State Vehicles

General Guidelines

• Before driving a state vehicle, please submit the State Vehicle Operator Approval Request located here.
• Mileage logs should be completed and turned in monthly.
• All UF vehicles are to be inspected annually.
• Personal use of state vehicles is not allowed and is not covered by the Division of Risk Management.
• If a UF employee receives a citation while driving a state vehicle, the driver is personally responsible for any financial payment.
• Students are NOT covered by Division of Risk Management to drive a state vehicle unless they are employed and the use of the vehicle is within the scope and duties of their employment at the time of the incident.   
• Employees will not be covered while driving a state vehicle if the use is not for official business and within the scope and duties of their employment.
• There are assigned parking spaces for state vehicles at CREC. Please do not park personal vehicles in state parking spaces labeled with a four-digit number.
• Employees driving state vehicles, golf carts, ATVs and farm equipment should be 18 years of age and have a valid driver’s license. 

Forms

Mileage Log

• Each vehicle should contain a monthly mileage log to be updated with each trip.
• Mileage logs should be submitted at the end of each month to Sarah McCoy.
• For replacement mileage logs or to request mileage logs for a new vehicle, contact Sarah McCoy.

Annual Inspection       

• Every state vehicle is required to have an annual inspection.  You will be notified and provided with the annual inspection form when it is due.
• To complete the inspection, have your preferred mechanic fill out the inspection form and make any necessary repairs.  When complete, submit the form AND any associated invoices/receipts to Sarah McCoy.

Common Questions

How do I request a parking space at CREC?

• Please contact the Center Director’s office

How do I purchase a new vehicle?

• Please visit https://procurement.ufl.edu/contracts/

How do I obtain vehicles through the Federal Excess Property Program?

• Make request at https://researchtools.ifas.ufl.edu/psreuExcessProperty/
• You will receive an email if/when an item matching your request is located.
• Complete the Vehicle Intake Form to register your new vehicle for use at UF--please copy Patricia Gardini in CREC Business Office when submitting form.
• CREC Business Office will process the rest of the documents as requested by UF.

Resources

What To Do In Case of an Automobile Accident

Automobile Liability and Usage

State Vehicle Seatbelt Use Requirement

12 and 15-Passenger Van Policy

Florida Cell Phone Laws

For most state vehicle questions, please contact Sarah McCoy at sarahmccoy@ufl.edu or 863-956-8632