Download:

Policy on University vehicles and related vehicle expenses [.pdf]

New Vehicle Acquisition Form [.pdf]

Used Vehicle Acquisition Form [.pdf]

Encompassing

Vehicle Acquisition, Vehicle Disposal, Fuel Purchases, Repair and Maintenance, Insurance & Accident Claims, and Personal Tax Benefits

Policy

Purpose

To establish a detailed Procurement Policy and Procedures relating to "University Vehicles and Fuel/Maintenance Credit Cards."

Scope

This policy applies to all University Vehicle acquisitions (purchased or leased), vehicle sales or disposal, and Fuel/Maintenance Credit Cards chargeable to any funds administered by the University.

Definitions

University Vehicle: Any on-road or off-road vehicle purchased or leased in the name of the University through funds administered by the University that, in accordance with the laws of the Province of Quebec, requires it be registered through the Société de L'assurance Automobile du Québec, and any vehicle which meets the same criteria but is situated outside of Quebec.

Non-Dedicated Vehicle: A vehicle which is assigned to a department/unit for use by any employee of McGill University (herein referred to as Employee) to fulfil his/her duties.

Private Vehicle: A vehicle which is dedicated for individual use only.

Vehicle Operator (herein referred to as the Operator): Authorized person driving/operating the University Vehicle.

Fleet Management Coordinator (herein referred to as the FMC): University Procurement Services or a Fleet Management Firm selected by Procurement Services through a formal competitive bid process contracted to render services related to acquisition (purchase or lease) and disposal of vehicles.

Fleet Services Firm (herein referred to as the FSF): A Fleet Management Firm selected by Procurement Services through a formal competitive bid process contracted to render administrative services related to the purchase of fuel and maintenance requirements.

Fuel/Maintenance Credit Card: A credit card issued by the FSF for a given vehicle for purchases of fuel and maintenance requirements from major service centres as part of the FSF's national account in Canada and the United States.

Fleet Coordinator: The University Employee designated to coordinate the day-to-day activities relating to University Vehicle(s) within a specified department/unit.

Responsibilities

University Procurement Services:

• Development of vehicle management policy and procedures;
• Monitoring policy conformance;
• Selection of the FMC and FSF through a formal competitive bid process;
• Coordination of procurement and disposal of vehicles;
• Development of fuel/maintenance management program;
• Assessment of the program for continuous improvement.

Fleet Coordinators:

• Administration of vehicles on a day-to-day basis;
• Coordination of lease contracts;
• Audit of invoices (purchase, rental, disposal, fuel and maintenance);
• Short term lease arrangements;
• Liaison between Operator and the FMC and/or FSF;
• Renewal of registrations and licence plates;
• Preparation of list of authorized Operators;
• Tracing traffic infractions.

Risk Management and Insurance Department (herein referred to as the Risk Management Department):

• Development of insurance policy and procedures applicable to University Vehicles;
• Monitoring the application of the University Automobile Insurance Policy and Procedures throughout the University;
• Selection of an insurance carrier;
• Coordination of accident claims.

Accounting Department:

• Calculation and reporting of taxable benefits.

University Secretariat/Instructional Communications Centre:

• Establishing the standards relating to the University Wordmark and Insignia.

Pertinent contacts

Procurement Services: Anna Gentile, 398-1720
Risk Management and Insurance Department: Ellen Kingsley, 398-6251
Accounting Department: Mavis Smith, 398-1065

Approval process

Prior to purchase or lease of any vehicles and/or prior to obtaining any related Fuel/Maintenance Credit Card(s), written approval is required from the Dean or Director of the area concerned, and the Vice-Principal to whom the area reports.

Note:

1. When a vehicle purchase or lease is requested for use by a Vice-Principal, the written approval of the Principal is required.
2. When a vehicle purchase or lease is requested for use by the Principal, the written approval of the Chair of the Board of Governors is required.