Administrative Overview

Academic Policies

Administrative Policies

Employee Policies

SUNY Plattsburgh
FLEET Management Policy

Approved by Executive Council 6/3/08 and Revised 12/10/09

This policy is effective June 15, 2008 and is expected to provide guidelines to help ensure the safety of employees and authorized volunteers and the cost-effectiveness of fleet management practices and procedures. The acquisition, assignment and use of vehicles shall be based on an analysis of all available options of securing transportation, including such alternatives as public transportation and vehicle rentals. This analysis should reflect the statewide policy objectives of using the most economical means of transportation, acquiring vehicles in a cost-effective manner, and becoming more energy efficient and environmentally aware. 


  1. All drivers must abide by the Vehicle and Traffic Laws and other appropriate laws when operating a vehicle on state business including, but not limited to the following:
    1. 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.
    2. Signal before turning or changing lanes.
    3. Allow enough space between your vehicle and the one ahead so you can stop safely if the other vehicle stops suddenly.
    4. Wear your seat belt.
    5. Do not drive if you are very tired, are on medication or have been drinking alcoholic beverages. Schedule regular stops, every 100 miles or two hours.
  1. All eligible drivers must be employees of New York State, authorized volunteers, or other authorized personnel, and have a valid United States driver’s license.
  1. All passengers must be employees of New York State, authorized volunteers, or other authorized personnel.
  1. For Student Association and Residence Hall Programming use of 12 and/or 15 passenger vans is restricted to a radius of 60 miles from the College. For travel beyond a 60 miles radius, Student Association and Residence Hall Programming must use mini vans or use a vehicle from a rental agency.
  1. The only person authorized to drive the state vehicle is the name listed on the vehicle request authorization to travel form.
  1. The college reserves the right to refuse to release a vehicle for travel purposes due to inclement weather.
  1. Smoking in State vehicles is prohibited.
  1. Driving under the influence of drugs/alcohol is prohibited.
  1. Possession and/or use of alcohol, illegal drugs or other intoxicating substances in the vehicle are strictly forbidden.
  1. Driver cannot use cellular phones of any type (including hands free) while vehicle is in motion.
11.  All accidents, involving employees and students driving a state owned/leased/rented vehicle on state business, must be reported to the appropriate police agency, University Police, and the Facilities Office (located in the Service Complex).  The driver of the vehicle is responsible for providing copies of police accident reports and filing a NYS MV104 Report with Facilities.
  1. Seatbelt use by all van occupants is required. The vehicle may not be operated unless everyone in the van is belted.
Vehicle Usage
  1. Travel in state fleet vehicles is for SUNY Plattsburgh faculty, staff, and students and for official College business only.
  1. State vehicles may be used for transporting students only for the purpose of field trips required for an instructional or research program or to intercollegiate competitions in such fields as athletics, speech, music and drama and other social, recreational, cultural and educational programs authorized by the President or his/her designee.
  1. Fleet vehicles are reserved by completing a “Vehicle Request Authorization Form” and sent to the Facilities Office prior to the scheduled travel.  If a traveler is unable to return the vehicle at the scheduled time or if a trip is cancelled, notification must be provided to the Maintenance Operations Center at extension 564-5044.  
    You can download the Vehicle Request Authorization Form at:

  2. A Vice President or designee must approve all out-of-state travel prior to the scheduled trip.
  1. All drivers of fleet vehicles must hold a valid United States drivers 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 the campus prior to the trip. In addition, each driver (faculty, staff, students or authorized volunteers) must enroll in the NYS License Event Notification System (LENS) program and have completed the campus approved van safety training program prior to the trip. 
    You can vew the newly revised 12/10/09 LENS Policy at:
  1. All drivers must be at least 20 years of age, have a valid non-probation United States driver’s license, and be an employee or authorized volunteer of the College. Employees, authorized volunteers, and students who do not possess a New York State driver’s license must provide University Police with a copy of their driving abstract each semester. Individuals holding international driver’s licenses will not be allowed to operate vehicles. Because of the limited capabilities of the campus owned GEM cars, drivers only have to be 18 years of age and hold a valid US drivers license.
  1. Student and staff drivers who are not driving a van as part of their employment with the college (not getting paid to drive), should be added to a list of authorized volunteers maintained by the college.
  1. State vehicles may be assigned to students or authorized volunteer drivers for the purpose of conducting official business of the Student Association.
  1. Drivers requesting the handicapped van must complete technical training on how to properly operate the van, before it is released for use.
  1. Drivers towing small utility or boat trailers by College fleet passenger vans must be specifically trained to do so. Only trained drivers will be approved for trailer towing, on a limited basis.
  1. Requests for exceptions to this policy must be addressed in writing to the appropriate Vice President.

Contact Information

For more information about Administrative Policies approved by Executive Council, please contact:

Sean Brian Dermody
Assistant to the Vice President for Administration
Management Services Office
Office: Kehoe 710-11
Phone: (518) 564-2539
Fax: (518) 564-2540