Faculty & Staff

Whether the project leases or owns vehicles, the field office must have procedures for authorizing drivers, keeping vehicle logs, conducting maintenance, handling expenses, dealing with traffic violations, and allowing personal use of project vehicles. A good starting point in drafting these procedures is Section 7: Travel in the ICAP SOPs.

Unless circumstances mandate otherwise, all vehicles purchased or leased for local use by the director of the field operation and other authorized operators must be titled and registered in the name of the local University business entity (usually a limited liability company - LLC).

Insurance

The project must have comprehensive insurance coverage for all University-owned motor vehicles, in compliance with local regulations and ordinances where the vehicle will be registered and/or garaged. At a minimum, each vehicle must be insured for liabilities associated with injuries to persons and property in an amount that is reasonable and customary for the local country in which the vehicle is registered.

Only authorized persons should be permitted to use the vehicle, and then such use must be restricted to the furtherance of University business.

If a University-owned project vehicle is stolen or suffers damage in an accident, the field office must report the loss to the New York office, even if the local insurance policy may cover the loss. If the local insurance company provides compensation for the loss, these funds may not be spent without NY approval.

Note that these procedures apply only to vehicles owned by the University and not by a local entity or an individual. Vehicles owned by the local entity shall promptly report all accidents or losses to their local insurance company.

If contemplating using a personal vehicle for Columbia University work, the PI or Country/Project Director should consult the Department Administrator for guidance.