Current through all regulations passed and filed through September 16, 2024
(A) Policy statement
The university of Toledo athletic department will enter into
agreements with auto dealerships in the Toledo area to supply courtesy cars to
university athletic department, coaches and staff. In exchange for the courtesy
car the university will provide admission to sporting events and
acknowledgement in the athletic program. The number of tickets and program
acknowledgments will be determined on a case by case basis.
(B) Purpose of policy
The athletics department will enter into an agreement with the
courtesy car dealer concerning the conditions upon which vehicles will be
provided to select staff members and coaches. Staff members and coaches will
provide documentation of use, change of vehicle, insurance, and
maintenance/damages as a condition of participation in the courtesy car
program.
(C) Procedures
(1) Courtesy car agreement/barter transaction
receipt
(a)
Upon
entering the car program, a courtesy
car agreement must be completed, agreed upon and signed by the director of
athletics or his designee and the dealer representative.
(b) Taxes on the
courtesy cars are calculated by payroll based upon the personal use of the vehicle. Staff members will send
personal/business use mileage to our business office on a monthly basis which
will then be forwarded onto payroll for personal use to be treated as income
and taxes calculated accordingly.
(2) Courtesy vehicle information/change of
vehicle information form
(a) The courtesy
vehicle information/change of vehicle information form must be completed and a
copy sent to the risk management office along with a copy of the employee's
insurance information.
(b) Every
time a new vehicle is obtained, a new courtesy car information/change of
information form must be completed and returned to the business office. Undated
insurance documentation must be forwarded to the office of risk
management.
(3)
Insurance
(a) Unless notified in writing by
the dealer, participating staff members and coaches are required to carry full
coverage insurance on courtesy vehicles.
(b) Insurance information must be kept
current in the office of risk management.
(c) Proof of insurance must be provided with
the courtesy vehicle information form. The vehicle identification number of the
vehicle must be on the insurance information as well as the dates of the
policy.
(d) When the policy is
renewed, the new insurance card or other proof of insurance must be forwarded
to the business office. Photocopies of wallet insurance cards are acceptable,
as long as they display the vehicle identification number of the vehicle and
dates of the policy, and coverage information.
(4) Vehicle restrictions
(a) Staff members and coaches should consult
with their dealer as to how long they will drive the car, as every dealer will
operate differently.
(b) The
athletic department employee receiving the courtesy car is to be the only
person driving the vehicle.
(d) The
primary use of the vehicle should be for business and commuting to and from
work.
(e) Vehicles are not to be
used for towing purposes of any kind.
(f) Pets are not to be transported in the
courtesy vehicle.
(5)
Maintenance/damages:
(a) Each dealer has a
different policy on maintenance (oil changes, etc). It is the responsibility of
the staff member or coach to obtain a copy of the dealer's policy on
maintenance and adhere to the dealer's policy. The staff and coaches are
responsible for any damages or misuse to their vehicle.
(b) In the event of an accident (or damage),
the dealer should be immediately notified before taking the vehicle to another
service provider.
(c) The
deputy director of athletics and/or the deputy director
of athletic's representative should also be immediately notified
of any damages/accidents and all arrangements to repair the vehicle should be
coordinated through the dealership.
(d) The university of Toledo will not be held
liable for damages or misuse of a courtesy car by staff or coaches.
(D) Related
form
(1) University of Toledo courtesy car
agreement
(2) University of Toledo
department of intercollegiate athletics courtesy vehicle information/change of
information form
