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All ODNR Office and Divisions shall be familiar with and implement the above DAS Directives.
Authorized Use of State Owned Motor Vehicles Authorized by Chief of Office or Division
All use of state owned motor vehicles must be authorized by the Chief of the Office or Division to which such motor vehicles are assigned.
Official State Business
A state owned motor vehicle shall be operated to conduct official state business, and perform duties as assigned by their Chief.
Passengers
Only state employees, officers and personnel authorized by the Chief are to drive a state owned motor vehicle. Permission may also be granted for non-employee to be transported or ride in a state owned motor vehicle if both-of the following requirements are met: Use of the vehicle is directly related to the employee's or officer's job; and The employee or officer has obtained the approval of the appropriate Division or Office Chief prior to transporting a person who is not a state employee.
Unauthorized Use of a State Owned Motor Vehicle
Insurance Coverage
The unauthorized use of a state owned motor vehicle may result in the state refusing the driver state insurance coverage for any liability incurred during such use. (See procedures and guidelines for subrogation program from DAS.)
Prosecution: Disciplinary Action
The unauthorized use of a state owned motor vehicle may subject the driver to prosecution pursuant to section 124.71 of the Ohio Revised Code and/or to disciplinary action pursuant to section 124.34 of the O.R.C. or the applicable labor agreement.
General Maintenance and Operation Requirements Maintenance
Maintenance
It is the responsibility of the operator of a state owned motor vehicle to insure the motor vehicle is in good mechanical order and neat appearance. This includes, but is not limited to, proper tire pressure, oil changes, and car washes.
Credit Card Use
State of Ohio credit cards are to be used with each permanently assigned vehicle and made available to pool car users. State of Ohio employees using state credit cards may purchase petroleum products, associated services, supplies, accessories and repair items costing less than $75.00 (Seventy Five Dollars) which are essential to the safe operation of state vehicles.
The $75.00 limit is not to be exceeded unless there is an extreme emergency necessitating immediate repair which is essential to the safe operation of the vehicle. All repair orders must describe the services performed, show the vehicle license number, and must be Signed by the person authorizing the repair.
The $75.00 purchase limit is waived for purchases of gasoline, diesel fuel, etc., in large equipment such as trucks, boats, and airplanes. It is also the responsibility of the employee to assure that all fuel purchases are made at self-serve pumps in order to reduce purchase costs.
Purchases of petroleum products at full-service pumps are strictly prohibited by all state employees under all circumstances. Please refer to DAS Directive 99-15 entitled "Fleet Management Program".
Fleet Reporting
Each Office or Division is required to comply with DAS' monthly fleet reporting requirements as outlined in DAS Directive 99-15 captioned "Fleet Management Program.
Accident Reporting
In the event of an accident involving a state owned motor vehicle, the operator must comply with all reporting requirements contained in the Department of Natural Resources' Vehicle Accident Procedure, a copy of which is located in the vehicle glove compartment, or may be obtained from the Division of Real Estate and Land Management.
Securing a State Owned Motor Vehicle
A state owned motor vehicle that has been approved to be taken to an employee's home, must be kept locked and parked off public streets whenever possible.
Personal Car Mileage
All requests for personal car mileage submitted on OBM 7148 Travel Expense Forms, will be authorized at the discretion of the Division or Office Chief.
Operation of State Owned Motor Vehicles
Operators of state owned motor vehicles shall always drive safely, legally and courteously, remembering that they are directly responsible for maintaining both state-owned property and public trust. Misuse of a state owned motor vehicle including violation of the Traffic Code may subject the driver to disciplinary action pursuant to section 124.34 of the O.R.C. or the applicable labor agreement.
Seat Belt Use
All drivers and front seat passengers are required to utilize seat belts, as mandated by law. It is recommended that rear seat passengers also use seat belts while riding in motor vehicles.
Assignment of State Vehicles
The assignment of all state vehicles, whether owned or leased, should be tightly controlled and carefully monitored. In so far as possible, all state vehicles should be kept as pool cars, available to employees only for any necessary work-related travel. Personal assignment of vehicles is not permitted except in limited circumstances.
No state employee should have exclusive use of a state vehicle simply as a perquisite or benefit of state employment. State vehicles should not be assigned to an employee who uses it solely for commuting between work and home. Assignment of state vehicles to an individual is permissible only if a substantial amount of travel is necessary during regular hours. Employees who are regularly required to travel between work locations may be assigned a state vehicle which can then be used to travel to and from home. Policies related to commuting to and from home strictly apply.
The Administration recognizes that assignment of a state vehicle to an individual employee may sometimes be more cost efficient than reimbursing an employee for mileage driven in a personal vehicle. Various job-related requirements, such as a requirement for travel to remote locations or an anticipated need for immediate access to a vehicle for work-related emergencies may make individual vehicle assignments appropriate. Effective February 14, 1994, employees who use a state vehicle for job-related travel less than 1,000 miles per month on average should not be assigned a state vehicle absent specific approval by the Director of the Ohio Department of Administrative Services subject to review by the Chief of Staff. Recommendations for exceptions to this policy will be made by the Director of Administrative Services to the Chief of Staff based on all circumstances presented in each individual's situation.
This policy does not apply to Directors, the Lieutenant Governor or Governor, who may be assigned vehicles pursuant to specific policies related to those employees.
All agencies remain responsible for monitoring the use and assignment of state vehicles. This policy is to be read in conjunction with the Revised Commute Policy issued by the Division of Office Services in the Ohio Department of Administrative Services.
Vehicle Accident
AT THE SCENE OF THE ACCIDENT - Driver's Responsibility Render medical assistance if required. If not first aid-qualified, summon qualified medical assistance.
Notify the OHIO HIGHWAY PATROL and request that an investigation be made. Exchange identification with any witnesses and/or persons involved (i.e., name, address and telephone number). Obtain name, address and telephone number of investigating police department. Make no statement to anyone concerning the accident except a Law Enforcement Official.
Inform the other party that the STATE OF OHIO is "Self-Insured."
IMMEDIATELY AFTER LEAVING THE SCENE OF THE ACCIDENT - Driver's Responsibility Report the accident by telephone to the STATE INSURANCE PROGRAMS. They will assign a claim number that is to be recorded on all paper work.
To report an accident call State Insurance Programs: 614/466-6761, 8:00 a.m. until 5:00 p.m. If after 5:00 p.m. or on a weekend call on the next business day.
Notify your superior of the details of the accident. Complete forms:
Employee Automobile Accident Report (ADM4702 Rev. 5/94)
State of Ohio Motor Vehicle Accident Report (ADM4708 Rev. 5/94)
Be sure to put the claim number assigned by the State Insurance Programs on the forms and sign your name.
WITHIN 48 HOURS OF ACCIDENT - Driver's Responsibility Make two sets of copies of reports. Forward ALL ORIGINAL completed forms to STATE INSURANCE PROGRAMS, 4200 Surface Rd., Columbus, Ohio 43228. Forward copy of all reports to Division of Real Estate and Land Management, 1894 Fountain Square Court, Columbus, OH 43224-1360, ATTENTION: Accident Section.
The copies left are for your records/file or information. WITHIN 40 WORKING HOURS - Driver's Responsibility Obtain estimates of the repair cost on both subrogation cases and at-fault.
Original estimates should be sent to DAS, 4200 Surface Road, Columbus, OH 43228. Copies of estimates of repair should be forwarded to the Division of Real Estate and Land Management, 1894 Fountain Square Court, Columbus, OH 43224-1340, ATTENTION: Accident Section.
Ensure that the claim number assigned by the State Insurance Programs and the license number of the damaged auto are on all estimates. Repair vehicles only in accordance with instructions from your division/office.
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