TEXAS AGRILIFE EXTENSION SERVICE PROCEDURES

To comply with the provisions of the applicable civil statutes of the State of Texas, the Texas AgriLife Extension Service (Extension) has adopted the State of Texas Vehicle Use Report.

2.01 Administrative heads should:

A. Assign each Extension-owned vehicle and each state vehicle leased from the motor pool to an employee. This employee normally should be the principal operator of the vehicle, and should be required to report vehicle use as explained below.

B. Obtain State of Texas Vehicle Use Reports from the Texas A&M University Purchasing and Stores Department as needed.

C. Retain State of Texas Vehicle Use Reports for Extension-owned vehicles for a period of five years. Since State of Texas Vehicle Use Reports are subject to audit, it is recommended that they be filed separately for each vehicle in chronological order.

D. When the vehicle is leased from the motor pool, submit the State of Texas Vehicle Use Report to the Transportation Center at College Station, unless otherwise designated, when all pages are filled or when the vehicle is returned to the motor pool, whichever comes first.

2.02 The employee assigned as operator should keep a State of Texas Vehicle Use Report in the vehicle at all times. Fill out the pages of the State of Texas Vehicle Use Report as instructed in the report book and in paragraph 2.03; then, submit or retain the State of Texas Vehicle Use Report in accordance with paragraph 2.01C.

2.03 Instructions

A. Maintain a separate report for each vehicle.

B. Identify each vehicle as indicated on the State of Texas Vehicle Use Report.

C. Record readings and daily mileage in tenths of miles.

D. Record all gasoline and oil purchased.

E. Enter the purpose of use for each trip. Terms such as "General Use," "On-Station Use," or "On-Campus Use" may be used when applicable. Other purposes for use should be more specific, to include name of towns, cities or other destinations.