1110 Personal and Off Campus Use of University Property Including Vehicles
Policy Sections
1110.1 Off Campus Use of University Property
1110.2 On Campus Personal Use of University Property
Scope
This policy discusses Personal and Off Campus use of University Property that is owned, leased, or in the care, custody, or control of the University, and applies to all Yale community members.
Policy Statement
Property that is owned, leased, or in the care, custody, or control of the University is normally intended for use on University Premises in support of University functions. In the event that University Property is used Off Campus, records must be kept regarding its location and custodian. All Moveable Equipment must be tagged and managed in accordance with Policy 4209 Moveable Equipment.
The Personal Use of University Property, including vehicles, is generally prohibited. In cases where a University vehicle is driven for Personal Use, documentation and reporting requirements, as described in Procedure 1110 PR.01 Personal Use of a University Vehicle, must be followed.
Definitions
Business Use of University Property
Usage of University Property (including vehicles) for the purpose of conducting official University business.
Moveable Equipment
Tangible, non-expendable, University Property (i.e., Property other than real Property) that has an estimated useful life of greater than one year and a per-unit acquisition cost equal to or greater than the University’s Capitalization Threshold.
Off Campus
Any physical space that is not University owned or managed for the sole purpose of conducting University business, or otherwise considered University Premises. This includes an employee’s home.
Personal Use of University Property
University Property (including vehicles) usage primarily for a personal purpose rather than University business.
University Premises
Property owned, leased, or temporarily occupied, for conduct of official Yale business. Does not include homes, restaurants, etc.
University Property (“Property”)
Equipment, vehicles, or other tangible items, including Moveable Equipment, that are purchased and owned by the University for use in support of University business and operations.
Reason for the Policy
The University must protect its investments in vehicles and Property (including Moveable Equipment) and abide by regulations imposed by sponsors, where applicable. The University must also comply with Internal Revenue Service (“IRS”) rules regarding documenting and reporting Personal Use of University vehicles.
Policy Sections
1110.1 Off Campus Use of University Property
In some instances, University Property may be used at an Off-Campus location such as an employee’s home, when there is a business reason to do so. The relocation of University Property does not exempt the user from any University requirements regarding the Property.
- Off Campus use of University Property (ex. Information Technology equipment) for the purpose of a remote or hybrid work arrangement is generally allowable and covered by University Procedure 5002 PR.01 Remote Work Expectations and Implementation and University Policy 5001 Hybrid Work Policy.
- The Lead Administrator, or designee, may authorize the location of the University Property in the home of a member of their staff, but the requisitioner is still personally responsible for the University Property.
- Without proper advance authorization for the home use of University Property, the employee is personally responsible for the repair or replacement of the damaged, destroyed, or lost Property. With proper advance authorization, as outlined in the paragraphs above, the department assumes the risk of loss or damage to the Property in accordance with Yale’s Property insurance program.
- In no event will the University be liable for any loss, damage, or injuries (including death) resulting from home use of University Property.
- Off Campus use of University Property for research, administration, or other University purposes, requires written approval of the Department Chair or Director.
- The University allows de minimis Personal Use of its Property Off Campus when such use does not involve a disruption to the University’s operations, a conflict of interest (“COI”) or commitment for the user, a violation of University regulations or policies (including Policy 1607 Information Technology Appropriate Use Policy), or additional costs to the University.
- Moveable Equipment must be properly tagged in accordance with the guidance set forth in University Policy 4209 Moveable Equipment as relates to appropriate use, custodial ownership, and location.
- The owning department must keep a record of the location and custodian for University Property.
1110.2 On Campus Personal Use of University Property
The University allows de minimis Personal Use (that is, use that is not directly in support of University business) of its Property on campus when that use does not involve a disruption to the University’s operations, a COI or commitment for the user, or additional costs to the University.
1110.3 Vehicle Use
The University maintains a fleet of vehicles for use on official University business. Vehicles are also leased and rented by University personnel on Yale’s behalf. All such vehicles are considered to be Yale University Property.
- University owned or leased vehicles are to be used only in the performance of authorized University business.
- Vehicles are to be kept on University Premises when not in use unless the authorized University business purpose requires the vehicle to be kept Off Campus.
- University vehicles are not to be used for commuting or other Personal Uses except as authorized by an Officer or designee for a specific related business purpose. See Procedure 1110 PR.01 Personal Use of a University Vehicle for detailed definitions of Business and Personal Use under IRS rules.
- In the exceptional cases where commuting or other Personal Use is authorized, the employee using the vehicle and the department sanctioning such use, are responsible for documenting all use of the vehicle, Business and Personal, in accordance with Procedure 1110 PR.01 Personal Use of a University Vehicle. In accordance with University Policy 1105 Retention of University Financial Records, documentation must be retained for seven (7) years, or longer if an audit or litigation matter is pending. (Documents must not be destroyed until after consulting the Tax Department to determine if an audit matter is pending.)
- All Personal Use of University vehicles must be reflected in the employee’s annual Form W-2 according to IRS rules.