Vehicle

Vehicle Policy
Updated: 8/1/16
Contact: Office of the Controller

Summary
All employees who operate a privately-owned or College-owned vehicle during the course of employment with the College are required to abide by the terms and conditions of the Vehicle Policy and acknowledge receipt of such policy.

Employees are not authorized to transport other employees or students for official College business or activities in College-owned or rental vehicles unless the driver is listed on the College approved driver’s list.

Employees intending to operate non College-owned vehicles for official College business or activities may do so if the driver carries sufficient personal auto insurance and is listed on the College approved driver’s list.

College-owned and Rental Vehicles must only be operated by employees or current students of William Jewell College who have a valid United States driver’s license, be at least twenty-one (21) years of age, and appear on the College approved driver’s list. Please refer to the more detailed sections below for further information.

Driver Qualifications

  • College-owned and Rental Vehicles must only be operated by employees or current students of William Jewell College who have a valid United States driver’s license, be at least twenty-one (21) years of age, and appear on the College approved driver’s list. Please note: Many rental companies only rent vehicles to individuals twenty-five (25) years of age or older.
  • Drivers must be twenty-five (25) years of age or older and on the College approved driver’s list to operate any multi-passenger vehicles and/or vans that are designed to transport twelve (12) or more persons (including the driver).
  • Drivers operating vehicles designed to transport more than fifteen (15) persons (including the driver) must have a valid Commercial Driver License (CDL).
  • Employees are not authorized to transport other employees or students for official College business or activities in College-owned or rental vehicles unless the driver is listed on the College approved driver’s list.
  • Employees intending to operate non College-owned vehicles for official College business or activities may do so if the driver carries sufficient personal auto insurance (see Non College-owned Vehicles below) and is listed on the College approved driver’s list.
  • For the purpose of this policy, employees are defined as faculty, staff, student workers, consultants, any person paid with a stipend, or anyone contributing services to the College in lieu of pay.

College Approved Driver’s List

  • To be placed on the College approved driver’s list, employees and students must present a valid United States driver’s license to the Facilities Office (located in Ely Hall) at least two (2) full business days prior to driving a vehicle for the first time in an academic year.
  • Employees wishing to use non College-owned vehicles for official College business or activity must be on the College approved driver’s list and carry sufficient insurance coverage (see Non College-owned Vehicles below). Proof of sufficient insurance coverage (a copy of your insurance declaration page) must be submitted to the Facilities Management Office prior to the first trip that academic year.
  • The College’s insurance carrier will make a ruling based on the driver’s Motor Vehicle Record (“MVR”) and other information in department of motor vehicle databases.
  • The ruling by the insurance carrier is final, may not be appealed more often than once a year, and anyone not approved may not drive for the College at any time for any reason. If an employee or student wishes to appeal the insurance carrier’s ruling, then the appeal must be coordinated through a member of the President’s Cabinet and the College Business Office.
  • The approved driver’s list is reviewed annually. MVR’s of listed drivers may be randomly checked throughout the year, and approved drivers will occasionally be contacted to keep information on file current and/or to respond to any questions posed by the insurance carrier.
  • Drivers will not qualify to be listed or remain on the College approved driver’s list if, during the last thirty-six (36) months, the driver had any of the following occurrences:
    • Any felony conviction.
    • Sale, handling or use of illegal drugs.
    • Automobile insurance canceled, declined or not renewed.
    • Conviction of an alcohol- or drug-related offense while driving.
    • Driver’s license suspension or revocation.
    • Three (3) or more speeding violations or one (1) or more “major moving violations”.
    • Been involved in two (2) or more chargeable accidents.
  • Examples of “major moving violations” include:
    • Hit and Run or leaving the scene of an accident.
    • Implied Consent Refusal (refusal to take blood alcohol test).
    • Any felony, homicide or manslaughter involving use of motor vehicle.
    • Racing or excessive speeds: fifteen (15) mph over limits.
    • Reckless, negligent or careless driving.

Vehicles Provided by the College

  • College-owned vehicles are provided to employees as a working condition benefit and all personal use is considered by the Internal Revenue Service as a taxable fringe benefit.
  • Vehicles are available on a first-come, first-serve basis and may not be available at all times. Employees on the approved driver’s list wishing to reserve use of a College-owned vehicle may contact the Facilities Management Office.
  • Vehicles must be returned in the same clean condition and with the same amount of gas in the tank as when picked up.
  • Please pay for gas with a College credit or procurement card, or pay personally and submit receipts for reimbursement.
  • Employees who are provided College-owned vehicles for short-term use are expected to use the vehicle for official College business and activities only.
  • Employees who are assigned College-owned vehicles for an extended period of time are expected to pro-actively minimize personal use and never use the vehicle for lengthy personal trips, unless approved in advance by the Cabinet member with oversight of the employee’s department or division and the Vice President – Finance & Operations. Gasoline for lengthy personal trips is expected to be paid directly by the employee.
  • A mileage and usage log must be maintained for any vehicle assigned to an employee for an extended period of time to substantiate business mileage vs. personal usage. The absence of the contemporaneous record or log will result in 100% of all mileage to be counted as a taxable fringe benefit.
  • As a general rule, College-owned vehicles assigned for short-term use should not be parked in primary faculty and staff parking lots during normal business hours.
  • The College pays the following expenses on College-owned vehicles: gasoline, oil changes, maintenance, insurance, licenses, tag fees, and personal property tax (if applicable).
  • Employees who are assigned College-owned vehicles for an extended period of time are expected to take pride in the vehicle and keep the car clean (washed, waxed, vacuumed, all trash removed, free of excess personal items, etc.) at the employee’s expense.

Common Rules for College-owned and Rental Vehicles

  • The driver’s responsibilities include, but are not limited to, the following:
    • Operation of the vehicle in a manner consistent with reasonable practices that avoid abuse, theft, or neglect of the equipment.
    • In all cases, vehicles are to be operated in strict compliance with motor vehicle laws of the jurisdiction where the vehicle is driven and with the utmost regard for the vehicle’s care and expense of usage.
    • Attention to and practice of safe driving techniques and adherence to current safety requirements particularly given current and foreseeable weather, road, and lighting conditions. Cell phone usage while driving is not permitted unless it is hands free.
    • Adhering to manufacturer’s recommendations regarding service, maintenance and inspection. Vehicles should not be operated with any known defect that could inhibit safe operation.
    • No trailers of any kind are to be pulled without prior permission from the Director of Facilities Management.
    • Possession, transportation or consumption of alcohol or illegal drugs by anyone in the vehicle is strictly prohibited.
  • No vehicle may be driven while under the influence of alcohol or any controlled substance.
  • College-owned vehicles and vehicles rented in the United States may not be driven into Canada or Mexico.
  • The driver and all passengers must wear available personal restraints (seat belts and shoulder harnesses) at all times when the vehicle is in motion.
  • No one may ride in an open bed of a pick-up truck or similar vehicle without proper personal restraints.
  • The College’s insurance coverage allows only the following individuals to be passengers in any College-owned or rental vehicle: current employees, current students, spouses, family members, or any person or persons reasonably engaged in official College business or activities, for example: admission visitors and campus guest speakers.

 

Rules Specific to Rental Vehicles

  • No one may operate a rental vehicle for College business or activity for any reason if they are not listed on the rental agreement nor may they operate the rental vehicle if they are not previously listed on the College approved driver’s list.
  • For all rentals originating in the U.S. and Canada please DECLINE the Loss or Collision Damage Waiver and the Additional or Supplemental Liability Insurance, however, please ACCEPT the coverage if renting a twelve (12) or fifteen (15) passenger van.
  • For travel outside the U.S. and Canada, obtain counsel from a travel agent and the College’s Business Office prior to your trip on which coverage(s) should be accepted in that specific foreign country for all vehicles.
  • In general, a rental day consists of each twenty-four (24) hour period and there is one-hour grace period on returns. If rental vehicles are kept longer than one (1) hour after the rental period, there are additional hourly charges as outlined in the rental agreement.
  • Rental charges start at the time the vehicle is rented and cease when the vehicle has been properly returned. Generally, there are two (2) day minimum on rentals starting on Friday, Saturday or Sunday.
  • Not all rental companies allow or provide vehicles with unlimited mileage in all states. Please be sure to verify with the rental companies on their rules and regulations for trips to multiple states.
  • Please allow time to refuel rental vehicles at a gas station well away from the car rental drop off point to ensure the lowest gas charges and avoid fuel service charges levied by most rental companies.

Rules Specific to Non College-owned Vehicles

  • Employees are not authorized to transport other employees or students for official College business or activities unless the driver is listed on the College approved driver’s list.
  • Employees must carry sufficient insurance on non College-owned vehicle(s) used for official college business or activities. Authorized drivers must carry limits of no less than: Bodily Injury of $100,000/300,000 and Property Damage of $100,000.
  • The College does not automatically assume any liability for bodily injuries or property damage arising out of an accident occurring in connection with operation of a non College-owned vehicle. Please note: Depending on the nature of an accident, the driver’s insurance may be primary and possibly joint with the College for coverage of damage to their personal vehicle, property damage, and/or any bodily injury to themselves, passengers, or others.
  • The College cannot authorize use of an unsafe vehicle at any time. Preventive maintenance such as regular oil changes, lubrication and tire pressure and fluid checks determine to a large extent whether a vehicle is reliable and safe to drive.
  • The College does not reimburse repairs, maintenance, insurance, or other costs associated with non-College owned vehicles.

Traffic Violations

  • The College does not reimburse fines, court costs, parking tickets, traffic or other violations.
  • Drivers are required to report all moving violations involving the use of any vehicle (College-owned, personal or other) while on College business or activities to the member of the President’s Cabinet with oversight for your department or division and to the Business Office within twenty-four (24) hours of occurrence. Failure to report violations may result in disciplinary action.
  • Please be aware that traffic violations incurred during non-business (personal use) hours will affect your driving status since MVR’s may be randomly checked throughout the year.
  • Call the police if injury to others is involved, whether real or suspected — medical attention should be sought immediately. The College recommends that you call the police to file a police report even when there are no injuries.
  • Do not give any statements to claimants, insurance adjusters, private investigators or attorneys without first obtaining permission from the College’s Controller or Finance Director in the Business Office.
  • Do not attempt settlement, regardless of how minor.
  • Exchange vehicle identification, insurance company name and policy numbers with the other driver.
  • Get the name, address and phone number(s) of the other party(s) and any witnesses, if possible.
  • Take multiple photographs of the scene of the accident, if possible.
  • Complete the driver’s report (in the glove box of College-owned vehicles) while at the scene of the accident, if at all possible.
  • All accidents must be reported to the member of the President’s Cabinet with oversight for your department or division and to the College Business Office within twenty-four (24) hours of occurrence. The College Business Office will file any necessary claim documents with the College’s insurance carrier.
  • Additionally, if a rental vehicle is involved, please follow the instructions in the rental agreement for reporting accidents.

Vehicle Policy Acknowledgment Form
This is to acknowledge that I have received a copy of the William Jewell College Vehicle Policy and agree to abide by the policy.

Print Full Name:                                                                                                                       

                                                                                                                                                 

Date                                                                                                     Employee Signature

Please detach this page after signing and return it the Facilities Management Office