Fleet Management Policy

Policy Number	Policy Owner
5014.5	Facilities

1.0 Purpose

This policy is specific to SUNY Plattsburgh employees who utilize state-owned vehicles to perform their primary responsibilities. Policy includes standards for vehicle usage, driver requirements, expectations for conduct, and accident reporting procedures. This local policy is in alignment with New York State Office of General Services Fleet Management standards.

2.0 Revision History

Date	Version Number	Change Description	Referenced Section
6/3/08	1.0	New Document	Entire Document
12/10/09	2.0	Major Revisions
12/2/14	3.0	Major Revisions
10/6/15	3.1	Minor Revisions
1/4/17	3.2	Minor Revisions
9/21/18	3.3	Minor Revisions
4/15/22	3.4	Minor Revisions	4.25
7/6/23	4.0	Major Revisions	6.0, 7.0, 8.0, 10.0
2/28/25	4.1	Minor Revision	4.0
7/1/25	XX	Recession	Entire Document
11/6/25	5.0	Major Revision/Reinstated	Entire Document
12/15/25	5.1	Minor Revision	7.0 and 8.0

Date

Version Number

Change Description

Referenced Section

6/3/08

1.0

New Document

Entire Document

12/10/09

2.0

Major Revisions

12/2/14

3.0

Major Revisions

10/6/15

3.1

Minor Revisions

1/4/17

3.2

Minor Revisions

9/21/18

3.3

Minor Revisions

4/15/22

3.4

Minor Revisions

4.25

7/6/23

4.0

Major Revisions

6.0, 7.0, 8.0, 10.0

2/28/25

4.1

Minor Revision

4.0

7/1/25

XX

Recession

Entire Document

11/6/25

5.0

Major Revision/Reinstated

Entire Document

12/15/25

5.1

Minor Revision

7.0 and 8.0

Review Process / Approval

Action:	Units	Date
Policy Review	Facilities Management Services
Policy Approval	Executive Council Executive Council Executive Council	6/3/08 12/10/09 12/2/14

Action:

Units

Date

Policy Review

Facilities
Management Services

Policy Approval

Executive Council
Executive Council
Executive Council

6/3/08
12/10/09
12/2/14

3.0 Units and Persons Affected

4.0 Policy

4.1 VEHICLE USAGE

4.1.1 Utilization of state vehicles is reserved for those employees who need vehicles to perform their primary responsibilities.

4.1.2 Usage of State Vehicles by SUNY Plattsburgh employees for official university business only.

4.1.3 All drivers must be University Employees acting within the scope of their responsibilities.

4.2 DRIVER AND PASSENGER REQUIREMENTS

4.2.1 All drivers of State Vehicles must hold a valid United States driver's license, have completed their probationary period for their driver’s license, and not hold a restricted-use license to operate vehicles. A copy of the driver’s license must be on file with University Police.

4.2.2 Drivers who do not possess a New York State driver’s license must provide University Police with a copy of their driving abstract each semester.

4.2.3 Individuals holding international driver’s licenses will not be allowed to operate vehicles.

4.2.4 All drivers must enroll in the NYS License Event Notification System (LENS) program.

4.2.5 All drivers must be at least 20 years of age or have approval from the Vice President for Administration & Finance.

4.2.6 All passengers must be employees of New York State or other authorized personnel (e.g., students).

4.3 DRIVER AND PASSENGER CONDUCT

4.3.1 All drivers must abide by the Vehicle and Traffic Laws and other appropriate laws when operating a vehicle on university business, including, but not limited to, the following:

Maintain the proper speed. If no limit is posted, drive no faster than 55 mph. Speeding ticket fines are doubled in work zones, even when the workers or work vehicles are not there.
Signal before turning or changing lanes.
Allow enough space between the driver's vehicle and other vehicles to allow room to stop safely if the other vehicle stops suddenly.
Wear seat belts

4.3.2 All drivers should ensure safe operating conditions, including, but not limited to, the following;

Assess vehicle condition to ensure safe use.
Assess road conditions and use necessary defensive driving in inclement weather.
Use of cellular phones without a hands-free cellular adapter is prohibited.
Abstain from driving if tired or on medication, or have been drinking alcoholic beverages.
Possession and/or use of alcohol, illegal drugs, or other intoxicating substances in the vehicle are strictly forbidden.
Seatbelt use by all occupants is required. The vehicle may not be operated unless everyone in the van is belted.

4.3.3 Use of any tobacco products in State vehicles is prohibited.

4.4 ACCIDENT REPORTING

4.4.1 All accidents involving University Employees driving a State Vehicle on University business must be reported to the appropriate police agency, University Police, Facilities Office (located in the Service Complex), Environmental Health and Safety Officer and the Internal Control Risk Management Coordinator. The driver of the vehicle is responsible for providing copies of police accident reports and filing a NYS MV104 Report with the Facilities department. See section 7.0 for reporting motor vehicle accident procedures.

4.5 INSURANCE AND LIABILITY PROTECTION

4.5.1 In general, university employees using state vehicles, on university business, within the scope of their responsibilities, will be covered by the state policy, unless negligence is proven.

5.0 Definitions

University Employee: All employees of the University, excluding employees of University-Affiliated Organizations. May include students as long as they are paid by the University.

Official University Business: University business is any activity directly related to an employee’s job responsibilities and/or furthers the mission and operations of the university. University Business does not include any events initiated by student clubs, student organizations (like Fraternities or Sororities), the Student Association, or University-Affiliated Organizations conducting their own business.

LENS: An automated reporting system that allows the university to receive notifications of certain items that are posted to the driver's license record of the participants.

State Vehicle: A vehicle that is owned by the State of New York.

University-Affiliated Organizations: College Auxiliary Services, Plattsburgh Alumni Association, Plattsburgh College Foundation, Research Foundation for the State University of New York, and SUNY Plattsburgh Childcare Center.

6.0 Responsibilities

Employee Drivers: Follow the Fleet Management Policy, including the standards for vehicle usage, driver/passenger requirements, conduct, and, when applicable, follow accident reporting procedures.

Facilities Office: Responsible for managing all aspects of the fleet, including vehicle maintenance and administering procedures for fleet usage. Responsible for ensuring that fleet vehicles are being used only by University Employees and are being utilized for legitimate university business.

Internal Control and Risk Management Coordinator: Responsible for reviewing accident documentation and reporting those accidents that meet the criteria to the State Accident Review Board.

University Police: Responsible for conducting LENS clearance.

7.0 Procedures

Reporting a Motor Vehicle Accident Involving a State-Owned Vehicle:

When a motor vehicle accident occurs involving a State Fleet vehicle, the incident must be reported. The following must be collected and submitted to the Internal Control Risk Management Coordinator:

MV104
Photographs of all property damage
Any Police Incident Reports or Uniform Traffic Tickets if applicable
Estimates/quotes for all property damage

All vehicle or equipment accidents meeting any of the following criteria must be reported if any of the following criteria are met:

Incident involving a fatality;
Incident that has had or will have a significant negative impact on New York State’s insurance premiums and/or insurance coverages;
An instance in which the New York State operator has accumulated two 2 or more moving accidents (i.e., vehicle in motion) within a 24-month period;
Incident(s) in which a New York State vehicle(s) is deemed to be a “total loss” where frequency and/or cost appear to be factors;
Incident resulting in $5,000 or more in property damage;
Incident resulting in $10,000 or more in bodily injury damages;
Incident raising questions or concerns about State fleet policy or procedure from a state risk management perspective;
An incident that is a legal violation that is reported through the Department of Motor Vehicles' LENS Program.

If applicable, the Risk Management Coordinator will collect the required documentation and submit within 30 days from the date of the motor vehicle accident to Fleet Management at NYS Office of General Services.

8.0 Forms

9.0 Appendix

NYS Office of General Services Fleet Management

Related Policies:

10.0 Distribution and Training

Method	Date
Campus Handbook	7/6/23
Faculty/Staff Digest	11/25/25
Student Digest	N/A
Other	N/A

Method

Date

Campus Handbook

7/6/23

Faculty/Staff Digest

11/25/25

Student Digest

N/A

Other

N/A

There are no specific trainings identified with this policy.

Fleet Management Policy

Policy Information