Intercollegiate Athletics Policy Manual

6.00 Development

6.01.1 Courtesy Car Program

Courtesy cars for the Department of Intercollegiate Athletics are provided by various car dealerships within the state.  They are for departmental staff members’ use, as designated by the Director of Athletics. Staff members are permitted to use the cars for both business and personal use; however, their primary purpose is to assist in fulfilling University job responsibilities. 

Additionally, it is vitally important that all personnel afforded this privilege be cognizant of their responsibility to maintain their assigned automobile in proper condition according to the dealer's or manufacturer's requirements.  Failure to comply with all aspects of the Courtesy Car Program and established procedures may result in the loss of program privileges.

Administration

The Director of Athletics recommends the assignment of courtesy cars to employees based on the Director’s assessment of the employee’s need and the overall benefit to the athletics program. The program is coordinated by the Senior Associate Athletics Director for Development and delegated to a staff member of the Longhorn Foundation.

Courtesy cars are generally provided to executive staff members, head coaches, assistant coaches and some administrative personnel.  Additional courtesy cars are occasionally added to the Courtesy Car Program and are distributed, as they become available.

Each recipient of a courtesy car is responsible for submitting a monthly Vehicle Use Report (See APPENDIX – Vehicle Use Report form) to the Athletics Business Manager.  The employee is responsible for acquiring license plates and required inspections. The Athletic Business Office is responsible for handling insurance coverage requirements.

Car Use Value

IRS regulations define taxable fringe benefits to include an employee's use of an employer-provided automobile (i.e., courtesy car). The employee is taxed using an equation, which is based on the “annual lease value” of the car and the calculated amount is reported as part of the employee's gross wages.

Recipient Responsibilities

Each staff member allocated a courtesy car is responsible for complying with all conditions set forth by the dealership providing the vehicle.  In general, it is the responsibility of the recipient of a courtesy car to:

1. Keep the car clean and neat at all times.
2. Maintain an ongoing relationship with the dealer, contacting the car donor several times a year.
3. Ensure that the car is serviced regularly to the manufacturer's specifications at the dealer's service department, if possible, and note all maintenance on the monthly Vehicle Use Report.
4. Return the car promptly to the dealer at the agreed upon time, completion of mileage llowance or upon separation from the University.
5. Report any accidents involving the car to the Athletics Business Office and the dealer, regardless of the extent of the damages.
6. Accept responsibility for all traffic and parking violations.
7. Return the car in good condition.
8. Keep a valid Texas driver's license (both employee and spouse).
9. Secure all appropriate University parking permits and vehicle registration.

Dealer Responsibilities

Although individual dealership responsibilities are negotiable, dealers participating in the Longhorn Foundation Courtesy Car Program are generally expected to:

1. Provide the assigned driver a passenger car of the dealer's choice suitable for recruiting, scouting and conducting staff business.
2. Replace the car in service according to the schedule agreed upon when the dealer entered the program.
3. Instruct the recipient regarding the service operation of the vehicle, including service checks and where the checks are to be made.
4. Check the condition of the car being returned before an exchange is made and furnish the driver a copy of any repairs required for which the driver is considered liable.

Dealer Benefits

The Director of Athletics, with the recommendation of approval of the Athletics Council to the University’s President, may establish athletic event ticket privileges and seating priority or other benefits for dealerships participating in the Courtesy Car Program.

 

 

last updated: February 11, 2009