Motor Vehicle Acceptable Use Policy

From Appalachian State University Policy Manual

Policy 507.20

1. Purpose

1.1 This policy aims to set the framework for operating and managing vehicles owned by Appalachian State University (“Appalachian” or “University”) or vehicles assigned to the University by the North Carolina Department of Administration: Motor Fleet Management (“MFM”).

2. Scope

2.1 This policy applies to any person responsible for the operation and management of a vehicle owned by Appalachian or any vehicle assigned to the University by MFM

2.2 This policy covers all vehicles owned by Appalachian or assigned to the University by MFM.

3. Definitions

3.1 Authorized Driver: A University employee who has permission from the Chancellor, a Vice Chancellor, or their designee to drive a University-owned or assigned vehicle to carry out the official business of the University within the scope of the employee’s job and MFM Handbook regulations, as amended from time to time.

Authorized Drivers must:

  1. Be employed by the state of North Carolina as a permanent or temporary employee who is covered by the state workers’ compensation policy;
  2. Have a valid driver’s license with the proper class and appropriate endorsements for the vehicle they are operating;
  3. Have a motor vehicle record showing less than 6 points on their license;
  4. Have a motor vehicle record that does not indicate the driver is “ineligible permanently to drive a school bus;” and
  5. Acknowledge, in writing, that they have read and agree to abide by this policy and the MFM Handbook.

3.2 Claim: A formal demand or request from a policyholder to their insurance company for payment or reimbursement after a covered incident.

3.3 Collision: Any event that results in injury or property damage attributable directly to the motion of a motor vehicle or its load.

3.4 Commuting (or “Commute”): An approved status where a driver is authorized by the Department of Administration to travel from one’s home to their duty station in a state-owned vehicle.

3.5 Duty Station: A University employee’s designated worksite.

3.6 Motor Pool Manager: The University official responsible for the management and maintenance of all University-owned and MFM-owned vehicles assigned to the University.

3.7 Motor Vehicle Any vehicle owned by Appalachian or assigned to the University by the State of North Carolina.

3.8 Passenger Vehicle: Cars, minivans, sport utility vehicles, transport vans, and non-commercial trucks, utilized for the transportation of more than one person.

3.9 State Employee A State employee is any individual working for the State of North Carolina who receives wages or salary from the State.

4. Policy Statements

4.1 Operation of Motor Vehicles

4.1.1 Only Authorized Drivers may operate a Motor Vehicle pursuant to this policy. All documentation required by University policy, procedure, and the MFM Handbook must be on file with the University Motor Pool Manager prior to the operation of a Motor Vehicle.

4.1.2 Authorized Drivers are responsible for the safe operation of the Motor Vehicle and adherence to all University policies and procedures pertaining to the operation of Motor Vehicles.

4.1.3 The Motor Pool Administrative Office may assign a Motor Vehicle directly to an Authorized Driver or to a University college or department. Should the Motor Pool Administrative Office assign a Motor Vehicle directly to an Authorized Driver, no person other than the assigned Authorized Driver may drive the motor vehicle.

4.1.4 Motor Vehicles assigned to a college or department must be regulated by the college or department. Motor Vehicle keys must be kept in a secure location, Authorized Drivers must sign the Motor Vehicle out while in use, and in upon return.

4.1.5 A vehicle checklist will be assigned by Motor Pool with each Motor Vehicle and must be completed weekly by the assigned college or department. Vehicle damage, such as broken lights, mirrors, brake functions, horns, etc. should be reported to the Motor Pool to schedule a repair as soon as practicable.

4.1.6 Colleges and departments are responsible for ensuring that all Authorized Drivers under the college or department supervision are properly trained to operate a Motor Vehicle and are adequately trained in all aspects of Motor Vehicle safety.

4.1.7 To operate a Passenger Vehicle, Authorized Drivers must:

  1. Obtain and complete a Passenger Vehicle Driver Approval Form (PDF).
  2. Submit a copy of their current driver's license to the college or department.
  3. Complete a University-approved multi-passenger van online awareness course and test.

4.1.8 Seat belts must be worn at all times by the Authorized Driver and Motor Vehicle passengers.

4.1.9 In the event of a Motor Vehicle Collision, regardless of how minor, the Authorized Driver must obtain a police report. Within twenty-four (24) hours of the Collision, the Authorized Driver must notify Motor Pool Management and the Office of Enterprise Risk Management (“ERM”) of the Collision, provide the police report, and comply with all Motor Pool and ERM procedures which allow for appropriate reporting, Motor Vehicle repairs, and the filing of any necessary Claims.

4.2 Acceptable and Prohibited Use

4.2.1 State-owned vehicles may only be driven by State Employees and used for official state business except as provided for by this policy, and as explicitly permitted, in writing, by Motor Pool Management.

4.2.2 Mileage logs must be kept for every Motor Vehicle. At a minimum, the log must include the date of each trip, the driver's name, the trip's purpose, and the miles driven. These logs are subject to compliance review by Motor Pool Management and may also be subject to audits. Failure to maintain and report mileage logs to the University Motor Pool may result in revocation of vehicle assignment.

4.2.3 Motor Vehicles may be used to obtain meals and other necessities. “Necessities” include anything required to complete the job at the employee’s destination. Other than obtaining necessities or meals, personal errands are not permitted in Motor Vehicles

4.2.4 Non-State Employees may accompany State Employees when they have a business interest in the purpose of the trip and their presence is related to state business.

4.2.5 Spouses and children of State Employees may not accompany the employee in state-owned vehicles.

4.2.6 Pets may not ride in state-owned vehicles. Service Animals (as defined by University Policy: Animals on Campus) are excluded from this restriction. Those who may require the use of a Service Animal should contact the Office of Disability Resources.

4.2.7 Smoking is prohibited in Motor Vehicles.

4.2.8 State Employees may not operate a state-owned vehicle while under the influence of alcohol, drugs, or substances, or transport these items in a state-owned vehicle. Transportation of alcohol, drugs, or substances may be transported in the performance of law enforcement duties.

4.2.9 Authorized Drivers are prohibited from using a mobile telephone to read or communicate with another person through text messaging or electronic mail while operating a Motor Vehicle.

4.2.10 Authorized drivers may not commute to/from their work duty station, unless there is a business need approved, in advance, by the Vice Chancellor and Motor Pool Manager (MPM).

Requests to Commute must be made to Motor Pool Management and include a written justification for the Authorized Driver’s need to Commute, verified by historical data.

Authorized Drivers approved to Commute may not engage in personal use of the Motor Vehicle except to drive between their home and Duty Station.

Authorized Drivers approved to Commute shall be responsible for all tax benefits and payroll deductions that may be applicable.

Motor Pool Management shall review all approved commuters annually to determine whether the need to use a Motor Vehicle to Commute still exists. In the event the need is no longer apparent, a recommendation shall be made to the appropriate Vice Chancellor or their designee to withdraw the approval to Commute.

4.2.11 All rules and regulations set forth herein are subject to restrictions that may be established by MFM. In the event of a conflict between this policy and MFM, MFM regulations shall prevail.

4.3 Utilization

4.3.1 State-owned vehicles must be fully utilized unless an exception is provided by MFM. All underutilized vehicles require a justification for continued assignment. Motor Vehicles may be underutilized if:

  1. The drivers’ duties are routinely related to public safety
  2. The drivers’ duties are likely to expose the individual routinely to life-threatening situations
  3. The vehicle is provided for unique use

The University must explain, in writing, the unique use that justifies why the vehicle serves the business needs of the University but does not meet the full utilization standard.

4.3.2 Motor Vehicles determined to be underutilized must be transferred to Motor Pool. Underutilized University-owned vehicles without proper justification for their underutilization may be reassigned to ensure their proper utilization or sold through the State Surplus Property Agency.

5. Administrative Unit Contact

Facilities Operations: Motor Pool
Motor Pool
828-262-3109

History

Issued:
November 12, 2024

Revised:

Retrieved from "https://policy.appstate.edu/index.php?title=Motor_Vehicle_Acceptable_Use_Policy&oldid=26479"