Policies & Procedures for Salisbury University Fleet Vehicles
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Policies & Procedures for Salisbury University Fleet Vehicles ... Part 1
All institutional employees who operate University owned vehicles must comply with all policies, procedures, rules, and instructions covering the use of University owned vehicles. ( --> Part 2)
Who May Drive a University Owned Vehicle
1. University vehicles may be driven only by authorized employees of the University who have been certified by the Salisbury University Motor Pool.
A student may drive when employed by the University if he/she is at least 18 years old and has been assigned as a driver in his/her work responsibility.
Campus departments/clubs/sport teams may, in addition, designate in writing, several qualified students or volunteers to serve as non-employee volunteer drivers when the need for such is justified. These volunteers must be certified by the SU Motor Pool as well.
Volunteers are subject to a driving record review by the SU Motor Pool and their participation is limited to the specific pre-approved need.
2. Any person planning to drive a State vehicle must be certified through the Salisbury University Motor Pool.
All drivers must possess a driver’s license that is valid in the State of Maryland.
An employee who has an accumulation of six (6) or more points for moving violations is prohibited from operating University owned vehicles.
3. The University Police Department conducts driver refresher courses for employees (including student employees) as needed. (Typically, 15 new employees, student employees, and/or volunteers comprise a course.)
The Motor Pool conducts training sessions on the fundamentals of pulling a trailer. These sessions cover how to hook up the large trailer, how to turn and pass with a trailer, and how to back the trailer up. Each session group consists of five people. This course is mandatory and must be completed before being allowed to pull a trailer.
Please note: University trailers are insured ONLY when being towed by a fleet vehicle. All school canoes, kayaks, and equipment must be transported by school trailers behind school vehicles.
Restrictions/Regulations for Using a University Owned Vehicle
1. University owned vehicles are to be used exclusively for official University business. Personal business or pleasure use is prohibited.
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University vehicles driven and used by students, non-employees, and volunteers are subject to the following limitations:
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Travel must be directly related to the curricula activities and business functions of the University.
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For teams/clubs/organizations, travel must be directly related to University activities (e.g., Rugby, Frisbee, SGA, etc.).
2. Passengers are limited to those persons who are properly authorized to participate in a University function with an employee traveling on official business. The traveling employee is responsible for appropriate authorization of passengers.
Where properly authorized, this includes the employee's spouse, students, or guests of the University whose presence as a passenger is directly related to the employee’s official business trip.
Children of faculty or staff members are not permitted to accompany the member in a University vehicle unless they are officially participating in the business of the University.
3. It is the driver’s responsibility to ensure the use of passenger restraining devices by all vehicle occupants. (See Addendum 1 – Occupant Restraint Devices Policy).
4. All traffic and parking laws are to be obeyed. All violation fines are the responsibility of the driver.
5. The use of University owned credit cards is restricted to the specific vehicle or vehicles to which it is assigned. Under no circumstances are these credit cards to be used otherwise.
6. University vehicles may not be rented or loaned to outside groups, individuals, or organizations.
7. Smoking is not allowed in any University fleet vehicle. The no-smoking policy applies to all vehicles whether or not the driver is the sole passenger in the vehicle or whether or not other passengers object to smoking.
Assignments of Vehicles
1. Priority in assignments of vehicles is as follows:
Admissions can bump anyone or any group, at any time.
Academics and Athletics can bump a student club/organization from a vehicle not less than two weeks before the trip is to take place.
Following is the order of priority of State vehicles:
| Cars | Vans | Buses |
| Admissions | (same as cars) | Athletics |
| Academics | Academics | |
| Athletics | Clubs | |
| Clubs |
2. University vehicles may be assigned to those employees who travel the greatest number of official (non-commute) miles in excess of 10,000 miles per year, unless the President or her designee determines that the use of a vehicle is required for the efficient operation of a University program regardless of miles traveled.
3. Assignments are not made on the basis of seniority or classification of an individual. They are made to positions meeting the established criteria.
4. Assigned vehicles not in use will be available for other employees requiring transportation for official business.
5. Assigned vehicles do not transfer with employees who move to another position.
6. Vehicles are not assigned to individuals with driving records that indicate an inability to operate a vehicle in a safe and responsible manner.
7. The President or her designee will continually evaluate the benefit of pooling University owned vehicles to increase utilization of vehicles and to promote flexibility of employee transportation.
8. The Institution will monitor usage of its vehicles to ensure that the vehicles meet the required 10,000 official mile minimum or other criteria and report the results to the State Fleet Administrator annually.
The 10,000 mile minimum applies to vehicles assigned to individuals and to pooled sedans that regularly leave the campus. It does not apply to vehicles that are predominately used on campus (i.e., pickups, vans that are used daily but accumulate little yearly mileage, etc.).
Should an improper or inefficient vehicle assignment continue to exist within the University, the University Fleet Administrator will notify the University that the vehicle should be reassigned. Should the University not take action on the vehicle within 60 days after notification, the Chancellor will initiate the reassignment or declare the vehicle surplus.
9. Where a car rental is deemed necessary, the University expects the lease of the least expensive car that will accommodate the trip’s requirements.
Employees should not purchase Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW) insurance.
Employees will not be reimbursed for CDW or LDW car rental insurance coverage within the 50 states.
Vehicles rented to the State are covered for liability under the Maryland Tort Claims act. SU will be responsible for the first $1,000 of damages (the deductible) if an accident occurs with the 50 states. However, an employee traveling outside the United States should agree to the CDW/LDW and will be reimbursed for the cost.
When signing the rental agreement, the renter must include his/her name, USM/SU, and the State of Maryland.
Reimbursement will be by expense account and original rental car agreement only.
POLICY ON DRIVING RECORD REVIEW
1. The University Fleet Administrator will review the driving record of each employee permitted to use its vehicles when the employee begins work, and at least once a year thereafter.
These records will be kept on file with the University Fleet Administrator.
2. The University Fleet Administrator will exercise care in allowing persons to operate University vehicles in order to promote safety and reduce liability and costs associated with poor driving (See Addendum 4 - State Policy On Recommended Minimum Corrective Action.
Employees who have driving records that show an accumulation of six (6) or more points for moving violations will not be allowed to operate fleet vehicles.
An employee whose driver's license is suspended or revoked will not be allowed to operate a vehicle during the period that the suspension or revocation is in effect.
Employees who have driving records that exhibit a general disregard for individual responsibility in operating a vehicle either through points accumulation or repeated violations may not be allowed to operate University vehicles.
PRIVATE MILEAGE REIMBURSEMENT
1. All employees conducting University business should contact the Motor Pool to schedule use of a vehicle.
2. Employees may be required to use personal vehicles in order to carry out assigned duties when a University vehicle is not available or when the employee does not satisfy the assignment criteria.
3. Authorized persons who use a privately owned motor vehicle for official University business will be reimbursed in accordance with the current officially approved rate.
Should an employee prefer to use a privately owned vehicle when a University vehicle is available for conducting official business, the employee will be reimbursed at the privately owned vehicle rate. Use of privately owned vehicles must be pre-approved by the unit budget administrator.
Personal vehicle usage will be reimbursed at the current rate per mile if a State vehicle is not available for use; reimbursement of one-half the current rate per mile will be paid if a State car is available and the employee chooses not to use it. (This reimbursement will require the budget approval of the employee’s department head.)
[*Subject to Change Annually]
4. Authorized drivers will be reimbursed for reasonable parking and toll expenses incurred while conducting official business in a privately owned vehicle.
5. The University will not reimburse its employees for any increased insurance premiums attributable to use of their vehicle for business. Reimbursement for insurance is reflected in the mileage reimbursement rate.
6. Reimbursement for private vehicle usage is based on the principle that if an assigned office is reached at any point during the day, commuting would have been required, and it is therefore reasonable not to reimburse the employee for any commute mileage. For example:
An employee who leaves the office to conduct business in the field and returns to the office may be reimbursed for all mileage directly connected with the business trip.
An employee who leaves home to conduct business without stopping at the assigned office may be reimbursed for all mileage directly connected with the business trip.
An employee who conducts business prior to coming into the assigned office, or on the way home from the assigned office, may be reimbursed for all mileage in excess of the commute miles normally traveled.
The University may not reimburse an employee for commute miles traveled in a private vehicle including after hours business travel, weekends, or holidays.
VEHICLE INSURANCE & PROCEDURES IN CASE OF ACCIDENTS
1. The State of Maryland has been self-insured since July, 1986. Responsibility for this activity lies with the Office of the State Treasurer.
2. The following is a brief summary of the current insurance coverage for State vehicles. The University Fleet Administrator has or can obtain any additional information on request.
Liability - (damage to other vehicles, property and people): $50,000 limit per claimant is the maximum amount available under the Tort Claims Act for accidents that occur within the State. The liability limit varies for accidents that occur out of State.
Physical Damage - (damage to the State vehicle): "Actual Cash Value" as determined by the Insurance Division, State Treasurers Office.
Towing and storage - The State provides coverage, subject to the $1,000 deductible per occurrence.
3. Each year, the Treasurer requests a self-reported inventory from the University to determine the number of vehicles to be insured. Additional information is supplied by the Insurance Manager, Office of the Treasurer, or from the University Fleet Administrator as appropriate.
4. The University conducts all vehicle related insurance activities in accordance with the current insurance policies and procedures, as provided by the Insurance Manager, Office of the State Treasurer.
5. Accidents are to be reported within twenty-four (24) hours to the University Fleet Administrator (see Addendum 2 – General Guidelines When Involved in an Accident, and Addendum 3 - State Policy On Vehicle Safety And Accident Reporting).
Every University vehicle is supplied with an "Accident Packet." The Accident Packet will include insurance information and an accident worksheet.
6. Operators of University owned vehicles are personally responsible for vehicles operated by them. Should damage result through misuse or gross negligence, the operator may be required to make restitution to the University.
USE OF GASOLINE, OIL, TIRES AND BATTERIES
1. A monthly travel log must be maintained for each University vehicle. The log must identify all vehicle expenses and be forwarded to the University Fleet Administrator promptly at the end of each month.
2. University owned vehicles are to be maintained in accordance with manufacturer’s recommendations. All warranties are to be fully exercised.
3. Gasoline and oil:
Whenever possible, vehicles should use gas and oil obtained at the University 's central facilities. It is also possible to obtain gas at other State fueling locations at prices below those offered by commercial filling stations.
Drivers not having access to University or other State facilities are expected to make retail purchases from dealers offering the lowest price for an appropriate octane fuel as recommended by the manufacturer. Drivers are required to use self-service facilities whenever available.
Retail payment is normally made using the University’s or the State’s gasoline credit card. Arrangements for these credit cards are usually made through the University Fleet Administrator or its Comptroller.
4. Tires and Batteries
Whenever possible, bulk contract price tires and batteries are to be utilized.
The University Fleet Administrator and Purchasing Agents may obtain current State contract information from the Department of General Services, Purchasing Department.
ADDENDUM 1 : OCCUPANT RESTRAINT DEVICES POLICY
1. The President or appropriate designee is responsible for implementation and enforcement of this policy.
2. All appropriate University vehicles must be equipped with occupant restraint devices (e.g., seat belts, shoulder harnesses, air bags, etc.) as mandated by Federal Motor Vehicle Safety Standards in effect at the time the particular vehicle was manufactured.
3. All occupant restraint devices installed in University vehicles must be maintained in proper operating condition. The University Fleet Administrator will follow up to insure that these devices are maintained in proper working order.
4. Except as specified elsewhere, no one may operate a University vehicle in which the occupant restraint devices for each occupied seating position is not completely operational.
5. Except as provided elsewhere, no person may drive or ride in the front seat of a University vehicle or any other motor vehicle being used to conduct official State business, unless properly restrained by the occupant restraint device available at the occupied seating position. It is the driver's responsibility to ensure that the passenger uses the available restraint device.
6. Personnel found to be in violation of the occupant restraint device policy are subject to disciplinary action as follows:
a. First instance – counseling by supervisor followed by written and signed Memorandum of Understanding;
b. Second instance or any subsequent instances - counseling by supervisor and notation in the employee's personnel employment record;
c. Three instances within any 180-day period - an official reprimand recorded in the employee's employment record;
d. Four or more instances within any 180-day period - suspension of the privilege of using a University vehicle for a period of six months;
e. Any instance noted in an accident report or developed in subsequent investigation of an accident involving a University vehicle, which indicates that the front seat occupant restraint devices in the vehicle were not being properly utilized when the accident occurred, will be reviewed by the President or designee. The first such accident-related instance will result in appropriate counseling and an official reprimand entered into the responsible employee's personnel history file. Any subsequent accident related instances will result in the suspension of the driver's privilege of driving a University vehicle for a period of one (1) year.
NOTE: During the time period when any such suspension is in effect, the person subject to the suspension may not be reimbursed for the use of a privately-owned vehicle in the conduct of University business at a rate greater than one-half the normal private mileage reimbursement rate in effect during the period of suspension.
7. Any attempt by a State employee to disable the occupant restraint devices installed in a University vehicle will be deemed an act of willful insubordination and destruction of University property subject to immediate suspension without pay pending filing of charges for dismissal.
8. An employee may operate a University vehicle without using the occupant restraint devices only when it is necessary in order to transport the vehicle directly to the repair facility where the devices are to be repaired or replaced and made fully operational.
9. The occupant restraint devices installed in a University vehicle may be temporarily disabled or removed by vehicle maintenance personnel only when it is necessary in order to perform maintenance on or affect repairs to the vehicle or the restraint system.
ADDENDUM 2 : General Guidelines When Involved In An Accident
1. Stop as near to the scene as is safely practical; avoid blocking traffic and otherwise minimize potential danger to others.
2. If necessary, notify appropriate emergency medical and/or fire rescue personnel.
3. A police officer must be requested to make a formal report. Failure to follow this procedure must be fully explained in writing. (Attach report to ACORD form)
4. Provide identification to involved parties.
5. Protect University property.
6. Cooperate with police and emergency medical personnel.
7. DO NOT admit negligence or fault or offer settlements.
8. Obtain names and addresses of witnesses/involved parties (accident incident information exchange).
9. Notify appropriate University representative, the University Fleet Administrator, as soon as possible.
10. Report promptly and completely in accordance with guidelines.
11. Accidents involving evacuation by emergency medical personnel must be reported immediately by telephone to the University Fleet Administrator.
12. The University Fleet Administrator should advise the claimant/attorney to contact the Insurance Division of the State Treasurer's Office with questions.
13. The Insurance Division personnel will instruct the claimant/attorney as to the proper procedure for filing a formal notice of claim.
MAKE NO OTHER COMMENTS. VOLUNTEER NO INFORMATION.
14. Forward a copy of any correspondence received relative to a claim to the Insurance Division of the State Treasurer's Office.
ADDENDUM 3 : STATE POLICY ON VEHICLE SAFETY AND ACCIDENT REPORTING
1. Every Institution is expected to promote and manage vehicle safety, accident control/reporting, and driver corrective action efforts. The Institution will identify a Fleet Administrator. The University Fleet Administrator will:
Generally promote and coordinate vehicle safety. Motor Pool provides regular safety inspection and maintenance for all University trailers.
Staff the Institution's Accident Review Board.
Coordinate with the State Treasurer's Office Insurance Manager and/or the Institutional Insurance Coordinator concerning vehicle accidents.
Ensure and coordinate appropriate completion of the:
Accident Report (ACORD Form)
Investigation Guide or Police Report
Accident Review Board Work Sheet
Corrective Action Evaluation
Approved Recommendations/Determinations
2. Institutions are expected to periodically convene their Accident Review Boards to determine:
a. Driver history/performance
b. Accident cause(s) conditions
c. Accident preventability
d. Necessary driver corrective action.
3. The Board will provide a summary of findings and recommendations to the President or to the appropriate designee. If an accident is found preventable, the Board will recommend driver corrective action.
4. Human Resources is expected to review Accident Review Board's findings and recommendations. Approved recommendations will be sent to appropriate supervisor for action.
5. All Institutional drivers are expected to use vehicles in accordance with the Policies and Procedures for Salisbury University Fleet vehicles. In the event of any accident, drivers should adhere to the following guidelines:
State Policy on Reporting an Accident or Loss (ACORD)
1. Reporting Accidents - General
Vehicle Liability Coverage is self-insured by the State and managed by the Insurance Division, Office of the State Treasurer. This program comes within the scope of the Maryland Tort Claims Act. Incidents and/or accidents involving a motor vehicle, mobile equipment or miscellaneous equipment (lawn mowers, etc.) are to be reported IMMEDIATELY on the ACORD Automobile Loss Notice form. Accident reports are to be completed and distributed within twenty-four (24) hours of the accident.
2. State Vehicle Accidents involving Vehicles, Property and Personal Injury with Non-State Parties
When a State vehicle is involved in an accident, the University Fleet Administrator must complete an ACORD form and forward it to the Insurance Division, Office of the State Treasurer. Keep a photocopy for your Institution.
If the accident is caused by the "other party's" negligence, the State will make a claim on its own behalf directly against the other party and/or insurance company representing this party in an effort to collect damages.
ADDENDUM 4: STATE POLICY ON RECOMMENDED MINIMUM CORRECTIVE ACTION
This recommended Corrective Action Program for use by all State agencies was developed by the Governor's State Fleet Safety Committee. It is provided to aid agency Accident Review Boards in their decision making when determining action against a driver in a preventable accident.
The Program prescribes corrective action applicable to all preventable accidents involving State vehicles. The corrective actions prescribe the minimum recommended action to be taken. Agencies that exercise more stringent corrective actions are encouraged to maintain established practices. Agency Accident Review Boards should exercise more stringent corrective action when, in their judgment, circumstances warrant.
The following Corrective Actions will be applied based on total numbers of points accumulated under the Driver Evaluation Point System, Form FS-3 attached. This form will be completed by the Accident Review Board of each agency, as part of the review of each occurrence.
The Point Evaluation System takes into account two factors related to the driving history of the individual:
Violations - Last 3 years: A history of violations, even in the individual's personal automobile and on his or her own time, indicates driving patterns which present a potential risk to the State.
Preventable Accident History: This factor relates only to preventable accidents in State vehicles, over a three year period. The determination of preventability will have been made by the agency's accident review board at the time of review of any prior accident. Current preventable accident is not included in the point system evaluation.
In order to evaluate a driver's need for corrective action, each Accident Review Board will need to maintain accurate and up-to-date records of past occurrences and have available to it current Motor Vehicle Administration records for drivers whose records are being reviewed.
CORRECTIVE ACTIONS
Corrective Action Points (Form FS-3)
Up to 44 Points
REPRIMAND: The operator will be given an official reprimand. This will be in writing and will include a statement of facts concerning the reprimand. The reprimand will be filed in the operator's personnel file and a copy of the reprimand given to operator. The lack of use of restraint systems, if this fact is known, should be worthy of specific comment in the Reprimand.
45-64 Points
DRIVER IMPROVEMENT PROGRAM: The operator will be required to attend the next available Driver Improvement Training Program. The operator must receive a written certificate of completion which will be filed in the operator's personnel file. A reprimand will be issued.
64-114 Points
SERIOUS OFFENDER PROGRAM: The operator will be required to attend the next available Driver Improvement-Serious Offender Program which will include classroom and in-vehicle training. The operator must receive a written certificate of completion which will be filed in the operator's personnel file. A reprimand will be issued.
115-199 Points
DAMAGE ASSESSMENT: The operator will be assessed for damages to State owned property or vehicles according to the following system: When damages do not exceed the $1,000 covered by the State self insurance program and are incurred while using a State vehicle.
220-225 Points
SUSPENSION OF DRIVING PRIVILEGES: The operator's privilege to operate State owned vehicles or equipment shall be denied for a minimum of 6 months. At the end of this time, and upon completion of the Driver Improvement-Serious Offenders Training Program, and appropriate in-car evaluation, the operator may apply to the agency Accident Review Board for reinstatement of his/her driving privileges. If, in the opinion of the agency Accident Review Board, this action is in the best interest of the State, the operator's privileges may be reinstated. The operator will also be assessed for damages to the State owned property or equipment in accordance with DBFP regulations.
226-270 Points
SUSPENSION FROM DUTIES: The operator shall be suspended without pay, for one to three days in accordance with Department of Personnel regulations. The length of suspension shall be determined by the Accident Review Board. The operator will also be required to attend the Driver Improvement Training-Serious Offender Program.
271 Points or More
REMOVAL OF DRIVING PRIVILEGES: The operator's privilege of operating State owned vehicles shall be removed with no right of reinstatement for a period of 3 years. At the end of that time, the driver may reapply, with the approval of his agency.
271 Points or More
DWI OR NARCOTICS VIOLATIONS: Operators charged with such violations shall have the privilege of operating State vehicles or equipment suspended immediately regardless of the total point value determined by the Driver Evaluation Point System. The suspension shall remain in effect until such time as the individual has completed such course of action as is assigned by the court. In addition, the agency's accident review board will determine such other Corrective Action as will apply to the operator, such as assessment for damages to the State owned property or vehicles under the rules outlined in the Damage Assessment section of this program.
S.U.'s Motor Pool office operates under the policy and procedures drafted by the University System of Maryland.