ARTICLE FOURTEEN

Courtesy Car Policy

Introduction [14-1]

Section 1. Approval of Courtesy Cars [14-1]
Section 2. Responsibilities of Departmental Staff [14-2]
Section 3. Insurance Coverage on Courtesy Cars [14-2]
Section 4. Benefits to Automobile Dealers [14-2]

Introduction The Courtesy Car Policy is part of the University of Richmond Intercollegiate Athletic Policies and Procedures Manual. The purpose of this article (hereafter referred to as courtesy car policy) is to provide Department of Athletics staff and Wheel Club members a concise reference on the courtesy car policy.

The material and information presented here are a condensation of a number of policies, procedures, and references pertaining to the University's courtesy car policy. Any questions, recommended changes or comments which may improve the courtesy car policy should be submitted to the Associate Director of Athletics for Development, Robins Center, University of Richmond, VA 23173. Key information submitted to the specific page, paragraph and line of text and list reasons for each comment to insure understanding and complete evaluation.

Section 1. Approval of Courtesy Cars

The use of courtesy cars (complimentary vehicles) by Department of Athletics personnel for business purposes is viewed as a gift-in-kind to the University. When travel expenses are reimbursed on the basis of actual use of gas, oil, and so forth, courtesy cars can provide substantial savings to the University. The University does not guarantee a courtesy car to any employee of the Department of Athletics. All courtesy car arrangements will initially be coordinated through the Associate Director of Athletics for Development and are subject to approval of the Director of Athletics.

Section 2. Responsibilities of Departmental Staff

The Departmental staff member using a courtesy car must abide by the following:

1. The staff member must keep the car clean and in good appearance.
2. When the car is returned to the dealer for exchange, it will be clean inside and out.
3. The automobile will be returned to the dealer at the agreed-upon mileage for exchange.
4. If the dealer desires, the car will be returned to the dealership for periodic checks.
5. The car is provided for the use of the staff member and only in extreme cases should be driven by a staff member' s spouse.
6. The staff member will maintain a mileage log (IRS regulations require mileage logs to be maintained to substantiate business use). Each year a report will be made to the University's Business office for the twelve months ending October 10. Failure to file this report will cause the entire "value" of the vehicle to be included in the staff member's taxable income.

    

Section 3. Insurance Coverage on Courtesy Cars

The University carries liability insurance for all vehicles registered in its name and self insures its vehicles for comprehensive and collision damage.

In the event of an accident, police should be called no matter how minor the accident. If the accident occurs away from campus, Campus Police should be notified upon return.

Section 4. Benefits to Automobile Dealers in Courtesy Car Program

In exchange for each twelve months use of a courtesy car, the dealer will receive all of the benefits of a $3,000.00 scholarship contribution which includes:

1. Four season tickets for men's basketball with one reserved parking space.
2. Four season tickets for football with one reserved parking space.
3. Four season tickets for men's soccer.
4. Four season tickets for women's basketball.
5. Four Basketball Conference Championship tickets, and one ticket for all applicable post season men's basketball play.
6. Advertisements in all football and men's basketball programs.
7. Advertisements on the Robins Center Message Center at all home basketball games.
8. Invitations to periodic socials for athletic coaches and staff and courtesy car program dealers.
9. One free summer camp admission in any sport, on a space available basis, or one guaranteed free summer camp admission in the sport of the Sports Office using the courtesy car.
10. If requested, a $3,000.00 gift-in-kind certificate will be provided. The University of Richmond is a nonprofit education organization and the dealership is entitled to take a charitable deduction for providing a courtesy car.