company vehicle assignment form

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• Vehicle Assignment

Vehicle Assignment Templates

Are you in need of a vehicle assignment for personal or professional purposes? Look no further! Our comprehensive collection of vehicle assignment forms and resources has got you covered. These documents ensure a smooth and efficient process when it comes to assigning vehicles for long-term or temporary use. Whether you're in Montana, Nevada, North Carolina, Oklahoma, or any other state , we have the appropriate forms tailored to meet your specific requirements.

Our vehicle assignment forms, also known as assigned vehicle documents, provide a clear and concise way to request a vehicle assignment. By filling out these forms, you can officially request the use of a vehicle for a variety of purposes, such as work-related travel, temporary assignments , or judicial department use. Our forms adhere to state-specific guidelines and regulations, ensuring accuracy and compliance with local laws.

At Templateroller.com, we understand the importance of proper documentation, which is why we have meticulously curated this comprehensive collection of vehicle assignment forms. These forms not only make the process easier but also provide a record of the agreement between the vehicle assignee and the assigning authority.

Whether you're an individual or an organization, our vehicle assignment forms are designed to cater to your specific needs. By utilizing our forms, you can streamline the vehicle assignment process and ensure that all necessary information is accurately recorded. Our user-friendly interface makes it easy to navigate through the collection, locate the appropriate form, and fill it out quickly and efficiently.

So, why waste time searching for the right vehicle assignment form when you can find everything you need in one place? Browse through our extensive collection of vehicle assignment documents today and experience the convenience and efficiency of our services. Simplify the vehicle assignment process and get on the road faster with our reliable and comprehensive vehicle assignment forms.

• Form number

Request for Vehicle Assignment - Montana

This Form is used for requesting a vehicle assignment in Montana.

Form MP-5 Request for Long Term Assigned Vehicle - Nevada

Form tdmv111 voided assignment letter - new hampshire.

This document is a voided assignment letter for the state of New Hampshire. It is used to nullify a previous assignment of ownership for a vehicle.

Form OP-120401 Attachment L Fleet Vehicle Assignment/Reassignment/Surplus Form - Oklahoma

This form is used for fleet vehicle assignment, reassignment, and surplus in Oklahoma.

Form MV2 Request for Personal Assignment and/or Home Storage of State-Owned Vehicle - Louisiana

This form is used for requesting personal assignment or home storage of a state-owned vehicle in Louisiana.

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Company Vehicle Policy

A company vehicle policy, or company vehicle use agreement, establishes which employees are eligible for a company fleet vehicle. It also outlines the requirements for qualifying for a company car, basic rules employees must follow when using company vehicles, and disciplinary action for misusing vehicles.

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Downloadable Company Vehicle Policy

Download this free company vehicle policy template and tailor it to your company's needs. Instant download, no email required.

Company Vehicle Policy Template

1. driver policy overview..

The [company name] company vehicle policy gives employees guidelines for obtaining, qualifying for, and using a company vehicle. A “company vehicle” is any vehicle [company name] assigns to employees. This policy applies to all employees who use a company vehicle, and applies during and outside of working hours.

2. Qualifying for a company vehicle.

Employees may qualify for a company vehicle if they drive [number] miles or more per year for work purposes, need a company vehicle for their daily work, or are supposed to receive the use of a vehicle as a benefit.

If you have not been assigned a company vehicle and believe you need one, contact HR.

To be eligible for a company vehicle, employees must complete a form and submit a copy of their driver’s license. Employees are only allowed to drive a company car if they have a valid driver’s license and a clean driving record for at least [X years] .

A clean driving record means the employee has not been held at fault for a car accident or arrested on charges of violating vehicle and traffic laws. [Company name] can assign and revoke access to company vehicles at its discretion.

3. Company vehicles for employees with disabilities.

[Company Name] will make reasonable accommodations to facilitate company vehicle use for eligible employees with disabilities.

4. Personal use.

[Company name] [does not allow/on a case-by-case basis allows] personal use of company vehicles. Personal use includes using the vehicle for personal errands between business activities, to commute between the workplace and home, or using the vehicle outside of business hours. [All work safety rules continue to apply when a company vehicle is used for personal purposes.]

5. Company driver rules.

• Obey traffic laws in your jurisdiction and be courteous toward other drivers.
• Document driving expenses.
• Monitor gas, tire pressure, and fluid levels.
• Report any damage or problems to your assigned vehicle immediately.
• Report changes to your driver privileges, such as driver’s license suspension, immediately.
• Always lock company cars.
• Bring vehicle to scheduled maintenance appointments.
• Do not drive while intoxicated, fatigued, or on medication that affects your driving ability.
• Do not smoke in any company vehicle.
• Do not lease, sell, or lend a company vehicle.
• Do not use a phone or text while driving.
• Do not allow unauthorized drivers to use a company vehicle unless required by an emergency.

Employees who violate company vehicle rules are subject to disciplinary actions which may include verbal and written warnings , suspension of vehicle privileges, termination and legal action.

6. Accident procedures.

In case of an accident, contact the HR department immediately. They will contact the insurance provider. Follow legal guidelines for exchanging information with other drivers and report the accident to local police if required. Do not guarantee a payment or accept responsibility without company authorization.

7. The company's responsibilities.

• Ensuring vehicles are safe before assigning them.
• Scheduling regular maintenance.
• Providing car insurance.
• Retiring and replacing cars as needed.

8. What the company is not responsible for.

• Paying fines that employees receive while driving company vehicles they are responsible for.
• Posting bail for employees who are arrested while driving cars from the company fleet.

How to Calculate Company Vehicle Personal Use:

When an employee uses a company vehicle for personal use it is considered a taxable fringe benefit. Personal use includes commuting to or from work, running errands, or allowing a spouse or family member to use the vehicle.

There are several ways to calculate personal use:

General valuation – This refers to the price the employee would pay to lease the vehicle for the same length of time in the same geographic location.

Annual lease valuation – Determine the fair market value of the vehicle by multiplying the annual lease value by the percentage of miles driven for personal use.

Cents-per-mile rule – Multiply the number of personal miles driven by the standard mileage rate of 67 cents per mile (as of 2024).

Commuting valuation – Determine the value of a vehicle by multiplying each one-way commute by $1.50.

For more information, refer to the IRS Employer's Tax Guide to Fringe Benefits .

More Policies:

• Bereavement Leave Policy .
• Cell Phone Policy .
• Company Credit Card Policy .
• Company Travel Policy .
• Conflict of Interest Policy .
• Cyber Security Policy .
• Dress Code Policy .
• Paid Time Off Policy .
• Social Media Policy .
• Telecommuting Policy .
• Overtime Policy .
• Attendance Policy .
• Expense Reimbursement Policy .
• Sexual Harassment Policy .
• Remote Work Policy .

Company Travel Policy

What is a vehicle policy?

A company vehicle policy , also known as a company vehicle use agreement, determines which employees are eligible for a company fleet vehicle. It also includes requirements for qualifying for a company vehicle, basic rules employees need to comply with when using company vehicles, and disciplinary action for misusing vehicles.

Who pays when an employee gets a ticket in a company car?

Companies are responsible for tickets if they are issued against the vehicle. If they are issued to an employee, that employee is responsible for paying.

Can anyone drive a company car?

No, employees need to meet certain criteria to qualify for a company vehicle. For instance, they need a valid driver’s license and a clean driving record for a certain amount of time, to start with.

Can employees use company vehicles for personal means?

Allowing employees personal use of a company vehicle is a liability for companies, but it's also a perk that helps attract and retain employees. Companies should state in their vehicle policy whether personal use is allowed, and that company safety rules continue to apply during personal use time.

What is a company driver safety policy?

A driver safety policy outlines specific rules for people using cars owned by a company or organization. These often mandate regular maintenance on the vehicles, the use of seatbelts, and ban the use of cell phones, alcohol, and medications that impair driving ability.

Can I write off my car as a business expense?

According to the IRS, if you use a vehicle for business purposes only, you may deduct its entire cost of operation, subject to limits. If you use the car for both business and personal purposes, you can only deduct the cost of its business use.

Related Articles:

Employee evaluation, employee information form, cell phone policy, employee handbook, code of ethics.

Vehicle Assignment

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Use of Company Vehicles Policy

[Company Name] provides vehicles for employees to use while performing company-designated business according to the guidelines below. The company retains the right to amend or terminate this policy at any time.

Employees may not drive any business vehicles without prior approval of their supervisor. Prior to approving a driver and periodically thereafter, the human resources department must check the employee's driving record. Employees approved to drive on company business are required to inform their supervisor of any changes that may affect either their legal or physical ability to drive or their continued insurability.

Employees holding jobs requiring regular driving for business as an essential job function must, as a condition of employment, be able to meet the driver approval standards of this policy at all times.

If possible, company vehicles will be permanently assigned to departments that have demonstrated a continued need for them. Additional vehicles are maintained in a motor pool for use by individual employees, as needed.

Employees who need transportation in the course of their normal work may be assigned a company vehicle for their use. All other employees needing transportation for company business may use vehicles assigned to their department or those drawn from the motor pool. As a last alternative, when no company vehicles are available, employees may use their own vehicles for business purposes with prior approval of their supervisor.

Employees who drive a vehicle on company business must, in addition to meeting the approval requirements above, exercise due diligence to drive safely and to maintain the security of the vehicle and its contents. Th use of cell phones (including texting) while behind the wheel of a moving vehicle being used on company business is strictly prohibited. Employees are responsible for any driving infractions or fines as a result of their driving.

Nonemployees and nonbusiness passengers (i.e., family and friends) are prohibited from riding in company vehicles.

Employees must report any accident, theft or malicious damage involving a company vehicle to their supervisor and the human resources department, regardless of the extent of damage or lack of injuries. Such reports must be made as soon as possible but no later than 48 hours after the incident. Employees are expected to cooperate fully with authorities in the event of an accident. However, employees should make no voluntary statement other than in reply to questions of investigating officers.

Employees who are on call on a 24-hour basis may be allowed to take a company vehicle home so they can respond to business needs as soon as possible. Such employees must provide a written acknowledgment that they fully understand that the vehicle is used only as part of emergency response and is not for personal use.

Employees are not permitted, under any circumstances, to operate a company vehicle or a personal vehicle for company business when any physical or mental impairment causes the employee to be unable to drive safely. Additionally, employees shall not operate any company vehicle at any time or operate any personal vehicle while on company business while using or consuming alcohol, illegal drugs or prescription medications that may affect their ability to drive.

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   Company Vehicle Usage Agreement

Create your own printable contract — FREE!

Formatted and ready to use with Microsoft Word, Google Docs, or any other word processor that can open the .DOC file format.

Company Vehicle Usage Agreement

_______________________ (hereafter "Employer") and _______________________ (hereafter "Employee") hereby agree to the following:

Beginning {date} , the Employee will have sole and ongoing access to {Company Car} (hereafter "the Vehicle"), a {year, make, and model} .

The Employee will be permitted to drive the Vehicle for work purposes, including overnight travel, provided that {he/she} meets the following restrictions and requirements:

• The Employee must have {certification} for this class of vehicle and a valid {state} -issued driver's license
• The Employee must have an approved driving record with less than {number} traffic incidents and less than {number} tickets
• The Employee must have a direct supervisor's permission to operate the Vehicle

The Employee will obey all traffic laws at all times while operating the Vehicle.

The Employee will not allow anyone else to operate the Vehicle. The Employee may carry up to {number} passengers in the Vehicle.

The Employee will be permitted to take the Vehicle home overnight only when on-call for work that night.

The Employee will inspect the Vehicle before every use and make written note of any cosmetic or functional issues. Any issues must be reported to the Employer within {time frame} . Lost keys must be reported to the Employer within {time frame} .

In the event of a collision or damage to the Vehicle, the Employee must log the following information before filing the report with the Employer: {Report information} .

The Employee will {submit a driver's log and gas receipts for reimbursement/pay for gas} .

The Employee will park the Vehicle in spot {number} while on company property. The Employee will always secure and lock the Vehicle upon exiting.

The Employee {may/may not} smoke in the vehicle. The Employee {may/may not} eat in the vehicle.

The Employee is responsible for keeping the interior clean and well-maintained. The Employer is responsible for all maintenance and repair, except that which falls under the category of Employee misuse or illegal activities.

In the event that the Employee leaves {his/her} position for any reason, including temporary leave, the Vehicle-along with all driving logs, reimbursement receipts, and keys-must be returned to the Employer within {time frame} of the Employee's exit.

In witness to their agreement to the terms of this contract, the parties affix their signatures below:

_____________________________________ (Employer signature and date)

_____________________________________ (Employee signature and date)

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Company Vehicle Policy Template

Crafting a robust company vehicle policy.

View the key components of a Company Vehicle Policy

In an era where efficient resource management is key to business success, implementing a well-structured Company Vehicle Policy is vital for business owners.

This policy not only ensures the responsible use of company vehicles but also plays a pivotal role in maintaining safety standards, adhering to legal compliances, and fostering a culture of accountability.

It's an indispensable company policy for businesses relying on company vehicles for day-to-day operations.

What is a Company Vehicle Policy?

A Company Vehicle Policy is a comprehensive document that lays out the rules and guidelines for using, maintaining, and managing company-owned vehicles. Far more than just a set of rules, it is a comprehensive code of conduct that sets expectations for how employees should use these assets in line with the company’s operational goals and standards.

A sound Company Vehicle Policy is a crucial element for mitigating risks, ensuring legal and regulatory compliance, and maintaining clear communication between the company and its employees.

Key Elements of a Company Vehicle Policy

• Eligibility and Usage Guidelines - Who can use company vehicles, for what purposes, and under what conditions.
• Safety and Compliance Standards - Safety protocols, adherence to traffic laws, and compliance with insurance requirements.
• Maintenance and Reporting Procedures - Guidelines for vehicle maintenance, reporting of accidents, and handling of mechanical issues.
• Fuel and Expense Management - Policies for fuel usage, reimbursement for travel expenses, and record-keeping.
• Disciplinary Actions for Non-compliance - Clear consequences for policy violations to ensure adherence and accountability.

Other Documents Related to a Company Vehicle Policy

When drafting a Company Vehicle Policy, it’s helpful to also consider related documents such as:

• Employee Handbook - Integrating the vehicle policy into the broader set of company policies.
• Insurance Documents - Outlining coverage details and insurance procedures.
• Accident Report Forms - Standardized forms for reporting vehicle incidents.
• Vehicle Maintenance Logs - For tracking and scheduling vehicle maintenance.

Why Use Business in a Box for Your Company Vehicle Policy?

For over two decades, Business in a Box has been the go-to resource for business owners seeking reliable and professionally crafted legal and business templates. Over the last 20 years, we’ve served millions of entrepreneurs, business owners, CEOs, and managers, in over 190 countries and territories worldwide.

Our extensive library features over 3,000 business and legal documents, and has been developed through a collaboration with industry experts and lawyers.

When you choose Business in a Box, you gain access to:

• Professionally Drafted Templates - Developed by experts, ensuring your policy is comprehensive and compliant.
• Customizable Documents - Tailor your Company Vehicle Policy to fit your specific business needs and legal requirements.
• Ease of Use - Simplify the process of policy creation, saving time and resources for your business.
• Comprehensive Suite of Business Documents - Access to a wide range of templates, including related policies and forms, for holistic business management.

By using Business in a Box, you can efficiently develop a Company Vehicle Policy that safeguards your assets, ensures employee compliance, and upholds the highest standards of operational integrity. This tool is an invaluable asset for any business owner seeking to create a clear, effective, and legally sound vehicle policy.

Updated in November 2023

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• Company Vehicle and Driver Details Form

A company vehicle and driver details form is used to collect details about company vehicles and their drivers. This form is used to keep track of the details. This can be used to keep track of the company assets, its assets, and its drivers. This form can be used for various reasons. One is to keep track of the company’s vehicles and their drivers. The drivers too can get details of the vehicles they drive, the route they are supposed to take, and the drive time. The company can manage the fleet more effectively.

To start with, the sample Company Vehicle and Driver Details Form can be customized. It can be changed to suit the requirements of the organization. The sample form can be used as a template for creating the actual form. The purpose of the sample form is to give an example of the kind of information that can be collected from the drivers. This example can then be followed when creating the actual form.

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Table of Contents

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• FREE 21+ Company Vehicle Policy Templates in PDF | MS Word | Google Docs | Pages

A lot of companies have the protocol of providing vehicles for the use of the employees of that company. When an organization has this protocol in place, there is also a policy in place along with it that outlines the details of how, when and where to use the vehicle. This policy is known as the company vehicle policy. And such policies are made with the help of company vehicle policy templates .

• Google Docs

Step 1: Determine the Provision of the Vehicle

Step 2: determine the use, step 3: driving license and income tax, step 4: the maintenance of the car, step 5: the insurance.

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• Per Diem Lookup

Vehicle Assignment/Termination

• Title: Vehicle Assignment/Termination
• Form #: GSA1152
• Current Revision Date: 12/1989
• Authority or Regulation:

Contact GSA's Fleet Management Center to obtain a copy of this form.

PDF versions of forms use Adobe Reader ™ . Download Adobe Reader ™

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.

LONG-TERM VEHICLE ASSIGNMENT REQUEST

Table of contents:, general information:.

• General Ledger Account Usage

Exhibit and Instructions:

Web-based documents:.

• Converting From Web-Based Document to PDF Document:
• Combining PDF Documents:
• Applying Digital IDs to PDFs (general instructions):

Creating a Proxy Digital ID:

• Applying Digital IDs When Document contains Multiple Signatures:

Clearing Fill-and-Print Form Fields:

• Number of Copies and Ultimate Distribution
• Where To Send Completed Forms
• Contact Information
• Cross References

The Long-Term Vehicle Assignment Request Form must be used to request a long-term assignment of a vehicle from Fleet Operations for the purpose of conducting official University Business. This form will also authorize the direct billing for that use to a specific Cost Object and general ledger account.

• A request is considered long-term if requesting a vehicle for longer than 14 days.
• Any changes, modifications, or date extensions to the original request must have a new form submitted with signature of the Budget Executive and Financial Officer.
• Fleet Operations can charge only one (1) Cost Object and general ledger account for each vehicle/assignment.
• For policies covering Fleet Operations vehicle service, refer to Policy BS20 University Vehicle Operations or Use .
• Vehicle usage logs will be maintained by the responsible person designated in the area.

General Ledger Account Usage:

See the General Ledger Accounts and Payment Decision Matrix for appropriate GL to use. Options include:

• 52780100 Travel & Conferences - In-State Travel - Allowable F&A (costs related to travel and conferences entirely within Pennsylvania
• 52780101 Travel & Conferences - In-State Travel - Unallowable F&A
• 52780500 Travel & Conferences - Penn State Inter-Campus Travel - Allowable F&A (costs related to travel and conferences occurring at any University campus, including research centers, recruitment cents, etc.)
• 52780501 Travel & Conferences - Penn State Inter-Campus Travel - Unallowable F&A

To view document exhibits click on link below:

Long-Term Vehicle Assignment Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.

Access GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Clicking the form download icon on any form instruction page on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see exceptions below), it will be necessary to convert these web-based documents to PDF documents (see Converting Web-based Documents to PDF documents section).

Converting Web-based Documents to PDF Documents:

There are two (2) options available to download forms:

Option 1 - To create a PDF for this document (and only this document):

• Click the download icon located in the upper right-hand corner of the web-page
• Select a location to save the document where you will be able to locate the document
• Open the document from the saved location

Option 2 - To change system settings to always open documents with Adobe:

• The file will appear in the bottom left-hand corner of your browser window. Click the small up arrow to the right of the file name
• Click the "Always open with system viewer" option
• The form now opens as a PDF and can be completed
• All PDF files will now open in a separate window in Adobe

Exceptions:

Combining pdf documents:.

There may be times when it is necessary to combine multiple pdf documents into a single document for submission. In those instances, complete the following steps:

• Click on the appropriate form in GURU
• Complete the fill-and-print boxes on the web-based form
• Click the printer icon located in the upper right-hand corner of the screen
• Change Destination to Microsoft Print to PDF using the drop-down arrow
• Click Print at the bottom of that panel
• Enter a file name in the box at the bottom of the pop-up window (i.e. long-term-verhicle-assignment-request-smith-mary) and be sure to select a location where you will be able to relocate the document

Repeat this process for each document that will be combined:

• Now, open one of the completed pdf documents and on the far right select combine files
• Click Add Files and select the files to be combined
• Click Combine

Applying Digital ID's on PDF's (general instructions):

NOTE: Once a digital ID has been applied to a document, it is considered an "approved" document and it is not possible to make any revisions to the form. DO NOT apply any digital IDs until the document has been completed and is ready to be approved.

This form has the Digital ID (applying an electronic signature to the document) process enabled. Complete all fill-and-print form fields before completing the signature process:

• Download the Long-Term Vehicle Assignment Request Form
• Complete all fill-and-print fields
• select your digital ID and click continue, or
• create your digital ID, select your digital ID, and click continue
• Review the information in the appearance box and click sign
• The file name will contain the name "long-term-vehicle-assignment-request-form-SIMBA" in the file name field, add a dash, Last Name-First Name (no spaces (i.e.,-smith-mary) to the end of the file name (i.e., long-term-vehicle-assignment-request-form-SIMBA-smith-mary)
• choose a location to save the file where you will be able to locate it again
• Close the form version appearing on your screen
• Open the version saved in the previous step
• Verify that the digital ID appears on the document
• Close the document

If authority has been delegated to act as a proxy for signing forms, it will be necessary to create a "proxy digital ID." The individual authorizing another to act as their proxy must provide written documentation to the individual being proxied. The individual receiving the proxied authority must retain this written documentation for the duration of the proxy.

Complete the following steps to create a proxy digital ID:

• Click in the signature form field
• Click "Configure New Digital ID" in the "Sign with a Digital ID" box
• Select "Create a New Digital ID" and click Continue
• Select "Save to File" and click Continue
• Enter "[Your name] proxy for [enter name]" in the Name field and complete the other fields (as appropriate) but the email address is required (this would be your email address) and click Continue
• Select a location to save the new Digital ID (or leave as assigned), apply a password that you will use for signing, and click Save

Applying Digital IDs When Document Contains Multiple Signatures:

The Long-Term Vehicle Assignment Request Form requires multiple signatures. Please complete the following process for obtaining those signatures:

• The initiator completes and saves the form using the naming convention defined above
• The initiator sends an email, with the above referenced document as an attachment, to the Budget Executive for initial approval
• The Budget Executive opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and the saves the document again (do not change the file name)
• The Budget Executive sends an email, with the above referenced document as an attachment, to the Financial Officer
• The Business Area Financial Officer opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and saves the document (do not change the file name)
• The Business Area Financial Officer sends an email, with the above referenced document as an attachment, to the Fleet Operations
• After the request is processed by Fleet Operations, an email will be sent to the Business Area Financial Officer and the original requester with the completed form as an attachment, indicating the request is completed

This form has the "Clear Form" Bookmarks enabled. To clear ALL form field entries:

• If left-hand column is not displayed when the document is opened, click the small arrow located at about the mid-point of the left-hand side of the screen to reveal the column
• Click "Bookmarks" (looks like a ribbon)
• Click "Clear Form"

If you encounter any difficulties with this process, contact the GURU support staff by submitting a Technical Support Form request.

Number of Copies and Ultimate Distribution:

Where to send completed forms:.

The form is to be completed and the Budget Executive and the Business Area Financial Officer must provide either their hand-written signature or provide their digital ID.

If the Budget Executive and the Business Area Financial Officer provide their digital IDs, the document containing their digital ID (see instructions above) is sent to Fleet Operations at [email protected] .

If applying hand-written signatures, the original is to be sent to Fleet Operations via U.S. mail or interoffice mail to the following address:

Fleet Operations 1 Fleet Operations Building University Park, PA 16802

Contact Information:

For questions, additional detail, or to request changes to this form, contact Fleet Operations.

Cross References:

• Policy AD35 University Archives and Records Management
• Policy BS20 University Vehicle Operations or Use
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility