Motor Vehicle Administration and Guidelines

Effective 2/1/2020

Updated 6/25/2026

I. Purpose and Scope

Motor vehicles are an accepted part of everyday life and essential to the accomplishment of the goals of the University of Maine System (University). However, by their very nature, vehicles on and off University locations pose a significant risk to University faculty, administration, staff, students, visitors, and the general public. In response to this risk, the University has developed Administrative Practice Letter (APL) Section II-B outlining the University’s motor vehicle administration and required guidelines.

The vehicle procedures outlined in APL Section II-B apply System-wide. However, APL Section II-B represents the minimum policy guidelines or requirements of the University. Each university (henceforth “campus”) can elect to incorporate additional restrictions or requirements to serve the best interest of the individual campus or its employees.

The University of Maine System remains committed reducing our reliance on fossil fuels.  Therefore, as vehicles are purchased, alternative energy sources and energy efficient options will be explored.

The System Office reserves the right to audit compliance to this APL and to change either System or campus procedures when necessary to respond to an ever changing risk and insurance environment.

Requests for exceptions to this APL must be submitted to your Campus Vehicle Administrator for review. Approved requests will then be forwarded to Risk Management for final approval. See Section 2.C (Definitions) for more information on Campus Vehicle Administrators.

II. Definitions

A. Administrative Practice Letter (APL)

System -level guidance, establishing standards and strategic directives.

B. University Vehicles

“University Vehicles” include all vehicles owned or leased by the University, as well as all vehicles rented or borrowed for University use. All such vehicles fall under the authority of the Campus Vehicle Administrator and University System Risk Manager, as defined below, including vehicles controlled by individual campus departments or colleges. In addition, personally owned vehicles used to conduct University business must be driven in compliance with this APL where applicable.

Important: Due to safety risks, use of motorcycles and mopeds are prohibited for use in conjunction with University related business.

C. Campus Vehicle Administrator

Each university must designate a campus “Vehicle Administrator” with explicit authority and responsibility for the administration of all vehicle standards, including the requirements outlined in this APL. The name of that individual should be provided to the University System Risk Manager. The Vehicle Administrator may designate one or more employees to carry out the functions of vehicle administration; however, ultimate responsibility lies with the Vehicle Administrator.

The Vehicle Administrator will maintain records on University drivers and vehicles. Such records should include but are not limited to the following: approved and prohibited drivers, driver license information (for class C drivers), pertinent information on vehicles (year, make, model, identification number, plate number, date of purchase), maintenance records, vehicle usage, and vehicle accidents and misuse.  The decision of whether or not an individual’s record is acceptable lies with the Campus Motor Vehicle Administrator based on established criteria. Driver record review criteria will be determined by the University System Risk Manager (see Attachment I).

D. University System Risk Manager

The University System Risk Manager (Risk Manager) is the System-wide authority for all University vehicle administration and guidelines. The University System Risk Manager has the authority to ensure that all System vehicle policies and procedures are adhered to, and acts as a resource for consultation to the campuses regarding University vehicle issues. Any exceptions to System vehicle policies and procedures need to be approved by the University System Risk Manager. This role also has authority to change a campus decision regarding vehicle issues, including vehicle use or drivers, whenever it is in the best interest of the University. The University System Risk Manager will resolve any issues or conflicts regarding vehicles, including interpretation of this APL.

The University System Risk Manager is also responsible for overseeing University vehicle insurance and claims. Information regarding University vehicles and accidents or misuses must be submitted to the Risk Management department by the campus in accordance with Section XII of this APL.

E. Insurance

Insurance is a financial arrangement (typically a contract called a policy) where one party—an insurer (insurance company)—agrees to help cover specified financial losses or costs that might happen in the future, in exchange for a fee paid by the other party—the policyholder—called a premium. All drivers of University vehicles are subject to verification of their driving records by the University and the insurance company.

F. University Approved Driver

A “University Approved Driver” is a driver who has requested the privilege to drive on University Business and whose request has been approved by the Vehicle Administrator. Requirements for approval are outlined in this section. Only University-approved drivers are permitted to drive University vehicles, whether owned, rented, or leased.

G. University Business

See Attachment II for the definition of University Business.

H. Major Violations

Major Violations include and are not limited to operating under the influence (O.U.I), speeding 30 or more miles per hour, failure to stop for police, leaving the scene of an accident, operating without a license, passing a stopped school bus, etc.

Major Violations are based on MRS Title 29-A, Chapter 23. Major Offenses-Suspension and Revocation

III.   Vehicle Acquisition & Registration; Rentals & Private Vehicles

A. University-Owned & Leased Vehicles

The following regulations control the acquisition and registration of vehicles owned or leased by the University of Maine System:

All purchases and leases must follow procedures outlined in APL Section VII-A University of Maine System Purchasing Procedures.

  1. All campuses should plan and coordinate their vehicle purchasing strategy with Strategic Procurement to ensure optimal value. Several options are available, and each option’s cost will be analyzed against the campus’s business case.
  2. All vehicle purchase, sales, and lease agreements, titles, and registrations must be in the name of the University of Maine System, 46 University Drive, Robinson Hall, Augusta, ME 04330.
  3. All University-owned and leased vehicles must carry a University (300 series) license plate.
  4. The campus Chief Financial Officer or designee may sign purchasing contracts and leases for 300 series plate vehicles. Purchasing contracts and leases for all other vehicles must be signed by the System Treasurer or designee.
  5. All registrations must be processed by Risk Management in the System Office. Original titles and copies of registrations are maintained at the System Office.
  6. Departments with vehicles under their control must abide by the System and campus guidelines and requirements. Departmentally-controlled vehicles fall within the scope of the authority granted to the Vehicle Administrator.
  7. New vehicles should be purchased or leased whenever possible, rather than used vehicles. New vehicles typically meet higher safety and environmental standards and benefit from manufacturer assistance to dealers for governmental agencies. The purchase of a used vehicle must be approved by the University System Risk Manager. The University System Risk Manager reserves the right to authorize campuses to purchase used vehicles for maintenance and operations.

B. Rented or Borrowed Vehicles

  1. Campuses may contract for the rental of vehicles, not to receive 300 series plates, for a period not to exceed six months; for longer periods, rentals will be considered as leases and be subject to all lease requirements. Consecutive rentals to avoid compliance with this requirement are not allowed.
  2. No vehicle may be rented or borrowed that contradicts any requirement found in this APL, without specific prior approval from the University System Risk Manager.
  3. No vehicle may be rented or borrowed when the campus has knowledge of safety problems or concerns, such as vehicles with a U.S. Department of Transportation Advisory or Warning. An exception may be made if adherence to the recommendations of any U.S. Department of Transportation Advisory or Warning fully corrects or addresses all safety problems or concerns.
  4. It is the renter’s responsibility to purchase physical damage insurance coverage for rented vehicles.
  5. If a rental vehicle will be used for personal use, such as side trips, the vehicle must be rented in the individual’s name.
  6. Refer to APL Section IV-B Travel and Expense Procedures on use of rental vehicles for University Travel.

C. Private or Personally Owned Vehicles

  1. It is ordinarily in the best interests of the University to use University-owned vehicles for conducting University business. If this is not possible or practical, personally owned vehicles may be used. Such use is solely at the discretion of the vehicle owner and vehicle driver. Personally owned vehicles used for University-related business should be properly registered, inspected, insured, and appropriate for such use, as determined by the vehicle driver. No private vehicle may be used for University business if the vehicle or usage contradicts this APL.  The University will not reimburse an employee, student, or other private owner, or other insurer, for any deductible or liability claim paid by their auto insurance or for any damage to a personally owned vehicle. See Attachment II for additional information. Privately owned vehicles drivers must meet the requirements of APL II- B section IV regarding University Approved Drivers.

IV. University Approved Drivers

  1. Only University-approved drivers are permitted to drive University vehicles, whether owned, rented, or leased. A “University Approved Driver” is a driver who has requested the privilege to drive on University Business and whose request has been approved by the Vehicle Administrator. Requirements for approval are outlined in this section.
  2. All University drivers must be aware of University requirements for vehicle use, as outlined in this APL.
  3. Drivers must operate University vehicles in accordance with these guidelines and rules of the State of operation.
  4. The University reserves the right to deny driving privileges to any individual.
  5. The Vehicle Administrator has the authority to deny or revoke an individual’s authorization to use University vehicles if that individual does not comply with University policies or exhibits poor judgment of any kind while operating a University vehicle.
  6. All persons driving University vehicles must be properly licensed to drive in Maine. State law requires residents who drive University vehicles to hold a Maine license, but permits nonresidents to drive with a valid license from their home state or province. Drivers from countries other than the U.S. or Canada must have a valid and verifiable driver’s license to drive legally in Maine. Drivers must have their license in their possession when operating a University vehicle.
  7. Except in an emergency or on a case-by-case basis approved by the University System Risk Manager, no one may drive a University vehicle who is not a University-approved driver, including co-workers, contractors, visitors, friends, spouses, or other family members. It is the University-approved driver’s responsibility not to permit any unauthorized person to operate a vehicle assigned exclusively to them or their department.  The University System Risk Manager may coordinate this decision with the Chief Business Officer or other University leaders on a case-by-case basis.

A. Approval & Review Process:

  1. The campus Vehicle Administrator will obtain the official driving record of drivers with Maine licenses. Unless the campus has internal means to check records, drivers with licenses from another state or country must provide proof of their driving record; acceptable proof can be a copy of the state or country’s official Motor Vehicle Record. Failure to adhere to the criteria may jeopardize the University’s insurance; in such instances, the campus  permitting the usage without System Risk Manager approval, may be required to fund any costs resulting from that usage.
  2. A University vehicle driver will not be allowed to continue to drive for University business and may be subject to disciplinary action for the following violations:
  • Operation of a University Vehicle when one’s license has expired, been revoked, or suspended;
  • Operating a vehicle while utilizing a mobile device, including texting;
  • Violation of Operating Under the Influence (OUI) laws or other major traffic violations (major violations are determined and defined by the State);
  • Misrepresentation of a driving record;
  • Misrepresentation of the reason and/or authority to operate or use a University Vehicle;
  • NOTE: These violations can result in a suspension of driving privileges for at least 3 years.  If a high number of incidents continue to occur while operating a motor vehicle, driver training may be required before the driver can use a University Business vehicle.
  1. An approved University driver must report immediately to the Vehicle Administrator any change in license status, such as a license suspension.  Any citation or violation received while operating a University vehicle must be reported. In addition, all moving violations and at-fault accidents must be reported, even if the violation or accident occurred while operating a vehicle other than a University-owned vehicle. The Vehicle Administrator will use Attachment 1 of APL IIB to determine if the driver’s record is acceptable.  Any exceptions will be determined by the University System Risk Manager.
  2. In most cases, the driver and the department or employee requesting the driver’s approval will be notified if the driver is not approved to drive for University business.
  3. The University reserves the right to deny driving privileges to any individual.
  4. The Vehicle Administrator has the authority to deny or revoke an individual’s authorization to use University vehicles if that individual does not comply with University policies or exhibits poor judgment of any kind while operating a University vehicle.
  5. Any exceptions to these guidelines must be approved through the University System Risk Manager.

B. Driver Responsibilities

  1. Failure to comply with this APL will result in disciplinary action and/or suspension or termination of University vehicle driving privileges.  Potential drivers may be required to satisfactorily complete driver training or testing, at the Vehicle Administrator’s discretion, based on campus guidelines and the vehicle being driven.
  2. Drivers must operate University vehicles in accordance with these guidelines and rules of the State of operation.
  3. University-approved drivers may drive vehicles from another campus, subject to verification of approval, availability, and the guidelines of the campus that controls the vehicle.
  4. Drivers should be rested and not drive more than 8 hours per day. The University recommends that periods of uninterrupted driving not exceed 2-3 hours, with rest breaks in between.

C. Age Requirements

  1. No one under 18 years of age shall be permitted to drive for University business.
  2. Drivers aged 21 and older may operate 12-passenger vans with proper training administered by the Motor Vehicle Administrator or an approved designee.
  3. All student drivers must complete the United Educator’s Driver Safety Course: https://learn.ue.org/6B4PJ894216/MaineDriverSafety
    1. The affiliation ID for participation is 6B4PJ894216.
    2. Proof of completion shall be submitted to the Motor Vehicle Administrator.
    3. NOTE: New registrants must create an account with United Educators.
  4. Exceptions to age requirements must be approved through the University System Risk Management department.

D. Buses, Vans, Trucks

  1. University buses, mini-buses, vans, mini-vans, or trucks may be driven only by persons with an appropriate license and whose ability to handle such vehicles has been demonstrated through a test-drive of the type of vehicle involved.
  2. The University System strictly prohibits the use of 15-passenger vans.

E. New Hires

  1. If driving is a documented job duty or requirement, Human Resources will conduct a Motor Vehicle Record check as part of the initial background screening. Any adverse employment decision will require the University System Risk Manager to review the Motor Vehicle Report to determine whether the applicant can use a motor vehicle on University business as a University Approved Driver. Reference APL II B Attachment 1.
  2. Human Resources will inform the Campus Vehicle Administrator of any drivers approved through the hiring process.  Only vehicle records for employees whose primary job function involves driving shall be maintained in their employee files.

F. Student Drivers

  1. If necessary and appropriate to fulfill the mission of the University, it may be permissible to have enrolled students drive University vehicles, but only for University-related and sponsored business.
  2. The student must become an approved University driver.
  3. The University System Risk Manager has the authority to make the final decision regarding student drivers.
  4. The university faculty or staff member responsible for the activity and authorized to approve must authorize the student to drive, and that authorization must be documented at the time the vehicle is signed out.
  5. Whenever possible, a staff or faculty member should be in the vehicle while it is in use.
  6. Students employed by the University are still considered students, not employees, for driving privileges.
  7. Students may drive their own vehicles to a field trip location. However, if this is a required trip, the instructor is required to provide transportation through the Motor Pool in the case students do not have transportation available. Exception: This expectation is outlined in the syllabus and course description prior to the start of the semester.

G. Volunteer Drivers

  1. In special circumstances, the University System Risk Manager can approve University volunteers as drivers if it is in the University’s best interest. Volunteer drivers must be a University-approved volunteer and meet the requirements established to become a University-approved driver.

H. University Guests

  1. If a visiting speaker, performer, lecturer, or other guest of the University is to be provided with transportation:
  2. The guest is responsible for renting the vehicle in their name from an external rental firm.
  3.  Charges should be reimbursed or, if appropriate, included in the contract value by the hosting University campus or campus department.
  4.  The University guest is responsible for liability and physical damage coverage.  The University guest will be responsible for any claims arising from their use of the vehicle.

V. Accidents, Violations, and Misuse of Vehicles

A.  Accidents

  1. The Campus Motor Vehicle Administrator should inform drivers of University procedures for responding to emergencies and reporting accidents. It is the driver’s responsibility to follow University procedures and State laws regarding required actions in the event of an accident.
  2. Any accident involving University-owned, leased, or rented vehicles, or personally owned vehicles being used for University business, must be reported to the campus Vehicle Administrator within 24 hours of the time of the accident. The University-approved driver of the vehicle is responsible for reporting the accident.
    1. The accident should also be reported to the driver’s supervisor and to any other person or department, such as Public Safety, if so directed by the Campus Motor Vehicle Administrator. In the event of serious injury to a driver or third party, incidents must be reported immediately so the appropriate officiating agencies, such as OSHA, can be contacted.
    2. Failure to adhere to this rule and/or APL may result in the suspension or termination of driving privileges for the offending party and/or additional performance management.
    3. The University System Risk Manager reserves the right to allocate the settlement to the department due to late reporting when the late report caused additional defense and liability costs, and/or the department’s failure to follow this APL.
  3. The driver must always seek police assistance in recording the events of any accident involving another vehicle. Failure to adhere to this rule may result in the complete allocation of claims costs to the department.
  4. Each university-owned or leased vehicle must contain within it a System Motor Vehicle Accident Report Form and Liability insurance Information card. This card provides guidelines and a reporting form for accidents and includes liability insurance verification for law enforcement.
  5. Preventable at-fault accidents may result in revocation or suspension of driving privileges, driver testing and training, and/or disciplinary action. Examples of preventable at-fault accidents include, but are not limited to: following too closely, backing up, accidents at intersections, and accidents caused by driving too fast for the conditions. The Campus Motor Vehicle Administrator will review all accidents and determine, on a case-by-case basis, whether they were preventable.   In addition to determining driving privileges, the information will be used to identify specific needs for accident-prevention training and to inform changes to University vehicle-use guidelines.
  6. Upon notification of a vehicle accident, Risk and Safety Management will review the details of the accident (based on an incident or police report) and provide the CMVA with a recommended course of action based on this APL.
  7. Once an accident investigation and appraisal are completed, all accident-related damage to a University vehicle must be repaired as quickly as possible and in the least expensive manner appropriate to restore the vehicle to its pre-accident condition.

B. Fines, Violations, and Citations

  1. Drivers are personally responsible for fines or citations resulting from their actions. No University funds of any kind may be used to pay such fines. Fines and citations become part of the driver’s record and are not the responsibility of the University.
  2. If a violation, suspension, or revocation occurs during the period an individual is designated as an approved driver, it is the driver’s responsibility to notify the Vehicle Administrator before driving a University vehicle.
  3. Any fines, violations, or citations received while driving a University vehicle, including vehicles rented or borrowed, may result in suspension or revocation of driving privileges, as well as other disciplinary action, depending on the specifics of the case.
  4. Tolls – Vehicles are not equipped with EZPass.  University drivers are responsible for paying all highway tolls and seeking appropriate reimbursement.  Violations will be charged back to the campus/department.  After three violations, the University System Risk Manager may suspend driving privileges.  Failure to pay fines in a timely manner may result in revocation of registration by the state of Maine, and any additional penalties will be the department’s responsibility to pay.

C. Unauthorized & Improper Use

Any misuse of a University vehicle, including vehicles rented or borrowed for University business, will result in suspension or revocation of University business driving privileges, as well as other disciplinary action. Such misuse may also result in financial consequences to the individual and/or department. “Misuse” includes but is not limited to: violating University policy, damaging the vehicle through negligence, or obtaining the vehicle for use through misrepresentation.

The Campus Motor Vehicle Administrator is authorized and responsible for controlling and regulating misuse. When misuse is discovered, it must be reported to the Vehicle Administrator, who will notify the department, appropriate campus administration, and the University System Risk Manager.

  1. No vehicle with University (300- ) plates may be kept overnight at the home of a University employee or student. The driver’s supervisor may approve an exception for a specific trip if the departure is early in the morning or the return is late in the day, provided the trip is shortened by departing from or returning to the home location. Such permission may be granted to enhance safety and efficiency and reduce the University’s costs. Individual campuses may require additional approval by the Vehicle Administrator.
  2. University vehicles must not be loaned, rented or leased to University employees, students, or others for non-University use or activities. Also, the use of University vehicles for personal gain, such as the delivery of goods or services, is prohibited.
  3. University vehicles are only to be used for their intended purposes. Any off-road use should be approved by the Vehicle Administrator and be with a vehicle appropriate for such use. Off-road use of the vehicle, in the event of damage, will be at the sole expense of the department operating the vehicle.

D. Driver Conduct & Prohibited Activities

  1.  Distracted Driving is a major safety hazard. Refrain from any activity considered distracting while operating a motor vehicle.
  2.  Employees must follow the safety and security guidelines outlined in APL Section VII-D Cellular Telephone Acquisition, Use, and Reimbursement.   Only hands-free mobile devices may be used while operating a vehicle.      Reference 4 MRSA § 20. Refer to APL Section VII-D for additional details.
  3. Drivers must protect University vehicles and property from theft or vandalism.
  4. The University is not responsible for personal articles lost or stolen from a University vehicle.
  1. Smoking or use of tobacco products is prohibited in University vehicles. No drivers, before or during trips, are permitted to use medications, alcohol, drugs, or other substances that cause drowsiness or other physical or mental impairment. The driver of the vehicle must not be under the influence of illicit drugs and/or alcohol at any time.
  2. Vehicles should be driven at speeds that are appropriate for road conditions. Vehicle use may be delayed or denied by the Vehicle Administrator if weather or other conditions make driving unsafe.
  3. All operators and passengers of University vehicles must wear seat belts whenever seatbelts are available. It is the driver’s responsibility to ensure that all passengers wear seat belts.
  4. Use of any radar or other speed monitoring detection device in University vehicles is prohibited, except for administration-approved use by University Police or Public Safety.
  5. No modification of University vehicles shall be made without approval of the Campus Motor Vehicle Administrator. This includes but is not limited to affixing signs, stickers, antennas, ladders, bike racks, and ski racks. Trailer hitches and towing for personal reasons are not permitted. Hauling loads in University vehicles that could structurally damage the vehicle or make it unsafe to drive is prohibited.
  6. Non-University-owned trailers, excluding leased trailers, and excess equipment cannot be used on University vehicles without the express approval of the Campus Motor Vehicle Administrator. Additionally, the attachment of University trailers or equipment to a personal vehicle is strictly prohibited.
  7. Before towing a trailer, drivers must understand the basic information required to tow it safely behind a University vehicle. Drivers are encouraged to practice towing in a safe location prior to their trips. To ensure a driver is properly prepared, please review our pre-trip checklist:
    1. Verify that the trailer hitch and ball on the tow vehicle is the proper class and size for the trailer being towed.
    2. Check tire pressure on the trailer and tow vehicle.
    3. Ensure all lights are working properly.
    4. Make sure the safety chains are in place and secured, crossing below the trailer tongue.
    5. Confirm the trailer jack is raised and locked in place.
    6. Check and adjust all mirrors before driving.
    7. Ensure the trailer’s brakes are operational, if equipped, and test them at low speed to ensure comfortable stopping.

11. Violators of this APL are subject to disciplinary action by the University.

E. Passenger and Cargo Restrictions

  1. Except in rare instances, all passengers must be participating in University business or a University-sponsored activity when traveling in a University vehicle. Passengers should be limited to University employees and students, individuals on University business, and individuals engaged in courtesies by or for the University.  Any exceptions must be approved by the University System Risk Manager. To be considered for an exception, a risk assessment form must be filled out via the provided Google form, and your campus’s Vehicle Administrator must be notified.
  2.  When transporting minors in University vehicles for activities such as summer camps or other University-related events, it is mandatory to have two University-affiliated adults present in the vehicle throughout the duration of the trip. These adults may include student workers or University-approved volunteers aged 18 or older. If it is not possible to have two adults in the vehicle, parents must be notified and must complete a risk and release form if they haven’t already done so. Prior to transporting minors, all individuals involved must complete the required training outlined in University guidelines.
  3. Transporting students in personal vehicles is prohibited. Employees who are required to transport students must use a University-owned vehicle or an approved rental vehicle. When transporting students in a University-owned or rental vehicle, an employee must not be alone with a student. A minimum of three individuals must be present in the vehicle at all times (e.g., one employee and two students, or two employees and one student). Any exceptions to these requirements must be reviewed and approved in advance by the CMVA.
  4. No University vehicle can be used to carry passengers for a fee (public livery). Such action may void the University’s insurance. Discovery of this will result in disciplinary action, including revocation of driving privileges
  5. Hitchhikers are not permitted in University vehicles.
  6. No driver shall transport more passengers or a heavier load than the vehicle is designed to carry. To evaluate this, the Vehicle Administrator should be notified and shall approve the load before commissioning.
  7. No animals are allowed in University vehicles, except in instances where this is an appropriate intended use of the vehicle. An exception is also made for Service Dogs (such as for the visually or hearing impaired) accompanying a passenger; however, proof of certification may be required.
  8. Unless written authorization from the administration is provided, no hazardous chemicals, weapons, hazardous waste, alcohol, or illegal drugs may be transported in University vehicles.

VI. Vehicle Safety Maintenance & Inspection

Campuses will exercise due diligence, to the best of their abilities, via a program for safety maintenance and inspections including and not limited to:

  1.  Each campus must have a safety maintenance and inspection program.
  2. All university-owned and leased vehicles should be routinely inspected and maintained to ensure safe transportation.
  3. A vehicle maintenance schedule should be established and adhered to, and all work on every vehicle, including inspections, should be clearly documented, including the date and nature of the work. Records should be retained in accordance with the University’s record retention policies.
  4. All vehicles must meet all local, state, federal, and manufacturer requirements and pass State inspections. If the campus is aware of vehicles with safety issues or concerns, such as those with a U.S. Department of Transportation Advisory or Warning, appropriate measures should be taken to address them.
  5. Before operating a University vehicle, drivers or the person responsible for signing it out should inspect the vehicle for safety concerns, including checking tires, wipers, horn, lights, and other safety equipment for visible defects. Any defects should be reported immediately to the Vehicle Administrator to determine if the vehicle is safe to operate. The Vehicle Administrator may also be responsible for inspecting vehicles prior to use.
  6. Any vehicle deemed unsafe must be taken out of service until it is safe to operate.

VII. Insurance

  1. Physical Damage
  1. Physical Damage Insurance is required for all University-owned vehicles. The System Risk Management department administers both a self-insurance program and a commercial automobile insurance policy. Vehicles are assigned coverage based on the vehicle’s value at the time of purchase, as reflected on the bill of sale. General guidelines are as follows:
  2. Self Insurance Program
    1. Vehicles valued at $35,000 or less at the time of purchase are covered under the University’s self-insurance program
    2. Vehicles in the self-insurance program are assessed an annual premium of $350, charged once per fiscal year.
    3. Physical damage claims under the self-insurance program are subject to a $350 deductible.
  3. Commercial Automobile Insurance
    1. Vehicles valued at greater than $35,000 at the time of purchase are covered under the University’s commercial automobile insurance policy
    2. Premiums for commercial insured vehicles vary based on the vehicle’s value and primary location and are charged once per fiscal year
    3. Physical damage claims under the commercial policy are subject to a $1,000 deductible
  4. All physical damage claims must be processed through System Risk Management. Failure to comply with the requirements of this APL may impact claims settlement.
  5. When renting a vehicle, specific insurance details are covered in the Travel and Expense APL Section IV-B, Travel and Expense Procedures.

2. Liability Insurance

  1. Liability insurance is provided for all vehicles operated by the University or its representatives, in the course and scope of employment and university business. Typically, the campus department is responsible for the first $10,000 of any vehicle accident, and System Risk Management funds the remainder of the claim up to the deductible. System Risk Management reserves the right to modify the contribution to a claim based on the facts of loss.
  2. When renting a vehicle, specific insurance details are covered in the Travel and Expense APL Section IV-B, Travel and Expense Procedures.

Attachment I – APL II-B

Motor vehicle record approval criteria

–0 At-Fault Accidents1 At-Fault Accident2 At-Fault Accidents3 At-Fault Accidents4 or more At-Fault Accidents
0 Minor ViolationsClearUncertainFairPoorPoor
1 Minor ViolationAcceptableFairPoor Poor Poor
2 Minor ViolationsUncertainPoorPoorPoorPoor
3 Minor ViolationsFairPoorPoorPoorPoor
4 Minor ViolationsPoorPoorPoorPoorPoor
Any Major ViolationPoorPoorPoorPoorPoor

Determining Driver Qualifications

  1. The most recent three (3) full years will be taken into consideration in determining a driver’s eligibility using the above chart.
  2. Major Violations include and are not limited to operating under the influence (O.U.I), speeding 30 or more miles per hour, failure to stop for police, leaving the scene of an accident, operating without a license, passing a stopped school bus, etc.
  3. Drivers with a major violation may be eligible for reconsideration 3 years after the date of violation.
  4. Major Violations are based on MRS Title 29-A, Chapter 23. Major Offenses – Suspension and Revocation  

Review guidelines:

  1. Clear & Acceptable: Driver is approved to drive for University business
  2. Uncertain & Fair: Further analysis required. See below for details
  3. Poor: Driver is not approved for University business. See below for details

Uncertain & Fair Drivers:

  1. Student and volunteer drivers will not be allowed to drive.  Student employees are ‘student drivers’.
  2. Employees in the fair category will be reviewed to assess the circumstances of the conviction/accidents.
  3. Employees in the uncertain category may be allowed to drive if the details of their violation or accident are deemed acceptable by the CMVA or University System Risk Manager.  For example, a driver with an at-fault accident that involved extensive property damage, a rollover, excessive speed, etc. may not be allowed to drive.  Whereas, a driver who has an at-fault accident because they slid on ice and hit a mailbox in order to avoid hitting another vehicle, may be acceptable depending on the entire 3 year history.  Risk Management reserves the right to require completion of the National Safety Council Defensive Driving Course.Campuses are responsible for covering costs associated with the National Safety Council Defensive Driving Course or other equivalent training as determined by Risk & Safety Management.

Poor Drivers:

  1. Students will not be permitted to drive for University business.
  2. Employees whose record falls into the poor category are not allowed to drive for University business.  Any exceptions must be approved by the University System Risk Manager.

Attachment II: Defining University Business (12/15/25)

A. For the purpose of this policy, an employee driving a University-owned or personal vehicle is considered to be engaged in University Business and acting within the scope of their employment when the conduct meets all three of the following criteria:

  1. The Activity Serves the University’s Interest
  2. The driving is performed in furtherance of a job duty or for the purpose of serving a business interest of the University.
  3. Examples of University Business (Driving):
    1. Traveling between university campuses or work sites to conduct assigned duties.
    2. Transporting university students, faculty, staff, or guests as directed or authorized.
    3. Traveling to and from off-campus meetings, conferences, training, or events authorized or required by the University.
    4. Running work-related errands, such as picking up supplies, banking, or delivering University-owned materials.
    5. Driving as an essential function of the employee’s job (e.g., field researchers, recruiters, maintenance staff traveling between sites).
    6. Driving for a “special errand” or mission at the express or implicit direction of the University, even if the timing or route is outside of a typical commute.

2. Conduct Occurs Within Authorized Time and Space

  1. Driving occurs during the employee’s scheduled work hours or at a time specifically approved by a supervisor to carry out University duties.
  2. The route taken is reasonably direct and related to the University Business.

3. The Conduct is of the Kind the Employee is Employed and/or Directed to Perform

  1. The activity is the type of work the employee was hired to perform or is an incident to their authorized job duties.
  2. A special errand that the employee would not ordinarily undertake, which is performed at the express or implicit direction of a supervisor and is primarily intended to further a specific, non-routine business interest.

B. What is NOT Considered University Business

  1. Regular Commute: Driving a University-owned or personal vehicle to and from the employee’s regular residence and their regular place of work is generally not considered University Business, even if the employee is on call or expected to answer emails during that time. This is typically viewed as a personal activity.
  2. Personal Errand: Driving that is a significant, substantial deviation from the established route or is undertaken solely for the employee’s personal interest, unrelated to their job duties, is not considered University Business.
    1. Example: If an employee on a work trip drives an hour off-route to visit a friend, an accident during that personal deviation would likely be considered outside the scope of employment.

C. Special Consideration for Personal Vehicles

  1. When an employee uses a personal vehicle for University Business, the same rules apply.
  2. The use of a personal vehicle for University Business is permitted only if the employee maintains a valid driver’s license and continuous liability insurance with limits no less than those legally required by the state in which the vehicle is registered. The employee’s personal insurance is primary coverage in the event of an accident. The employee must obtain any necessary endorsements from their personal insurer to cover business use and shall bear responsibility for all deductibles, physical damage, and any increased premiums.

This Administrative Practice Letter has been approved by the Treasurer of the University of Maine System.

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