Policy Manual

Motor Vehicle Use Policy and Procedures

Policy Statement

Georgia College & State University’s Motor Vehicle Policy ensures all employees who drive a University/State of Georgia vehicle or drive their personal vehicle on University business, regardless of frequency, shall have appropriate documentation of a license to drive and operate the vehicle. The policy shall require appropriate screening and annual training based on the nature of the driving requirements associated with the employee’s position.

Any University employee who receives a payroll check from the University is affected by this policy including all student and part-time casual labor employees. This policy also applies to any volunteer that is responsible for driving as a part of their volunteer role for the University.

Policy Purpose

Georgia College employees may have work assignments that involve driving a vehicle to accomplish University business. In an effort to promote a safe work environment and reduce the number of motor vehicle accidents that occur on-the-job, the University System of Georgia established a Motor Vehicle Use Policy which sets driving qualification standards for USG drivers and requires training and other appropriate action for employees who fall outside those standards.

Definitions

These definitions apply to these terms as they are used in this policy:

State of Georgia Vehicle: A vehicle purchased through state funds or rented or leased using state funds. For the purposes of this policy, a State of Georgia vehicle also includes university-owned, controlled or donated vehicles.

GC Employee: Includes all faculty, staff and students that receive a paycheck from Georgia College.

Volunteer: A person with a defined responsibility that provides volunteer services to the institution.

Motor Vehicle Record: A report from the agency that issues driver’s licenses, listing accidents and violations that appear on the driver’s driving record.

Drivers License: A license authorizing the bearer to drive a motor vehicle.

Rental Vehicle: A vehicle in which the use of the vehicle involves an agreement where a payment is made for the temporary use of the vehicle, which is owned by another person or company. The owner of the vehicle may be referred to as the lessor and the party paying to use the property as the lessee or renter.

DOAS: The Department of Administrative Services is a state agency that offers centralized state purchasing and associated training, management of the State’s fleet, risk management services, mail and courier service, and the redistribution and disposal of State personal property.

Driver: The operator of a motor vehicle.

Overview

It is expected that all employees of Georgia College who wish to use university/state owned of Georgia Vehicles, university-owned or controlled vehicles or rental vehicles for USG/GC business or drive on University business using their own vehicles regardless of frequency of driving, should be appropriately licensed and meet acceptable driving standards as defined within the policy. The level of driver screening will be based upon the driving requirements. GC student employees and employees driving golf carts on campus are also subject to this policy and training. Driving to and from work is not considered part of the job and would not considered University driving for purposes of this policy.

Process/Procedures

Screening

All GC employees who drive on University business regardless of frequency of driving shall be subject to annual training regardless of frequency and location of driving.

Employees who are approved for special purpose driving shall be subject to annual training and be required to complete the Driver Acknowledgment Form on an annual basis. Special purpose driving is defined as travel covered by a University Travel Request Authorization form; which may include travel for professional development, meeting attendance, workshops, conferences, etc.

Employees who routinely drive GC university-owned vehicles will be subject to annual training, annual completion of the Driver Acknowledgement Form and an annual MVR History check prior to operating GC vehicles on USG/University business.

Driver Qualifications

The Driver Acknowledgement Form, if applicable, will be reviewed by a University designated officer. Each covered employee must initial next to each safety standard on the form to be deemed eligible to drive.

GC employees must have a valid license in their possession while operating a vehicle on University and/or USG business.

Driver Disqualifications

An employee who has had one of the following occurrences during the 24-month period preceding their use or request for use of a University/state owned Georgia vehicle or a vehicle rented or used for USG/GC business will be considered a “Disqualified Driver”:

  1. Accumulating more than 10 points on his or her driving record,
  2. Receiving a citation (ticket or warning) while driving on GC or USG business,
  3. Having an “at fault” motor vehicle accident within the six (6) months preceding an assignment to drive on GC and/or USG business, or
  4. Having been convicted of one of the following offenses preceding an assignment to drive on University and/or USG business:
    1. Driving Under the Influence (DUI)
    2. Driving While Intoxicated
    3. Leaving the scene of an accident
    4. Refusal to take a chemical test for intoxication

Employees subject to completion of the Driver Acknowledgement Form shall be required to disclose to the Chief Human Resources Officer if any of the above apply. A Disqualified Driver may not drive on University and/or USG business until: (a) his or her Motor Vehicle Record has been reviewed by the university's designated officer and (b) the Disqualified Driver has satisfied the corrective, preventative and/or educational measures specified by GC.

  1. The measures specified may include, but are not limited to, the following: viewing a driver safety video; successfully completing an approved defensive driving course; and/or waiting a specified period of time before being permitted to again drive on USG/GC business.
  2. Based on the nature of the events leading to Disqualified Driver status, it may be determined that the Disqualified Driver may never again be permitted to drive a vehicle on USG/University business. Prior to making such a determination, the Chief Human Resources Officer must consult the Disqualified Driver’s departmental manager to discuss the factors supporting such a determination and the effects such a determination may have on the job status of the Disqualified Driver.
  3. Among the factors that should be considered in determining whether Disqualified Driver status can be removed and the conditions for doing so may include:
    1. the driving conditions under which the relevant events occurred;
    2. the extent to which the Disqualified Driver exceeded the maximum speed, level of intoxication, or other limitation imposed pursuant to applicable law;
    3. the apparent degree of recklessness or disregard for safety on the part of the Disqualified Driver;
    4. whether anyone was injured as a result of the Disqualified Driver’s actions; and;
    5. The amount of time that has passed since the events in question.

An employee with a driver’s license that is expired, suspended, or revoked is not permitted to drive on University business until the license is reinstated. Employees who drive on state business are to disclose any license expiration, suspension, or revocation.

Employees charged with the following offenses are not permitted to drive on USG/GC business until disposition of the charges:

  1. Driving Under the Influence
  2. Driving While Intoxicated
  3. Leaving the scene of an accident
  4. Refusal to take a chemical test for intoxication
  5. Aggressive Driving (only if a conviction would result in more than 10 points accumulated on driving record)
  6. Exceeding speed limit by more than 19 mph (only if a conviction would result in more than 10 points accumulated on driving record)

Employees who drive on University business are to disclose receipt of the above charges by submitting a Driver Notification Form no later than the workday following the charges.

Employees who meet all Driver Qualifications following disposition of the charges are permitted to resume driving on University business.

If an employee does not meet all Driver Qualifications following disposition of the charges, the employee will not be permitted to drive on USG/GC business until the circumstances leading to such citations has been reviewed by the Chief Human Resources Officer or a designee and the Disqualified Driver has satisfied the corrective, preventative and/or educational measures specified by GC. The determination of the measures to be required will be made by the GC’s Risk Management Office, the Director of Legal Affairs and the Chief Human Resources Officer in consultation with the employee’s departmental manager, based on the specific citation and circumstances. Information for these items can be retained through DOAS.

Forms

Driver Acknowledgement Form

Accident and Traffic Violation Form - Driver Notification Form

Supervisor’s Accident Follow-up Checklist Form

State of Georgia Driver Authorization Card

Travel Request & Authorization Form

GC - FAQ’s MVR

Who must receive this training?

All employees who drive their own car, a rental car or a state vehicle while on University business must have this annual training. Note: If you routinely drive a state vehicle, or use a van to attend an event you must also have an MVR Motor Vehicle History Check.

Does this policy apply to GC volunteers?

Volunteers are required to follow the policy and procedures if they will be responsible for driving a state of Georgia or for driving their personal vehicle in the course of providing volunteer services to Georgia College.

Does this policy apply to GC students that are NOT employees?

No. This policy does, however, apply to students that are also employed by Georgia College.

What does "routine" mean?

You are considered a routine driver when you drive a state owned vehicle on a regular basis. If an employee answers "yes" to any of the following questions, then the employee is considered a "routine" driver and is subject to annual training and an MVR check.

  1. Do you drive a state vehicle several days a week; one or two or more times a week?
  2. Do you drive a state vehicle almost every week?
  3. Is this activity reflected in your position description?

What does "special purpose" driving mean?

Special purpose driving is defined as travel covered by an institutional Travel Request & Authorization; which may include travel for professional development, meeting attendance, workshops, conferences, etc.

What does "institutional or University business" mean?

Institutional or University business ranges from jumping into your car and driving to West Campus to pick up a document to driving your personal vehicle to a conference out-of-state. Anytime you are performing an activity related to your position at the University you are performing University business.

Does routine or special purpose driving include driving to and from my primary work location?

No  Driving to and from work is not considered University business and is therefore excluded. However, driving to another GC campus that is not your primary work site is considered University business.

Which University employees are affected by this policy?

Any University employee who receives a payroll check from the University is affected by this policy including all student and part-time casual labor employees. Additionally, Volunteers are required to follow the policy and procedures if they will be responsible for driving a state of Georgia or for driving their personal vehicle in the course of providing volunteer services to Georgia College.

 

When will I need to verify that I have received this training?

You will need to verify completion annually when you fill out the Travel Request & Authorization Form.

Does GC use the ARI program to report accidents?

Yes. GC uses the ARI Program mentioned in the Auto Liability Program Video. The ARI Program is a company which maintains the data management information for all state vehicles. They have information related to auto repair shops and towing services which are recognized within ARI Program. They can be contacted at 1.800.227.2273

Where do I get one of those yellow cards they mention that you should have in your personal vehicle?

Use this link: http://doas.ga.gov/StateLocal/Risk/DOCS_Risk/YellowCard.pdf or call the GC Risk Management Office at 478-445-5851.

If I receive a traffic citation or a warning citation, how do I report it to my supervisor?

You will need to complete the MOTOR VEHICLE USE PROGRAM DRIVER NOTIFICATION form and give it to your supervisor. The Program Driver Notification form can be found on the GC policy page and/or under the USG’s Human Resources Practice Manual MVR policy.

As a supervisor, how do I report an accident of one of my employees?

You complete the Supervisor's Accident Follow-up Checklist and send it to the Risk Management office on our campus. The Supervisor's Checklist can be found on the GC policy page and/or under the USG’s Human Resources Practice Manual MVR policy.

Where do I go to find out more information about the Motor Vehicle Use Policy?

You can find more info regarding the MVR policy on the GC policy page and/or under the USG’s Human Resources Practice Manual MVR policy. Also information can be found at the Department of Administrative Services (DOAS) webpage: http://www.doas.georgia.gov/StateLocal/Risk/Pages/RiskInsurance.aspx.

What reporting steps do I complete if I do have an accident?

  1. Stop immediately and take required precautions to prevent further accidents at the scene and render all reasonable assistance to persons injured at the scene.
  2. Ask someone at the scene to call police. If on campus call campus police at 478-445-4400. NOTE: All accidents involving a state vehicle require a police report.
  3. Contact your immediate supervisor and report the accident.
  4. All accidents should be reported to the Toll Free number (1-877-656-7475 listed on the Georgia Liability Insurance Card. (The Georgia Liability Insurance Card should be in the vehicle at all times).
  5. Follow the instructions on the back of the Georgia Liability Insurance Card http://www.doas.georgia.gov/StateLocal/Risk/DOCS_Risk/YellowCard.pdf
  6. If the state vehicle is not drivable from the scene of the accident, you should have the vehicle towed to the GC Automotive Maintenance Shop. Those departments who have signed up for ARI coverage can contact ARI at 1.800.227.2273 to arrange to have vehicles picked up and taken to an ARI certified repair shop.
  7. The following reports must be completed and received in the GC Risk Management Office within 24 hours so the report can be processed within the 48 hours requirement.
    1. Employees must complete a GC Accident Report Form immediately following the accident and forward it to the immediate supervisor.
    2. Immediate supervisors must complete the BOR/DOAS Supervisors Accident Follow-up Checklist
    3. Both reports must be forwarded to GC’s Risk Management Office. All questions concerning the reporting of motor vehicle accidents should be referred to the GC’s Risk Management Office.

Who do I contact at GC for more information about the policy, training and other travel related questions?

  • The Office of Human Resources– Training, Compliance and Policy Interpretations 478-445-5596
  • Risk Management Office – Accident Reporting, DOAS coordination 478-445-5851
  • Accounting Services- Travel Request & Authorization Form and Travel Reimbursement 478-445-6801

Related Links:

  • BOR Policy  
  • BOR Business Procedures   
  • BOR HR Administrative Practices
  • Financial Services
  • Georgia State Accounting Office