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Use of State Vehicles (Overnight Use and Vehicle Assignment)

    • Last Updated: 05/27/2016
    • Effective Date:

    Policy Statement
    The University of Georgia is required by the Board of Regents of the University System of Georgia and state and federal regulations to inventory and track moveable assets.  Assets are acquired from a variety of sources and must be used for institutional purposes.
    Reason for policy
    This policy shows how to track property owned by or in the possession of UGA and to comply with state and federal guidelines for use of property.
    Procedures

    The Georgia Department of Administrative Services Fleet Management Office controls vehicle assignment and overnight vehicle use.

    Vehicle assignment and overnight use of a state vehicle requires the completion of Motor Vehicle Assignment and Use Authorization Form.  If approved, a copy of the approval must be forwarded to Property Control for record keeping purposes.

    Forms/Instructions

    All Property Control Forms can be found at the following site: http://www.busfin.uga.edu/forms/

    The Department of Administrative Services Fleet Management Office MV1 Form can be found here:

    http://doas.ga.gov/searchcenter/Pages/results.aspx?k=doas%20mv1%20form
    Additional contacts

    Property Control Office, 706-542-4390, property@uga.edu

    Responsibilities

    Responsible University Senior Administrator:Vice President for Finance & Administration

    Responsible University Administrator: Associate Vice President & Controller

    Policy Owner:UGA Property Control

    Policy Contact:Craig Mathews

    Phone Number: 706-542-4390

    Record Retention

    For all assets all documentation should be retained for 5 years after disposition of equipment. [0472-01-005]