Internal Vehicle & Mileage Log Procedures

Please remember that using a USU vehicle is a privilege. Vehicles are to be used strictly for university business and not for personal use. Treat each vehicle with care and respect to help maintain it for future users.

Driver’s Responsibilities

Prior to requesting use

  1. 1. Maintain a valid driver's license at all times.
  2. 2. Complete the Defensive Driving training through the USU Learn Blue System.
  3. 3. Once the Defensive Driving training is completed, a USU Driver Fuel PIN will need to obtained
    1. Contact Tammi Godfrey with your Banner ID #, Full Name, and your preferred 6-digit fuel PIN.
    2. Email: tammi.godfrey@usu.edu | Phone: 435-797-3148

How to reserve vehicle

  1. Check the Vehicle/s shared calendar through outlook for availability. If you don’t have access to it, please reach out to Paula or Rebekah.
  2. Email Paula Reese (Dean’s office vehicle) or Rebekah Pratt (VCLS Department vehicle) to reserve vehicle.

At time of use

  1. Check out the vehicle keys, odometer slip, and begin your mileage log by meeting with Paula(Dean’s office vehicle) or Rebekah (VCLS Department vehicle) before departure.
  2. Before leaving, write down starting odometer on odometer slip. (Take a picture if needed)
  3. Upon return, write down ending odometer on odometer slip. (Take a picture if needed)
  4. After returning the vehicle, fuel to the vehicle to fuel and conduct a quick inspection of both the interior and exterior to ensure no damage has occurred. (If you notice any damage or issues, report it immediately to Paula or Rebekah and include a photo of the concern). Make sure the interior is clean.
  5. Return keys and odometer slip to Paula/Rebekah.

Mileage Logs

Every CVM vehicle has a mileage log. Paula and Rebekah are maintaining and updating the mileage logs.

Please provide the following information to Paula or Rebekah at time of check out:

  • Date Out
  • Beginning Odometer (take picture and send to Paula/Rebekah)
  • Starting Location (include address)
  • Date In
  • Ending Odometer (upon return)(take picture and send to Paula/Rebekah)
  • Destination Location (include address)
  • Driver’s First/Last Name and A#
  • Purpose of Trip (list TA# if applicable)
  • Index # (if traveling outside of Cache County)

Example Dean's Office Milelage Log

Start End/Stop Trip Information BSC Use Only
Date Out Beginning Odometer Starting Location (Include Street Address) Date In Ending Odometer Destination Location (Include Street Address) Driver First/Last Name, A# Purpose of Trip (List TA# if applicable) Index # Total Distance Traveled Check Index Department Head Approval
10/13/2025 75,000 5605 Old Main Hil, Logan, UT 10/13/2025 75,008 USU South Farm, 3561-3799 S 2400 W Logan, UT Paula Reese, A00926471 Meeting with Professor A12345      
10/20/2025 75,008 5605 Old Main Hil, Logan, UT 10/20/2025 75,180 SLC Airport, 3920 W Terminal Dr, SLC, UT Paula Reese, A00926471 Conference TA12345 A12345      

Additional Notes

  • Detailed mileage logs require a descriptive business purpose (or approved TA) for each trip.
  • Odometer readings will be reviewed for accuracy.
  • Mileage logs must be completed the day of travel.
  • Department Heads/Unit Directors will approve all mileage data.

Business Services Billing and Reconciliation

  • Indexes will be checked to ensure funding is available.
  • Mileage logs will be checked against TA/TR’s.
  • Mileage is then billed out to indexes (if applicable).
Utah State University Policy 5312: Vehicle Use Policy