State Vehicles – Acceptable Use

Policy Information
Policy TitleState Vehicles – Acceptable Use
Responsible OfficeDirector of Procurement
Policy TypeBusiness Affairs
Policy Number211
Last Revision Date10/9/2023


To provide guidance concerning acceptable use for State employees and SUNY Students while driving state-owned vehicles on SUNY business or for other campus-authorized purposes.

  1. The use of state vehicles is restricted to official business activities involving the direct duties of the state employee
  2. Drivers must be designated faculty and staff and holders of a valid driver's license; drivers must be at least 18 years of age
  3. Drivers must adhere to all traffic laws and operate the vehicle in a safe manner
  4. Driver assumes all responsibility for any and all fines and traffic violations associated with his/her use of the state vehicle (moving or parking violations).
  5. Do not drive under the influence of drugs or alcohol. Smoking is prohibited in state-owned vehicles.
  6. Vehicles may not carry more passengers than the vehicle is designated to carry.
  7. Always use seat belts and require all occupants to do likewise in accordance to state laws.
  8. Do not permit unauthorized individuals to drive vehicles.
  9. Do not transport passengers who are not on official University business (i.e., family members or friends).
  10. It is the department's responsibility to maintain current state inspection and arrange for all preventive and mechanical repairs.
  11. Vehicles must be maintained in a clean and operable condition.
  12. All accidents, regardless of amount of damage, shall be reported to University Police and driver must complete the required accident report with 24 hours.  Driver of the state vehicle must also complete and sign a MV-104 and submith to
  13. Personal belongings left in University vehicles will be turned over to University Police. The University will not be responsible for loss or damage to personal property left in unattended vehicles.
  14. Remove key from unattended vehicle, lock all vehicle doors and return key to designated area/staff.
  15. Vehicles are not to be left idling.
  16. The University bears no liability for use of personal vehicles.
  17. Vehicles rented from state contract or in the name of the University are considered state vehicle subject to this policy.
  18. Noncompliance with this policy will result in the loss of University driving privileges.
  19. Members of the University community should remember that their behavior reflects upon the University. Travelers in state vehicles are expected to exercise responsible, adult judgment regarding their conduct.