Procedure

The following shall establish procedures for the use of College-owned vehicles for all full-time, part-time employees.

College Owned Vehicles are grouped into the three following categories: service vehicles, curriculum vehicles, and passenger vehicles. 

1. Service vehicles
   • Include those vehicles that serve the Facilities Maintenance, Facility Services departments and those used by College Security and Armed Resource Officers.
2. Curriculum Vehicles
   • Those vehicles that serve curriculum programs.
3. Passenger Vehicles
   • Cars and vans used for approved travel by College employees.

College owned vehicles are provided as a convenience to assist employees in carrying out their responsibilities to the institution.  Since it is not feasible to provide sufficient transportation to meet all needs, the use of private vehicles for College business by employees is authorized with proper approvals, when the College owned vehicles are not available.  Such usage may be reimbursed in accordance with 06.03.040.a Travel/Transportation and Professional Development Allowances.

While traveling on College business, the vehicle may be used for travel to obtain meals and other necessities, but not for entertainment or any personal purposes.  Individuals not employed by the College are not allowed to drive a College-owned vehicle.  Vehicles may not be used for travel other than the trip travel and may not be taken to personal residences.

Parking:  College vehicles are kept in the Facility Services fenced area while on campus not in use except for a college security vehicle.

Driving and Safety:  The driver shall abide by all applicable traffic laws and regulations and is personally responsible for any traffic violations.  The College reserves the right to deny the use of vehicles to anyone, providing circumstances warrant such action.  All drivers must have a valid driver’s license and be willing to submit a copy to the Business Office. The College maintains a Fleet Program for College Vehicles

Reports:  All accidents are to be reported to the Vice President for Administrative Services / CFO as soon as possible.  If personal injury or property damage is involved, the police and/or State Highway Patrol are to be notified immediately.  This is the driver’s responsibility.  Any needed repairs, adjustments, or service should be reported on a College vehicle log or via College Work Order form.  In emergency situations, or in situations where a safety is a factor, drivers should have necessary service performed on the road and report such service to the Vice President for Administrative Services / CFO upon return. All documentation should be submitted to the Business Office as quickly as possible for follow up.  Reports on mileage are to be made in the College vehicle log found in each College vehicle.

Scheduling:  Reservations for vehicles should be made as soon as travel needs are known.  These will be made on a first-come-basis in the Business Office.  Long trips with several people have priority over shorter trips and/or fewer people.  The Vice President for Administrative Services / CFO or President may at times need to change vehicles or ask an employee to take a personal vehicle.

Prior to each trip, keys and credit cards shall be picked up from the Business Office as close to the trip as possible and returned promptly after use.  As a courtesy to other users, Vehicles must be returned clean (free of all trash), properly documented and full of gas.

Vans may be requested for an entire semester, but keys must be picked up on the days of use and returned the same.  If reservations have been made but vans are no longer needed, please contact the Business Office and cancel immediately so others may use.

 Budget: The cost unit utilizing a college vehicle will reimburse County funds .15 per mile for wear/tear, insurance, fuel, etc.

Review/Amended: