Business and Finance (Includes Plant Operations)

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 05:21:00 Motor Vehicle Use

1. Introduction: State Vehicles are provided for faculty and staff use in the pursuit of college-sanctioned business.
2. In order to provide the safest and most efficient use of this limited resource, the following guidelines are provided:
   1. All motor pool vehicles, excluding maintenance vehicles, are assigned through Plant Operations during normal operating hours of 7:30 a.m. to 3:30 p.m. Monday through Friday.
   2. Vehicles can be reserved by calling or emailing Plant Operations.If a vehicle is not needed after a reservation is made it must be cancelled as soon as possible in order to release the vehicle for another user.Two failures to release an unneeded reservation will result in loss of reservation privileges.
   3. Keys must be picked up at Plant Operations and a Motor Vehicle Trip Permit must be completed.Pick-up must be between 7:30 a.m. and 3:30 p.m. M-F, unless other arrangements are made.
   4. Upon return, keys and forms must be turned in to Plant Operations.If returning after hours, keys and forms must be placed in the drop box located in the side door of the mechanical shop inside the fenced compound.
   5. Vehicles must be locked and placed in the compound upon return.Keys issued with the vehicle allow access to the compound after hours.
   6. Personal items and trash must be removed from the vehicle upon return.
3. Vehicle Operation
   1. The vehicle operator must be a full or part-time employee under contract to the college, with a valid vehicle operator’s license.
   2. The operator is responsible for the safe operation of the vehicle, the safety of any passengers, and the condition of the vehicle upon return.
   3. Vehicles must not carry more than the maximum passenger limit.
   4. All occupants must wear seatbelts at all times that the vehicle is in motion.
   5. All state and local traffic laws must be obeyed at all times.Traffic violations will be the personal responsibility of the vehicle operator.
   6. The use of tobacco products is not allowed in college vehicles.
   7. The use of radar detection devices in state vehicles is prohibited.
4. Mechanical Troubles
   1. If a mechanical breakdown renders the vehicle inoperable, the operator must arrange to have the vehicle transported to a service facility for evaluation.The facility should contact Plant Operations with details and for instructions on how to proceed.
   2. Arranging transportation home would be the responsibility of the operator.
   3. For minor mechanical breakdowns, the operator of the vehicle may spend up to $500.00 on quality repairs without obtaining Plant Operations approval.If a problem occurs in the state of Tennessee, the local Tennessee Department of Transportation may be able to provide the service and bill the College for the cost.A detailed report of all repairs made must be turned in to Plant Operations.
   4. Cost associated with these incidents may be charged to the College credit card if available or reimbursed upon return to the campus by normal reimbursement procedures.
   5. Any mechanical abnormalities noticed but not repaired should be reported upon return on the Motor Vehicle Trip Permit form.
5. Notice of Liability and Penalties for Misuse
   1. A notice of liability and penalties for misuse of motor vehicles is posted at Plant Operations and is contained in each vehicle.
6. Fuel and Oil
   1. Vehicles should already be full of oil and fuel when they are picked up.
   2. If fuels is needed during the trip, a Fuelman Service station should be located from the map in the vehicle.Stations are located throughout the country.Fuel, and oil if necessary, should be obtained from these locations by following the outlined procedure in the vehicle.The college receives fuel and oil discounts through Fuelman, and thus these sites should be used if at all possible.
   3. If a Fuelman station is not available fuel may be purchased by individual and reimbursed upon return to the campus by normal reimbursement procedures.
   4. All fuel receipts must be turned in to Plant Operations along with the Motor Vehicle Trip form.
   5. Fuel may also be obtained from other Tennessee Board of Regents Institutions that have motor pool fuel tanks and the cost billed to Chattanooga State.
7. Handling of an Accident
   1. If you are driving a state vehicle, rental, or your own vehicle on official State business, follow these instructions if an auto accident occurs:

• Do not leave the scene. Be prepared to communicate all details of the incident to the State’s adjuster.
• Call emergency services (911 or police non-emergency number) as needed.
• Do not admit fault in the accident or promise coverage or reimbursement to anyone.
• Take at least 4 photos of both vehicles, license plates, parking situation, insurance card for the other party, and any notable unrelated damages.Include photo of the other party if applicable.
• Call the State of TN Auto Accident Call Center immediately at (855) 253-0629 and be prepared to provide the following:
  • Incident date, time and location
  • State driver’s name, phone number and email
  • Any other driver’s name, phone number and email
  • Vehicle information for all vehicles, including license plate number and/or VIN
  • Supervisor’s name and contact information
  • Confirm if any injuries / fatalities occurred

2. If you are driving a state vehicle, rental, or your own vehicle on official State business, follow these instructions should you hit an unoccupied vehicle:

A. Fill out a Damage Notification Card and leave it on the unoccupied vehicle.

B. Call the State of TN Auto Accident Call Center immediately at (855) 253-0629 with date, time, and location of the incident, as well as an additional information you may have.

C. Take photos of both vehicles, as well as the license plate and VIN tag of the other vehicle (on the driver-side dash, near the windshield).

Submitted to Policy Review Committee on October 8, 2018

Submitted to Policy Review Board on November 30, 2018

Approved by Policy Review Board on December 6, 2018