation Service Garage or departments may self-perform maintenance and repair, but must use State of Michigan licensed mechanics or have vehicles and trailers serviced by a licensed repair facility that employs State of Michigan licensed mechanics and/or ASE-certified mechanics. Copies of all maintenance, repair and safety inspection records must be provided to the Transportation Services Garage on an agreed upon interval for inclusion in the University vehicle and trailer file.
 

II. MOTOR POOL

The Motor Pool, located in the Central Services Building, is open from 8 a.m. to 4:30 p.m., Monday through Friday.

A. Daily rental: Customers may reserve cars, SUV's, mini-vans, vans, trucks and other vehicles (telephone (517) 353-5280). An approved Travel Request in Concur and valid U.S. driver license are required to pick up a vehicle.

B. A cancellation fee may be assessed when vehicle reservations are not cancelled at least 24 hours in advance.

C. Long-term lease: Long-term use of a vehicle may be arranged with a Request for Long Term Lease of a University Vehicle Form and requires a commitment of at least 90 days. Specific questions should be directed to the Motor Pool at (517) 353-5280 or IPF.MotorPool@msu.edu.

D. Shared vehicle program was deployed in FY25 to reduce departmental vehicle expenses by allowing two or more departments to share a leased vehicle, improving the utilization of the asset and lowering the associated expenses for each department.  This program will outfit the vehicle with a GPS telematics device and mobile application to help customers locate the vehicle and document utilization of the asset for the university. Additionally, each respective department will be provided with a set of keys for the vehicle. 

E. Penske Rental: Customers first contact the Penske office to make a reservation and obtain a confirmation number. After receiving the confirmation number, they must contact the Transportation Services office at 517-353-5280 to complete the process. The Transportation Services office will need the Penske confirmation number, an approved travel request in Concur, and a valid U.S. driver’s license to sign the rental agreement and pick up the truck at the Penske office. It’s important to note that if this process is bypassed, MSU’s insurance certification will not cover the Penske rental, and the rental will need to include Penske-provided insurance. Customers should contact Penske for the insurance cost.

III. CHARTER BUS SERVICE

A. General information: The University Charter Bus Service, located in the Central Services Building, is open from 8 a.m. to 4:30 p.m., Monday through Friday. Those who wish to charter a university bus should do so as far in advance as possible. MSU bus drivers can be hired through the Charter Bus office to drive university-owned vehicles for requested trips. However, drivers hired through this office are not permitted to operate personal vehicles for any requested trips. The Charter Bus Service can be arranged in person or by telephone (517) 353-5280, e-mail (ipf.campusbus@msu.edu) or mail.

B. A cancellation fee may be assessed by MSU Campus Bus and/or third party vendor when charter reservations are not cancelled at least 48 hours in advance.

IV. CAMPUS BUS AND SPECIAL TRANSPORTATION SERVICES

A. Campus bus and special transportation services are provided by the Capital Area Transportation Authority. Such services include daily transit buses, evening fixed bus route service, later-evening demand response buses, parking shuttle and paratransit buses. Questions regarding these services should be directed to CATA. CATA is located at 4615 Tranter Drive, Lansing, Mich., and can be reached by telephone at (517) 394-1100.

B.  Specific questions regarding paratransit bus services may also be directed to MSU's Resource Center for Persons with Disabilities (telephone: (517) 353-9642). For information about using employee MSU ID cards as bus passes, visit the ID Office website.

V. SERVICE GARAGE

The Service Garage is located on the east side of Spartan Stadium. Office hours are from 7 a.m. to 4:30 p.m., Monday through Friday. Available products include motor oils, antifreeze, and other parts and accessories. Available services include oil changes, lubrication, tune-ups, front-end alignment, vehicle washing, wheel-balancing, wrecker service, body work, major repairs, safety inspections, etc. The Service Garage also collects and documents monthly maintenance reports to all University vehicle and trailer owners. Customers may schedule appointments or arrange other services by telephone (517) 355-1868, e-mail (ipf.servicegarage@msu.edu).

VI. FUEL & VEHICLE CLEANING SERVICES

Michigan State University operates 24-hour, automated self-serve gasoline, Biodiesel fuel and propane autogas pumps as well as an onsite carwash that is open M-F 7:00am to 3:45pm at the Service Road Fueling Station (409 Service Road). Questions regarding fuel and vehicle cleaning services may be directed to the Service Garage at (517) 355-1868 or e-mail at ipf.servicegarage@msu.edu.

VII. INVENTORY

The MSU Capital Asset Management department maintains a listing of vehicles and trailers for insurance purposes (See Manual of Business Procedures, Section 224).  Transportation Services may outfit University vehicles and trailers with GPS telematics devices to locate in real-time assets for safety inspections or CAM audits, gather vehicle data such as mileage, service/maintenance notifications, utilization, vehicle accident/crash detection, assess fuel usage, idling, and driving results, and gather other vehicle and utilization data to aide with data analysis for future fleet decisions such as timing for converting existing fleet vehicles to hybrid or electric in alignment with the University’s strategic sustainability goals. 

VIII. INSURANCE

All University vehicles and trailers are enrolled and covered under the University Insurance Policy (Section 35). A copy of the vehicle registration, current insurance information, and required vehicle accident report forms (accident kit) must be carried in the vehicle glove compartment at all times. Additional forms are available from the Transportation Services Department.

IX. DRIVER LICENSING AND MEDICAL CERTIFICATION

To legally operate Michigan State University vehicles, state and federal law requires that employees possess the appropriate vehicle operator license and, in some cases, medical certification.

A. When a person operates a vehicle on an infrequent basis or when a vehicle is used to assist in accomplishing assigned duties (i.e., a professor driving to an off-campus course; a plumber driving to an assignment), it is considered an incidental duty, and a basic Operator (driver) License is all that is required.

B. When the reason for a person being an employee is to operate a vehicle, irrespective of size, to perform a job or provide a service (i.e., a bus driver; a garbage-truck operator), it is considered a primary duty, and a Chauffeur License is required.

C. State of Michigan law requires that any person, irrespective of whether driving is an incidental or primary Duty, operating a vehicle with more than 10,000 lbs. gross vehicle weight rating (GVWR) or a vehicle towing a unit with a GVWR of 10,000 lbs. or more must carry a medical certificate. Supervisors must arrange medical certification at departmental expense through the Olin Health Center or a university-referred physician for off-campus employees.

D. Furthermore, irrespective of whether driving is an incidental or primary duty, federal law requires that an employee must obtain and carry with them a Commercial Driver License (CDL), with appropriate endorsements, if they operate:

1. A single vehicle having a GVWR of 26,001 lbs. or more.
2. A combination of vehicles having a gross combination weight rating of 26,001 lbs. or more, towing vehicles not more than 10,000 lbs. GVWR.
3. A vehicle towing another vehicle with a GVWR over 10,000 lbs.
4. A vehicle designed to carry 16 or more people (including the driver).
5. A vehicle carrying hazardous materials in such amounts that placarding is required.

E. Obtaining and maintaining Vehicle Operator Licenses, Chauffeur Licenses and Commercial Driver Licenses is a personal expense and the responsibility of the employee. Verification of licensing and medical certification is the responsibility of the employing department. Where the duties of a position necessitate vehicle operator licensure and medical certification, departments must include this requirement on the position requisition form to ensure that vacancies are posted with appropriate job requirements. Departments are also responsible for ensuring that these requirements are met on an ongoing basis.

F. Additional information and clarification regarding licensing required for operating university vehicles may be obtained from any office of the Secretary of State or the Transportation Services department, (517) 353-5280.

XI. VEHICLE LICENSING AND REGISTRATION

University vehicles and trailers are licensed in accordance with the Vehicle Policy and State of Michigan law. License, registration, and title records are maintained centrally through the Transportation Services department. License plates may not be altered, removed, transferred or destroyed without coordinating with the Transportation Services department.

XII. VEHICLE LEASE, PURCHASE AND OWNERSHIP

Requisitions for new or used vehicle and trailer purchases must be submitted to the Transportation Services department who will coordinate with the MSU Procurement department  so that the university may obtain the maximum fleet purchase discounts available. Requests for vehicle lease should be submitted to the Motor Pool with as much advance notice as is possible. Questions pertaining to lease and purchase policies may be directed to the Transportation Services department (517) 353-5280 and the MSU Procurement department (517) 355-0357, as appropriate.

XIII. VEHICLE AND TRAILER DELIVERY, TRANSFER, SALE OR DISPOSAL

Delivery of new or used vehicles and trailers, transfers between departments, and sale or disposal of vehicles and trailers must be coordinated with Transportation Services where appropriate decals are installed or removed in accordance with university policy, license plates are assigned or removed, and fleet administrative and maintenance records are updated per federal and state requirements. Ownership, lease, and transfer of vehicles and trailers is specified in Section I, Licensed Motor Vehicle Policy. University vehicles will be sold or traded, to optimize fiscal responsibility and lower total cost of ownership for MSU. All sale of vehicles and trailers must be managed through the MSU Surplus Store. Questions regarding the specific process may be directed to the Transportation Services department (517) 353-5280.

XIV. VEHICLE SAFETY/INSPECTIONS

A.  University vehicles licensed for operation on public roads are required to be serviced and maintained in accordance with Transportation Services guidelines. All university vehicles and trailers must undergo an annual inspection by the Transportation Service Garage unless otherwise arranged by Transportation Services. Only university departments with a full-service vehicle maintenance facility which employ State of Michigan or ASE certified mechanics may provide repairs, maintenance, and inspections in compliance with this policy. Michigan State University department-owned vehicles stationed outside of the greater Lansing/East Lansing area have the option of facilitating a preventive maintenance and inspection program with a licensed repair facility in their region, however all maintenance and inspection records must be forwarded to the Transportation Service Garage for inclusion in the central files. Email ipf.servicegarage@msu.edu or mail to: Michigan State University, Transportation Service Garage, 058 Stadium Road, East Lansing, MI, 48824.

B.  The annual vehicle inspection shall focus on areas that directly affect the safe operation, including steering, tires, brakes, glass, lights, emission systems, horn and other safety related items. The licensed inspector will provide a written, signed report of all items inspected, including the date, name of facility and inspector, vehicle make/model and identification number, and mileage, along with notations of any safety or maintenance items requiring repair. Provided there are no safety-related faults, it shall be deemed to have passed the inspection and may be returned for normal use. Correction of any safety related item(s) as determined by the Motor Vehicle Inspection Manual must be repaired by the Transportation Service Garage before the vehicle is released to the operating department. Unless waived, an estimate of the total cost will be provided before repairs are performed. Vehicles assigned to departments with normal business operations outside of greater Lansing/East Lansing area are required to adhere to this policy with a licensed repair facility in their region following manufacturers’ guidelines for safe operation.

C.  Transportation Services uses manufacturers’ specifications as well as state and federal regulations as guidelines for the Motor Vehicle Inspection Manual. A copy of the manual by vehicle type is available online through the State of Michigan www.michigan.gov website or please contact the Transportation Service Garage main office and we can verify and email you the correct manual. An automated preventive-maintenance system is available through the Transportation Service Garage, which contacts designated department personnel by e-mail when required safety inspections, and/or oil change maintenance are due. For questions pertaining to the preventive-maintenance system or scheduling information, contact the Transportation Service Garage main office by phone at (517) 355-1868.

D.  Failure to comply with the service, maintenance, and inspection requirements of this policy may result in suspension of driving privileges of university vehicles and trailers, increased insurance charges, and/or loss of the university vehicle or trailer.
 

XV. VEHICLE AND TRAILER RECALLS

Manufacturer vehicle and trailer recalls must be coordinated with the Service Garage to ensure the vehicle or trailer recall is addressed and all associated maintenance records are updated. Departments may take the vehicle to a dealer for repairs or request Service Garage assistance.

XVI. GASOLINE CREDIT CARDS AND ELECTRIC VEHICLE RFID TAGS

Fleet purchase credit cards are made available for use when purchasing off-campus fuel for Motor Pool vehicles to minimize university expense. Electric vehicles using charging stations will utilize an RFID tag at ChargePoint EV stations.  Major oil company credit cards for department-owned vehicles may be requested from the MSU Accounting Office (517) 355-5000. Contact Transportation Services (517) 353-5280 to obtain or vehicle fuel/EV charging cards for use in the university 24-hour, self-service fuel system.

XVII. VEHICLE AND TRAVEL EXPENSE REIMBURSEMENT

Reimbursement for travel-related expenses should be processed as outlined in Section 70 of the Manual of Business Procedures. Many reimbursements for expenses associated with Motor Pool lease vehicles may be made immediately at the Motor Pool. Questions should be directed to the Motor Pool (517) 353-5280.

XIII. UNIVERSITY CLASS FIELD TRIPS

A variety of Motor Pool vehicles are available to lease for field trips. Field Trip Policy is outlined in the Manual of Business Procedures, Section 25.

XIX. VEHICLE SERVICE CHARGES

Charges for vehicle and transportation services appear on the monthly departmental IPF billing statement and the University Fund Ledger. Questions regarding billing statements may be directed to IPF Support Services (517) 355-3375.

XX. EMERGENCY ASSISTANCE

Emergency vehicle assistance may be obtained by calling (517) 353-1760. If necessary, these numbers may be telephoned "collect."

XXI. INFORMATION

Information and assistance pertaining to university vehicle operation or transportation services may be obtained from the Transportation Services department (517) 353-5280.