Section 7.03.01 - VEHICLE USAGE
Georgia College & State University vehicles may be operated only by individuals who are paid employees of the University and who have a valid Georgia driver's license. Legal interpretation of insurance and liability limitations does not permit students to operate Georgia College & State University owned vehicles unless the student is an employee of the college. Vehicles can be released only to authorized Georgia College & State University employees.
State owned vehicles are authorized for use in the performance of all essential travel duties related to the completion of state business. They are not authorized to be used for personal trips unrelated to the state business for which they were assigned (such as stopping at banks, shopping centers, eating establishments, dropping children at school on the way to work, etc.); to transport who are not state employees; nor to attempt tasks which are beyond the vehicle's capabilities. When in doubt, the decision must be based on whether the vehicle's use in this task will serve the interest of the state rather than the driver, and whether it will be defensible in the event of public criticism, questions from a higher government authority, or an auditor's report. When you are driving a state vehicle, it is clearly identified as a representative of state government.
A. VEHICLE IDENTIFICATION
It is the responsibility of the Plant Operations Office to ensure that:
1. Each vehicle has a State-provided Information Decal (obtained from Plant Operations Office) affixed to the dashboard in clear view.
2. Each vehicle has a DOAS Risk Management insurance card (obtained from the Plant Operations office) available for the law enforcement officer, and for calling the insurance company.
Please note that seat belts must be worn by the driver and passenger(s).
1. In the event of a vehicle accident, the following steps should be followed by the DRIVER of the State-owned vehicle involved:
a. Gather the information requested on the yellow auto liability insurance identification card located in each state-owned vehicle. Immediately contact state's personal liability carrier, American Southern (1-877-656-7475 toll free) to report the accident, and provide the information requested. *(SEE NOTE BELOW)
b. Report the accident to the Police Department if the accident occurred out of town.
c. Report the accident to your immediate supervisor.
d. Report the accident to Georgia College & State University Public Safety Department (445-4400) whether on campus, local area, or out of town.
NOTE: If a state-owned vehicle hits a parked vehicle and NO ONE was in the vehicle, follow the same procedure listed above in Section B.
2. Supervisor's Responsibility:
a. Ensure that the State's personal liability carrier as shown above has been contacted.
b. IMMEDIATELY NOTIFY the office of the Vice President for Administrative Services & Campus Operations (445-5148) to inform the insurance coordinator of the accident. Under no circumstances should an unreasonable amount of time lapse before the Vice President's office is notified of the accident.
c. Ensure that Georgia College & State University Public Safety Department has been notified.
d. If the accident occurred out of town, the Supervisor/employee is responsible for obtaining a copy of the accident report and forwarding to the Vice President's office as soon as possible. If on campus, the Public Safety Department is responsible for forwarding a copy of the accident report to the Vice President's office as soon as possible. The Vice President's office will handle all procedures from thereon.
All University vehicles are maintained by the Plant Operations Department. Maintenance may include but is not limited to refueling gas and diesel operated vehicles and equipment, oil changes, tune-ups, battery service, tire service, minor repairs on a scheduled or unscheduled repair basis for all university vehicles and equipment. Major repairs are performed by outside garages.
D. EMERGENCY REPAIRS FOR VEHICLES
The need of unscheduled vehicle repairs of Georgia College & State University owned vehicles must be arranged for by the occupant at the time the emergency service is deemed necessary by contacting a wrecker service, a garage or other service provider in order to get the vehicle to the destination or back to Georgia College & State University. All repair bills must be brought back to the Plant Operations Department and signed for in order to be reimbursed.
E. AUTHORIZED USE OF STATE VEHICLES
1. Travel between the place where the state vehicle is dispatched and the place where the official state business is performed.
2. When on official travel status, between the place of state business and the place of temporary lodging.
3. When on official travel status and not within reasonable walking distance, between either of the above places 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.
4. Transport of other officers, employees, or guests of the State when they are on official state business.
5. Transport of consultants, contractors or commercial firm representatives when such transport is in the direct interest of the State.
6. Travel between the place of dispatch or place of performance of state business to your personal residence when specifically authorized by the proper authority in your agency.
F. UNAUTHORIZED USE OF STATE VEHICLES
Be advised that any unauthorized use of state vehicles will result in immediate disciplinary action from the operator's agency. Such action may include suspension of all privileges to operate state vehicles, and in some cases dismissal. Further, be advised that state drivers are not covered by liability insurance when engaging in unauthorized use of state vehicles.
The following uses of state vehicles are prohibited:
1. Any use for personal purposes, other than commuting, which has been authorized as specified in Authorized Uses.
2. Travel or tasks which are beyond the vehicle's rated capability.
3. Transport of families, friends, associates or other persons who are not employees of the state or serving the interest of the state.
4. Transport of hitchhikers.
5. Transport of cargo, which is not related to the performance of official state business.
6. Transport of acids, explosives, weapons, ammunition or highly flammable material except by specific authorization or in an emergency.
7. Transport of an item or equipment projecting from the side, front or rear of hazard to pedestrians or to other vehicles.
8. When on official state business yourself, transport of other employees from headquarters to restaurants, cafes, drugstores, or other places which are not in the service of state business.
9. Attending sporting events, including hunting and fishing, which are not in the service of state business.
10. Extending the length of time the vehicle is in your possession beyond that which is required to complete the official purposes of the trip.