All state vehicle and golf cart purchases follow this process:

1. Department representative submits a Workday requisition
2. VRS responds to department representative with a follow-up questionnaire
3. VRS reviews the questionnaire response
   1. VRS approves or denies the request based on questionnaire responses
      1. If request is approved, VRS notifies Purchasing and Purchasing creates a purchase order
      2. If the request is denied, the department can resubmit a request that includes an approved vehicle
4. VRS schedules delivery of the approved vehicle with the supplier
5. VRS conducts an intake inspection
6. Once the vehicle passes inspection, VRS emails documents to Purchasing.
7. The requesting department pays for the vehicle upon delivery and uploads the supplier invoice to Workday
8. Workday notifies Property Control so the purchase can be properly inventoried
9. VRS registers the vehicle at the DMV or creates a license plate for golf carts
10. VRS forwards invoice documents, vehicle photos, and license plate information to Risk Management and Safety (RMS) and the vehicle is added to the State Insurance
11. VRS contacts the department for vehicle pickup

Each department that owns, leases, or operates vehicles or carts must:

• Designate a Department Vehicle Coordinator (DVC) as the primary point of contact
• Maintain all vehicle records for the life of each vehicle
• Implement a preventative maintenance program
• Schedule and complete annual state safety inspections
• Plan for vehicle replacement after 7 years or high mileage
• Use approved fueling/charging facilities
• Coordinate vehicle surplus or transfer with Property Control

Authorized drivers must:

• Hold a valid U.S. driver’s license
• Maintain a satisfactory Motor Vehicle Record (reviewed annually)
• Complete Risk Management-approved safety training
• Conduct daily pre-use inspections (fluids, tires, lights, gauges, visible damage)
• Comply with all UNLV parking rules
• Refrain from mobile phone or electronic device use while driving

Departments must:

• Follow manufacturer-recommended maintenance schedules
• Perform maintenance at least annually, six months if driven frequently
• Document all inspections, maintenance, and repairs
• Remove unsafe vehicles from service until repaired

Drivers must:

• Report unsafe conditions immediately to the DVC
• Ensure basic day-to-day vehicle care (fluids, tires, lights, visibility)

In the event of an accident:

• Contact University Police immediately
• Notify Risk Management
• Submit a Vehicle Damage/Accident Report
• Notify Parking & Transportation Services within 24 hours
• Cooperate with all investigations

• Carts must be operated according to Risk Management Services standards
• Vehicles may not block sidewalks, ramps, or ADA access
• Rental vehicles must follow UNLV Travel Policy and include proper insurance
• Personal vehicles used for business must carry personal insurance
• UNLV is not responsible for fuel or repairs for personal vehicles
• Take-home vehicles must meet IRS reporting requirements

Departments are responsible for:

• Fuel and charging costs
• Maintenance and repair expenses
• Insurance costs
• Replacement planning
• Compliance-related expenses

Departments must:

• Retain all vehicle documentation for the life of the vehicle
• Make records available for audit by Parking & Transportation Services
• Address any compliance issues identified during audits