II. C. 2. Use of State Vehicles

College employees shall reserve state vehicles by performing the following steps.  First, they should verify that a car is available by accessing the Vehicle Reservation Calendar on the NGTC Intranet.  Then they should contact the Vehicle Checkout Coordinator  at their respective campuses, preferably by email, with the following information:  the make and model of the car available for use, the time frame it will be used.  and the destination and purpose of the trip.  Reservations should be made within 30 days.  It is the responsibility of the person using a state vehicle to:

1. Record the use of the car in the logbook located in the vehicle, ensuring that the depart time, return time, destination, and purpose of the trip are recorded as accurately as possible.  The mileage needs to be noted before and after the trip to ensure that any necessary routine maintenance is performed on the vehicles in a timely manner.

2. Notify the Vehicle Checkout Coordinator immediately if the trip is canceled.

3. Complete and submit a maintenance request from if a problem is encountered with the operation of the vehicle.

4. Make sure the keys are returned to the Vehicle Checkout Coordinator after use.

AUTHORIZED USE OF STATE VEHICLES

State policy authorizes the following uses of state vehicles.  This list is not intended to be exhaustive but to provide employees with some guidance in determining when the use of a state vehicle is appropriate.

• Employees travel between the place where the state vehicle is dispatched and the place where the official state business if performed.

• When employees are on official travel status, travel between the place of state business and the place of temporary lodging.

• When employees are on official  travel status and not within reasonable walking distance, travel between location of official business or lodging and places to obtain meals;  places to obtain medical assistance (including drugstores); places of worship; barber shops or hair salons; cleaning establishments; and similar places required to sustain the health, welfare, or continued efficient performance of the driver, exclusive of places of entertainment.

• Transport of other officers, employees, or guests of the state when they are on official state business.

• Transport of consultants, contractors of commercial firm representatives when such transport is in the direct interest of the state.

• Transport of any person or item in an emergency situation.

• Travel between the place of dispatch or place of performance of state business to the employee's personal residence when specifically authorized by the proper authority.

UNAUTHORIZED USE OF STATE VEHICLES

Any unauthorized use of state vehicles will result in immediate disciplinary action from the College.  Such action may include suspension of all privileges to operate state vehicles and, in some cases, dismissal.  Further, state drivers are not covered by liability insurance when engaging in unauthorized use of state vehicles.  The following uses of state vehicles are prohibited:

• Any use for personal purposes other than commuting, which has been specified in Authorized Uses.

• Travel or tasks which are beyond the vehicle's rated capability.

• Transport of families, friends, associates, or other person who are not employees of the state or serving the interest of the State.

• Transport of hitchhikers.

• Transport of cargo that has no relation to the performance of official state business.

• Transport of acids, explosives, weapons, ammunition, or highly flammable material except by specific authorization or in an emergency situation.

• Transport of any item or equipment projecting from the side, front, or rear of the vehicle in a way which constitutes an obstruction to safe driving, or a hazard to pedestrians or to other vehicles.

• Transport of other employees from headquarters to restaurants, cafes, drugstores, or other places which are not in the service of state business.

• Travel to  sporting events, including hunting and fishing excursions, which are not in the service of state business.

• Extending the length of time the vehicle is in an employee's possession beyond that which is required to complete the official purposes of the trip.
   

CROSS REF.:    NGTC  Policy 03-08-04
                            e-Form: Vehicle Reservation Calendar

                           

Adopted: August 1, 1988
Revised:  July 29, 2003
Approved:  August 5, 2003
Code: 03-08-04P

 

 

NORTH GEORGIA TECHNICAL COLLEGE

 

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