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Vehicle and Driver Policy

Purpose

The purpose of these procedural guidelines is to establish the processes and regulations associated with the use of College owned vehicles, the use of non-College owned vehicles for business purposes, and the driver approval process.

Scope

This policy applies to all employees at Columbia College.

Policy

The College has a range of vehicles that may be used (“leased”) by employees for College-related trips.  Vehicles available may include cars, mini-vans,10 passenger vans, and a 25 passenger bus.  Pets are not allowed in College owned vehicles. Only trained service animals are allowed in College owned vehicles.  Vehicles may be used under the following guidelines:

 

Reservations 

Vehicles are reserved on a first come, first served basis.  Reservations may be placed at the Wightman Maintenance Building, completing the form on CougarTrack, or by calling extension 7310.  Published guidelines are available from that office.  Confirmation of a reservation is not complete until drivers are approved. 

 

Cost  

Departments will be charged a variable mileage charge based on the size of the vehicle.

  • cars or mini vans:                   55 cents per mile*
  • 10 passenger vans:                61 cents per mile
  • 25 passenger busses:             66 cents per mile

*Subject to change when the IRS updates mileage rates each January.

 

Any other expenses incurred, for example the rental of a trailer, will be passed on to the user.  The amount charged will be actual cost.  In the event of an accident, any costs incurred not covered by insurance will be paid by the user department.

 

When an employee uses her/his personal vehicle for College business, all vehicle expenses are to be paid by the employee using personal funds.  The employee will then be reimbursed based upon the number of miles driven.  Mileage reimbursement for use of personal vehicles for College business will be paid by departments at 55 cents per mile.  In the event of an accident involving a personal vehicle, the owner is responsible for all expenses as defined later in this policy.

 

Drivers 

When possible, user groups should supply their own driver(s), with approval as described below.  If the user group cannot furnish a driver, there are drivers available from Plant & Facilities on a limited basis.  The actual cost of the driver, plus mileage charges, will be charged to the user department.  Arrangements for drivers must be made at least two weeks in advance of the trip.

DRIVER APPROVAL

Drivers furnished by Plant & Facilities are pre-approved.

All other drivers using College vehicles must be approved by the Human Resources office in advance.  Approval must be requested at least one week prior to the trip in order to complete the approval process.  Once a driver is approved, his/her name is added to the approved drivers list, and it is not necessary to gain approval for subsequent trips.  Accidents and/or convictions after approval may result in approval being withdrawn.  The approval process will be annual.

Columbia College faculty and staff may drive College vehicles after approval as described below:

  • Drivers must have license information on file in the Human Resources office.
  • Driver’s record will be checked by Human Resources MOH 123 with the state agency.
  • Results of the state agency check will be compared to Columbia College guidelines for approved drivers.  If the records check does not result in approval, driver is not eligible to drive a College vehicle.  The driver and supervisor will be notified and this information will be held in confidence.
  • License must be appropriate for the type of vehicle to be used.  Ten passenger vans require a Type E Chauffeurs license.  Bus requires a Type C Commercial Drivers License with a P (passenger) endorsement.  Passenger cars require only a standard Type F license, so long as the driver is not getting paid to drive as part of their job.  Those with non-Missouri licenses must possess the proper equivalent license for their state.
  • A faculty or staff member with approved license to drive a 10 passenger van, or a 25 passenger bus, must complete a short training session with the Grounds Shop Supervisor before being eligible to drive said vehicle.
  • A faculty or staff member with Type E Chauffeurs license or Type C Commercial Drivers License must pass a driver’s physical at Boone Convenient Care paid for by Columbia College.  They will receive a card showing they have passed the exam and should carry this with them when driving college vehicles.  The driver’s physical is only required if the employee intends to drive the 10 passenger van and/or bus.

 

Columbia College students may drive College vehicles for College business after approval following the same guidelines as employees with the two criteria described below:

  • Students must be approved for driving by the Administrative Council member responsible for the department for which they need to drive.
  • Students must be approved for driving by the Administrative Council member responsible for the department for which they need to drive.
  • Students must have a signed waiver on file in the Human Resources Office.
  • A student with approved license to drive a 10 passenger van, or a 25 passenger bus, must complete a short training session with the Grounds Shop Supervisor before being eligible to drive said vehicle.

 

Exceptions 

Columbia College reserves the right to alter, change, amend or revoke this policy at any time and reserves the right to make exceptions to the policy in the event such an exception is deemed to be in the best interest of the accomplishment of the mission of the College, provided that nothing shall be done to authorize the operation of a College vehicle or any vehicle on College business by an individual who does not possess a valid driver’s license of the appropriate category to be operating the vehicle which is proposed to be operated.

APPROVED DRIVERS

This section of the policy covers the following individuals:

  • Current Columbia College employees who, as part of their employment, drive Columbia College vehicles.
  • Applicants for employment with Columbia College who will, as part of their employment, operate Columbia College vehicles.
  • Current Columbia College employees who are candidates for promotions to positions that will make them subject to operating College vehicles.

 

By virtue of this policy, the above referenced individuals will be required to provide the College with their valid driver’s license at intervals defined later in this policy.  Their license will be checked with the Missouri Department of Revenue, or appropriate state agency, and the report generated as a result of the check, must reflect a point total that is below six (6) points.  Point totals for states outside of Missouri will be adjusted by Human Resources, if necessary, to reflect comparably to home campus requirements.  If the total equals or exceeds six (6), said individual will not be eligible to drive.  Columbia College point total is established using the following method:

A.         Number of Accidents (within last 3 years)

                        None                                                                                               0

                        1                                                                                                       1

                        2                                                                                                       2

                        3                                                                                                       3

 

B.         Major Moving Violation (within last 3 years)

                        Hit and Run; leaving the scene of an accident                       6 each

                        Any alcohol-related driving offense                                        6 each

                        Any felony involving use of motor vehicle                             6 each

                        Racing or excessive speeds (20 mph over limits)                   4 each

                        Reckless, negligent or careless driving                                    4 each

                        License suspension or revocation for various violations        3 each

                        Speeding                                                                                     2 each

 

C.        Other Moving Violations (within last 3 years)

                        None                                                                                                   0

                        1 or 2                                                                                                   1

                        3 and Over                                                                                  1 each

 

The information received from the state licensing agencies will be kept confidential and used only to determine driver approval.

 

License Check Intervals:

The intervals established by Columbia College are as follows:

  • Current Columbia College employees who, as part of their employment, drive College vehicles, shall provide their driver’s license to the Human Resources office for inspection and a state agency check as requested, but at a minimum on an annual basis.
  • Applicants for employment with Columbia College who will, as part of their employment, operate College vehicles shall provide their driver’s license to the Human Resources Director for inspection and a state agency check, at the time they are considered for employment.
  • Current Columbia College employees who are candidates for promotion to positions that will make them subject to operating College vehicles shall provide their driver’s license to the Human Resources office for inspection and a state agency check.

License Suspension or Revocation:

Anyone who has had a license suspended or revoked shall not operate a College vehicle for the duration of the suspension or revocation.

If a Columbia College employee’s license is suspended or revoked he/she must notify his/her supervisor of the suspension or revocation no later than the next time he/she would be required to operate a College vehicle.

Failure to notify said supervisor and then operating a college vehicle may lead to disciplinary action, up to and including termination.

USE OF NON- COLLEGE OWNED VEHICLES ON COLLEGE BUSINESS

The following pertains to the use of private vehicles, either owned or leased, by an employee on college business.  College business is defined as any use of a vehicle for which the employee will be reimbursed, either on a mileage basis or any other arrangement made in advance for said reimbursement.

 

Each driver is expected to have read this policy and meet the minimum qualifications, and agreed to operate their personal or rental vehicle used on company business in accordance with these policy requirements.

 

Permissive Use

No employee shall drive a private vehicle on company business without first having been approved to do so by his/her supervisor.  Such approval cannot be granted without the supervisor first ensuring that the employee is an approved driver.

All qualifications required to be an approved driver of a company owned vehicle also apply to the driver of a non-college owned vehicle.  Please refer to the policy section “Use of College Vehicles” found earlier in this document.

Insurance

  • Employees who have approval to drive personal vehicles on college business must maintain automobile liability insurance at limits meeting the minimum requirements in the state in which the vehicle is licensed. 
  • College automobile insurance is excess over any valid and collectable insurance, therefore the employee’s insurance will be primary for liability.
  • College automobile insurance does not cover damage to an employee’s personal vehicle.

Approval Interval

Employees shall provide information needed to gain approval as requested, but at a minimum, approval will be evaluated on an annual basis.

Suspension or Revocations

An employee whose license is suspended or revoked is not qualified to be an approved driver until such time that he/she can request re-approval under this policy, and must notify his/her supervisor no later than the next time he/she would be required to drive.

 

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