ࡱ> c Fbjbj 4|ff>V, , 8tTc6&(5555555$8?;R666L5534)r X35360c63;a;04;4vkTD66avc6;, > j:  POLICY AND PROCEDURE Title: VEHICLE USE Policy No.: 4.30 Department: Business Affairs Contact: Vice President for Business Affairs Policy 鶹ӰԺ maintains a pool of vehicles for use by 鶹ӰԺ personnel for business trips only. 鶹ӰԺ employees, students, and NSHE personnel shall be the only passengers in the vehicles. All others are not permitted to ride or drive in the vehicle, because they are not covered by insurance. 鶹ӰԺ volunteers may be passengers (not drivers) only if the appropriate volunteer forms have been completed and approved. College vehicles are not to be used to drive between home and work or for personal business. The exceptions to this would be when leaving very early before work hours or returning to campus after hours. Agency vehicles are not available for use by non-NSHE personnel. Students who are asked to drive 鶹ӰԺ, NSHE or State of Nevada vehicles must be employed by the college as full-time, part-time or student employees such as lab aides, administrative aides, etc. Students not employed by the college may not drive any college or NSHE vehicle. This includes vehicles rented on the NSHE contracts with Hertz or Enterprise vehicle rentals. 鶹ӰԺ personnel wishing to use 鶹ӰԺ vehicles must follow the procedures established in this policy. Vehicle is hereby defined as any mechanical device designed and/or used for the transportation of persons or cargo. Passenger means any person in or about the vehicle, other than the operator. A violation means any action contrary to these regulations or any State, Federal, or local laws. Procedures 1.0 Reservations Reservations in Elko Vehicles are available on a first-come, first-serve basis. Reservations for vehicles on the Elko Campus must be made through the 鶹ӰԺ Google Calendar system for the Controllers office. Open the calendar to the day the vehicle is needed, in the title put your name travel destination, enter the dates and times of your travel. Departure and arrival times for car reservation purposes must be during business hours, Monday through Friday, 8am -5pm. Under the Rooms button the available vehicles are listed, click on the one you wish to reserve. Reservations should be made as soon as the need becomes known. Reservations will be taken up to six months in advance. Because of the limited number of vehicles, a choice of vehicle may not always be available. Employees must notify the Controllers Office as soon as possible if travel plans change or are cancelled so that the vehicle reservation can be adjusted. Additional information on making reservations can be found on the Controllers Office website. Reservations at the Centers Vehicles are located at the Ely, Pahrump and Winnemucca centers for the use of the Directors, faculty and staff. All use of the vehicles in these locations, should be arranged through the front office staff and the center Director. 2.0 State of Nevada Driving Regulations & Penalties.  2.1 Rules and Regulations For any individual operating a 鶹ӰԺ or state vehicle, all State of Nevada regulations must be observed including the following: Driver's License. Anyone operating a vehicle must have a valid operator's license, of the appropriate class, in their possession. When picking up the keys for a vehicle, a valid drivers license must be shown by the driver each time a vehicle is checked out. The appropriate valid licenses from any state of the USA, but only for the first 30 days that the employee is a resident of Nevada. The employee must obtain a valid Nevada license by the end of the first thirty days after becoming a resident. The employee must have in possession the appropriate class Nevada Drivers License for the type of vehicle being driven. Student employees from other states may use a valid drivers license from the state from which they maintain their permanent residence. Training. All Executive, faculty, staff and student workers must complete a State of Nevada approved defensive driving course at least once every four years. The Director of Environmental Health, Safety & Security, offers this course live/IAV several times a year. If an employee is unable to attend one of those training sessions, they may take the National Safety Council course on line for a fee, located at this link;  HYPERLINK "http://www.nscddconline.com/Finesource/basket/purchase_e.asp?ugid=007286AC&sid=&rid=461384&ct=DDC9" http://www.nscddconline.com/Finesource/basket/purchase_e.asp?ugid=007286AC&sid=&rid=461384&ct=DDC9 Acknowledgement. A valid Employee Drivers Acknowledgement form must be on file in the controllers office prior to any employee using an agency vehicle. Speed Limit. No individual will operate a vehicle at a rate of speed which is excessive for the speeds posted, the conditions of traffic, or weather encountered. Reckless Driving. A vehicle will not be operated in a reckless or careless manner which could endanger life or property. Under the Influence No individual may operate a vehicle while in an impaired condition, such as under the influence of alcohol or drugs, prescribed or illegal, or when sleep deprived. Under State of Nevada and NSHE policies an employee arrested for this offense will be subject to the disciplinary actions listed in either the NAC or Board of Regents Policy, depending on their position. Drug & Alcohol testing. Any employee involved in an accident that requires medical attention to anyone involved in the accident or causes more than $500 in damages will be subject to the NSHE drug and alcohol testing program. Animals in vehicles. Nevada State Policy states that animals are prohibited from traveling in the passenger compartment of all State, NSHE and 鶹ӰԺ vehicles; service animals are exempt. Pets are prohibited. Smoking. Per SAM 1302.0 smoking is prohibited in state vehicles 2.2 Penalties. Parking and traffic regulations are subject to review and scrutiny by the 鶹ӰԺ security office. Violations by an individual operator or owner will result in severe action which may include fines, denial of vehicle use on campus, impoundment, or any combination of the above. Violations of federal, state and local traffic laws may result in the issuance of citations by the appropriate authorities. Persons issued parking or moving violations will be personally responsible for any court appearance, fees and/or fines. 2.3 Accident Reports. Any accident involving a vehicle, no matter how minor, must be reported to the 鶹ӰԺ security office. An accident report form must be completed and turned in to the security office. Accident forms are located in the glovebox along with the required insurance documents. Accidents involving another vehicle or personal property must be reported to the local Police, Sheriff or Highway Patrol. If a driver is involved in an accident, they should follow these procedures: Stop at once Check for injured parties, if you are injured obtain necessary medical attention. Notify Police, Sheriff or Highway Patrol, give the exact location and advise if there are injuries Collect witness statements, names, addresses and phone numbers. Obtain information on the other parties Insurance Company (policy number, name, contact) Provide the state insurance exempt card in the accident packet to the other party. DO NOT ADMIT LIABILITY. Complete the vehicle accident form and any report the responding police agency requests. Send a copy of the vehicle accident form, witness information and other party information to the Director of Environmental Health, Safety and Security. 2.3 DUI Penalties. Employees convicted for DUI while driving state vehicles will be subject to the standard NSHE and State of Nevada policies and statutes covering that violation. The following procedures pertain to employees who were convicted of DUI in their personal vehicle and who drive state vehicles in the normal course of their work duties (e.g., security, some B & G staff or the recruiter): Employees who drive state vehicles in the normal course of their duties will be required to advise their supervisor/department manager of their arrest for DUI and the subsequent outcome of their case. The NSHE office of risk management has established the policy that any employee who has been convicted of a DUI shall not be permitted to drive any State of Nevada vehicle during the time their driving privileges are suspended, under restriction or required to carry insurance under the SR-22 insurance requirements. Under normal circumstances this is a period of three years. Depending on the circumstances of the DUI and whether the conviction is a first, second or third time, most persons will have some court ordered driving and insurance restrictions along with other court ordered items they must comply with. Most first time offenders will have their drivers license suspended for up to 90 days with some offenders receiving exceptions to drive to and from work only. Second and third time offenders will normally receive longer suspensions. Employees in job classes required to drive as part of their work performance standards or job description may be subject to transfer to a non-driving position, demotion, or termination depending upon the availability of alternative positions and/or other issues pertaining to their loss of driving privileges. Such determination shall be made by the employees appointing authority and supervisor in cooperation with the human resources department and pursuant to applicable progressive disciplinary policies. NSHE will not accept the liability for those employees who have partial or full reinstatement of their driving privileges but are still under some restrictions or must still carry SR-22 type insurance. These employees are allowed to drive their personal vehicles to and from work; however, they may not drive their personal vehicles to perform their normal work duties in place of driving a state vehicle. Employees may only have their driving privileges reinstated after providing a copy of a department of motor vehicles printout that verifies their driving privileges are reinstated and the employee has completed the in person defensive driver training offered by the 鶹ӰԺ Health, Safety and Security department or the four hour on-line National Safety Council driver training program. At that time, the appointing authority or designee representative must approve the employee to drive State of Nevada vehicles on behalf of 鶹ӰԺ. 3.0 Other Vehicles, Non-鶹ӰԺ 3.1 Motor Pool Vehicles at other NSHE campuses. When traveling to other NSHE campuses on business, employees may need the use of a state vehicle. State motor pool vehicles are available when reservations are made in advance. Locations are as follows: Carson City 775. 684.1888 Reno 775. 688.1309 Las Vegas 775. 486.7042 Well in advance of a trip or as soon as the employee knows about the travel, a Fleet Services Rental Request Form (available at the Controllers Office website forms page) must be completed and emailed or faxed to the destination number listed on the form. The vehicle request must be signed by an approving authority, the president or a vice-president. The traveler must pick up the motor pool vehicle at the designated location. The form is presented to the motor pool upon arrival. Motor pool attendants will retain the approval form until the vehicle is returned. The motor pool retains three copies for billing purposes and will provide the traveler with a copy to include with other travel report information. If your trip is canceled, you must notify Motor Pool or you will be charged a No-show fee that will be charged to your operating account when the invoice is received. Accidents must be reported promptly and in complete detail to the motor pool, as well as to the appropriate law enforcement agencies. When driving a State vehicle, employees or volunteers formally registered with an agency are covered under liability insurance provided by the State. 3.2 Car Rentals. If an employee of the college is authorized by an approving authority to rent an automobile while conducting college business (e.g., out-of-state conferences, workshops) the employee will be reimbursed a reasonable rental cost, excluding the insurance waived collision deductibles. 3.3 Private Automobile. Employees will not be directed to use a private car if a college vehicle is available. If, however, an employee is asked to use a private vehicle on college business, the reimbursement will be at the current full rate per mile. If the use of a private vehicle is for the employees convenience, the reimbursement will be one half of the current full rate. If a college or state vehicle is not available and the employee does not want to use a private vehicle, then an appointing authority will approve a car rental The reimbursement rate generally changes annually. Check with the Controllers Office for the current rate. 4.0 NSHE Vehicle Liability Coverage NSHE is insured under a policy which provides for liability coverage. An NSHE employee driving an NSHE vehicle on college business is covered under this policy. In many cases, the employee can rely on his personal auto policy to provide excess coverage over and above NSHE liability limit. Employees should, however, consult with their own agents for details. When driving a private vehicle on college business, the employees personal insurance is primary in the event of an accident or loss, and NSHE provides secondary coverage. NSHE will only provide insurance coverage up to the Tort Claims cap of $50,000 if the employee does not have coverage up to this amount. Employees should consult with their agents to determine whether a special rider is required for this policy. Some insurance companies permit the use of a personal vehicle for business use up to a certain percentage of time with no change in premium. Others do not. 5.0 Miscellaneous Procedures 5.1 Credit Cards. A gasoline credit card packet will be issued to college personnel using agency vehicles. When paying for gas purchases in cash, receipts must be saved for reimbursement. Employees are required to fill the gas tank before returning the vehicle to the college. Also, they are asked to return the credit card, any receipts, and the car keys to the controller's office at the completion of the trip. For those vehicles in Elko, if the employee returns after the close of business, the gas cards and vehicle keys should be placed in the drop box on Chilton Circle by Berg Hall. The college credit cards cannot be used for a personal vehicle. 5.2 Care of Vehicles. All trash must be discarded upon returning the vehicles. It is the drivers responsibly to clean the vehicle inside and out prior to it being returned. 5.3 Vehicle Parking. In Elko, 鶹ӰԺ cars must be parked in the designated agency vehicle parking spaces outside of Berg Hall. 5.4 Auto Maintenance. College vehicles are serviced at regular intervals. Maintenance and repair records are kept for each vehicle. Drivers must note any problems to the controllers office when keys and credit cards are returned. 5.5 Handicap Parking. Handicapped parking is provided to those individuals who have special license plates. Any other vehicle in these spaces is subject to towing. 5.6 Personal Vehicle. Persons using a state vehicle and leaving their vehicle on college property while traveling should notify the center director or Elko campus security prior to departure. Any vehicle which has not been moved for five consecutive days may be considered abandoned. The police will be contacted to verify ownership and the vehicle may be towed at the owners expense. Date adopted: January 22, 1998 Revised and approved by Presidents Council: April 2, 2007, August 12, 2014, December 9, 2014 Contact the assistant to the president for any questions, corrections, or additions.     4.30 Vehicle Use November 15, 2019 Page  PAGE 5 of  NUMPAGES 5 !"017;<BCNRbcm  + . 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