MOTOR VEHICLE POLICY

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/Division to which such motor vehicles are assigned. The driver and all passengers shall comply with all applicable state and local traffic laws. The Driver shall possess a valid driver’s license from the state or Canadian province in which he/she lives or in the case of suspended or revoked license, special work privileges must be awarded by a court and copies of the order provided to the Office of Risk Management. All drivers shall be required to notify his or her supervisor of any violations or suspensions as soon as possible. The driver shall be personally liable for any criminal or civil penalty incurred.

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 a non-employee to 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 job; and the employee has obtained the approval of the appropriate Division/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.

Maintenance

It is the responsibility of the operator of a state owned motor vehicle and/or the Division/Office fleet manager to ensure the motor vehicle is in good mechanical order and neat appearance.

The driver shall be responsible for checking the state vehicle before operating to ensure that the vehicle lights, turn signals, brake lights and other safety equipment is functional on the state vehicle. If the driver finds any of this equipment is not functioning properly, the driver shall report malfunctions to his or her supervisor as soon as possible in order to arrange for repairs.

At a minimum, the following guidelines should be adhered to:

1. follow the manufacturer’s recommended maintenance schedule
2. obtain a yearly safety inspection
3. have warranty repairs done at the manufacturer’s dealership
4. safety check with each use of vehicle
5. cleaning inside and out at a minimum of once a month

Voyager Credit Card Use

State of Ohio Voyager cards are to be used whenever possible with each permanently assigned vehicle and made available to pool car users. State of Ohio employees using state Voyager cards are encouraged to purchase petroleum products, gasoline, diesel, associated maintenance services, and repair items costing less than $500.00 (Five Hundred Dollars) which are essential to the safe operation of the state vehicle. Using the voyager card improves tracking of operational expenses directly through Fleet Ohio. Expenses over $500 should be approved by your supervisor.

Before using the Voyager card for fuel or maintenance services, be sure to verify that the vendor accepts the Voyager card. Note: Tires cannot be purchased with the Voyager card except under an emergency.

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 except under emergency circumstances. Please refer to DAS Directive 06-15 section entitled "Fleet Ohio System". All motor vehicles owned or leased by the state that are capable of using an alternative fuel shall use an alternative fuel if the fuel is available at a reasonable price.

Fleet Maintenance Reporting

Each Office or Division is required to comply with the DAS monthly fleet reporting requirements as outlined in DAS Directive 06-15 captioned "Fleet Ohio System.

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.

Per ODNR Smoke Free Workplace Policy; NO SMOKING IN STATE VEHICLES.

Also, as a reminder: safe operation includes responsible use of electronic devices. Such devices should only be used when vehicle is not in motion.

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.

Vehicle Breakdowns While Traveling

The National Automotive Club (NAC) is available for State of Ohio Voyager account holders. NAC provides statewide emergency assistance 24 hours a day, 7 days a week. NAC services include lock-outs, jump starts, tire service, and towing. The vendor serves the State of Ohio with operating parameters established by DAS Office of Fleet Management. A Voyage card must be in the caller’s possession at the time of service.

NAC Phone Number 800-894-6060

If a breakdown occurs during the non business hours, contact NAC to tow the vehicle to the nearest automotive facility and contact your fleet manager at the beginning of the next business day.

Glass Repair using the Voyager Credit Card

Call the DNR Fleet Manager at 614-265-7030. The State of Ohio typically receives over 60% off of replacement glass list price. The commonly used vendor (Safelite Auto Glass) accepts the Voyager card and has statewide operations. To maintain quality services and pricing, DAS uses a “piggy-back Clause” with glass vendors that bid on large government contracts, but is not a declared part of any glass contract, Divisions may use other purchasing alternatives as needed, blanket PO’s, or other term contracts which may be put into effect at the time.

Assignment of State Vehicles

The assignment of all state vehicles, whether owned or leased, should be tightly controlled and carefully monitored. When 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. The circumstances are determined by DAS in accordance with ORC 123:6-1-01. With the April 2008 revision it is typically more than 8,500 miles per year.

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.

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 General Services in the Ohio Department of Administrative Services Office of Fleet Management.

Parking State Vehicles at residence’s

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.

Reporting of Accidents

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. The Office of Risk Management steps are located online at http://das.ohio.gov/GSD/Risk/risk.htm

Vehicle Accident Procedures

AT THE SCENE OF THE ACCIDENT – It is the driver's responsibility to 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 – It is the driver's responsibility to report the accident to your supervisor. Contact the Office of Risk Management if needing assistance.

Complete the following forms: Employee Loss Notification Automobile Accident or Incident form. Be sure to sign your name.

WITHIN 48 HOURS OF ACCIDENT – It is the driver's responsibility to make two copies of the above form(s). Fax a copy of the form(s) to the Office of Risk Management at 614-466-0427 or mail the ORIGINAL completed form to the Office of Risk Management, 4200 Surface Rd., Columbus, Ohio 43228. Forward a copy of the form to Division of Real Estate and Land Management, 2045 Morse Rd. Bldg. C-4, Columbus, OH 43229, ATTENTION: Fleet Administrator. The copy left is for your records/file or information.

NOTE: Supervisors are responsible to complete the form if the Driver is unable.

WITHIN 40 WORKING HOURS – It is the driver's responsibility to obtain estimates of the repair cost on both subrogation cases and at-fault.

Original estimates should be sent to or faxed to DAS, Office of Risk Management, 4200 Surface Road, Columbus, OH 43228, 614 466-0427. Copies of estimates for repair should be forwarded to the Division of Real Estate and Land Management, 2045 Bldg. C-4, Morse Rd., Columbus, OH 43229, ATTENTION: Fleet Administrator.

Ensure the license plate number of the damaged vehicle is on all estimates. Repair vehicles only in accordance with instructions from your division/office, or the DNR Fleet Administrator.