Motor Vehicle Management Policy
Information Provider: Ron Doyle, PPLT, 953-5192
1. SCOPE AND PURPOSE: This memorandum promulgates policies and procedures governing the use and management of licensed motor vehicles owned, by The Citadel, leased by The Citadel or leased by the Interagency Fleet. Successful vehicle management requires active cooperation of each department/activity head. Without this cooperation, efforts toward an effective vehicle management program will produce only mediocre results. Each department/ activity head is expected to dedicate full cooperation and support to motor vehicle management in order to achieve maximum utilization of motor vehicles in support of all college activities and functions at the most economical cost.
2. STATEMENTS OF POLICY:
A. Motor vehicles owned or leased by The Citadel or leased by the Interagency Pool, will be used only to support official travel requirements of faculty, staff and cadets/students, and to meet maintenance/supervisory requirements of The Citadel Physical Plant at the most economical cost. Passenger vehicles are pooled centrally to provide effective, responsive vehicle support with appropriate charges for usage billed to requesting department activity. Maintenance/supervisory vehicles are con-trolled and managed by The Citadel Physical Plant Director. No pool vehicle will be assigned permanently to any individual or department/activity. Vehicles not in use or assigned will be parked in The Citadel Motor Pool or Physical Plant parking lot. Further, vehicles will not be used for personal business or for personal travel to/from work.
B. Passenger vehicles available for official travel requirements will normally be used when such use is more economical than commercial transportation or when used for trips involving multiple passengers. Exceptions to this rule must be approved in advance by the appropriate Vice President. Further, official travel must be performed by means of Citadel-owned or Interagency Leased Vehicles, unless non-available. Then use of privately owned vehicles will be allowed. Requests to perform official travel by commercial means or by privately owned vehicles must be approved in advance by the supervising vice president, the Commandant or by the Vice President for Facilities and Engineering.
C. Only Citadel faculty, staff and cadets/students are permitted to operate Citadel owned or leased vehicles. They must possess a valid driverís license; must be physically qualified and be authorized to drive Citadel vehicles by the Physical Plant. Students must be recommended by the sponsoring departments activity. Travel will be by the most direct, economical route. Vehicles will be used only for official travel requirements. If a family member is permitted to travel in a Citadel-owned or Interagency Leased vehicle, a release from all responsibility must be signed by each family member performing the travel and be approved in advance by the Vice President for Facilities and Engineering. (See attachment H)
D. Maintenance vehicles operated by The Citadel Physical Plant and Public Safety are for the exclusive use of these departments. Requests for the use of maintenance vehicles must be approved in advance by the Director of Physical Plant. Users must not interfere with the security of equipment and/or materials on the vehicle or require an unusual labor effort to off-load or remove installed equipment from the vehicle.
E. Those persons that are designated as vehicle operators and those persons regularly utilizing state vehicles (anyone who drives a state vehicle four or more times a month) must attend the South Carolina Defensive Driving eight hour basic course within 90 days of employment or assuming the responsibility whichever comes first. These persons are also to attend the four-hour refresher Driving Course every three years thereafter. Failure to attend these courses may result in the loss of driving privileges.
F. The operator of a Citadel vehicle, (owned, leased or Interagency), involved in an accident, regardless of damage, regardless of liability, must report the accident to the police agency having jurisdiction, (i.e., highway patrol, county police, city police, or Citadel Department of Public Safety, as appropriate). The responding officer should be requested to investigate the accident: and furnish The Citadel driver with a copy of the investigation (South Carolina Uniform Traffic Collision Report, Form TR-310). If the officer declines to investigate the operator must complete a South Carolina Traffic Collision Report (Self-Investigation - Form 309). These forms are available in the vehicle or from the Department of Public Safety at The Citadel. A copy of the accident report will be furnished to the Director of the Physical Plant within two working days along with a driver's statement as to the facts surrounding the accident. This requirement is the driver's responsibility and cannot be delegated. In addition any damage to a Citadel vehicle must be reported to the Dispatcher immediately upon return to the campus. Such damage reporting is not limited to damage resulting from a vehicle accident. Damage resulting from "house play", negligence, or abuse must be reported.
G. The Citadel will carry liability insurance on its vehicles. This coverage will be in effect when a vehicle is operated by an approved driver provided such operation is in the performance of, in connection with or incidental to their assigned duties and operation is in accordance with existing laws and regulations. While students are covered when they are on official business, they are covered only when they are operating, or are passengers in, a Citadel-owned or leased vehicle. Members of the faculty, staff and members of the student body are not covered, as primary carrier under The Citadel vehicle liability insurance coverage when operating privately owned vehicles. Further, members of the faculty, staff and student body, authorized to travel by commercial means or by privately owned vehicles will assume primary financial responsibility, normally through the insurance company insuring the specific vehicle.
H. Accidents involving Citadel owned and leased vehicles or Interagency Vehicles will be reviewed by the Citadel Accident Review Board in accordance with the guidelines established in the State Fleet Safety Program Manual. Corrective actions taken as a result of any accident and or misuse will be consistent with the recommendations established by this Safety Program. (See Appendix I) Disciplinary action taken as a result of an accident will be dependent upon the seriousness of the accident; negligence involved and or misuses of the vehicles. Should the vehicle operator be found to be responsible for the accident by abuse or negligent operation of the vehicle, they may be held financially responsible for the damages. This action will be taken in accordance with the policies established in The Citadel Personnel and Procedures Manual.
I. Accident prevention is the responsibility of all personnel requesting, authorizing, and operating Citadel owned, leased vehicles or Interagency Vehicles. Vehicles will be inspected by the operator concerning visual damage to the vehicle prior to accepting responsibility for it. Any discrepancies should be brought to the attention of the dispatcher to ensure record is made of the discrepancy prior to departing the campus. Vehicles will be inspected by the Motor Pool upon return and any damages will be charged to the user/department.
J. The Citadel participates in the Governors Safe Driver Award Program. Under this program, good drivers who operate Citadel-owned, leased vehicles or Interagency Vehicles, in a responsible, accident-free manner, will be officially recognized. As a criterion of this program The Citadel will submit to Division of Motor Vehicle Management (DMV) on a biannual basis a listing of all employees for the purpose of driver license screening. Those persons with suspended licenses will be notified and their state vehicle driving privileges will be suspended until their license is restored. Notification of the reinstatement by DVM will be required. Also each year defensive driving courses will be taught on campus as scheduled by the Chief of Grounds and Operational Services.
K. Copies of this memorandum will be forwarded to the Director, DVM, shortly after publication to include all subsequent changes and updates for approval.
L. Mileage charges: All vehicle usage will be charged to the using department by appropriate lease rates as contained in Attachment D.
A. The Vice President for Facilities and Engineering has overall responsibility for the administration and management of The Citadel Motor Vehicle Management Program. Staff officers assist him in preparing, promulgating, monitoring, and enforcing motor vehicle management policies and procedures. Specific responsibilities of key staff officers are outlined in subsequent paragraphs of this memorandum.
B. The Director of the Physical Plant serves as the principal staff officer for the Vice President for Facilities and Engineering on all matters relating to motor vehicle management.
C. The Chief of Grounds and Operational Services serves as the principal point of contact in the day-to-day operation of the motor vehicle operations. Principal responsibilities include, but are not limited to:
1) Establishes an economical and efficient motor vehicle operations program to ensure maximum utilization with a minimum number of vehicles. Passenger vehicles will be pooled centrally and dispatched in accordance with assignments. Operational control procedures will ensure vehicles are used for official business only by designated drivers, including maintenance vehicles controlled and managed by The Citadel Physical Plant.
2) Develops an efficient and effective preventive maintenance procedure as well as the performance of motor vehicle maintenance for all Citadel-Owned or leased vehicles.
3) The Chief of Grounds and Operational Services, through the Dispatcher, takes action on each vehicle request. A vehicle will be assigned and a copy of the request retained on file by the dispatcher. The dispatcher will reply back to the requestor informing the requestor that the request is or is not approved, due to non-availability. Vehicle assignment may change from the time of the request approval and actual dispatch; the Dispatcher will coordinate all necessary substitutions with the requester.
4) The Chief of Grounds and Operational Services, through the Dispatcher, will maintain a log of all vehicle commitments, ensuring that all operators are approved and possess a valid driverís license, and ensure that the driver is satisfied with the vehicleís condition before releasing it.
5) In coordination with the Director of Procurement Services, develops plans and makes appropriate recommendations to the Director of Physical Plant for the replacement and/or acquisition of all Citadel-owned or leased vehicles.
6) Maintains records associated with motor vehicle management, including a list of all motor vehicles owned and leased by The Citadel, Interagency Vehicles, Daily Motor Vehicle Trip Logs (Attachment E), Monthly Motor Vehicle Logs (Attachment F) and utilization records.
7) Takes appropriate action on accident prevention and reporting, including the development of recommendations to the Director of the Physical Plant when disciplinary action or safe-driver recognition is appropriate, which will include requirements for the Governorís Safe Driver Award.
8) Prepares and submits to departments/activities the appropriate charges for applicable vehicle usage. (Attachment D, Central Pool Vehicle Charges).
9) Secures and displays vehicle identifications, decals, and slogans in accordance with State policies and procedures.
10) Develops plans to ensure vehicles are fueled and cleaned for dispatch, including instructions regarding credit cards and fuel conservation.
11) Ensures a copy of this instruction and other essential information and forms are available.
12) Serves as a point of contact for the Director of the Physical Plant on all requests for pool vehicles and assigns vehicles in accordance with priorities outlined in paragraph 4 below. In the event of conflict between departments/activities, the Director of the Physical Plant will make final decision regarding assignment of pool vehicles. In addition, the Chief of Grounds and Operational Services maintains records associated with requests, ensuring requests have been approved by department/activity head and driver, and that appropriate accounting identification appears on the request.
D. The Director of Public Safety will investigate all abuse/accidents involving Citadel vehicles on The Citadel campus. The Director of Public Safety serves as the principal point of contact with all other police agencies for The Citadel. Additionally, the Public Safety Officer on duty will be the point of contact for after-hours emergency vehicle requests for the Physical Plant.
E. The Director of the Physical Plant, in coordination with the Vice President for Finance and Business Affairs, serves as the principal staff officer responsible for vehicle acquisitions, registrations and licenses, credit cards, dispositions and liability insurance coverage.
1) Assists, coordinate, and advise the Chief of Grounds and Operational Services on matters associated with vehicle acquisitions, including motor vehicles leased by The Citadel.
2) Authorizes registrations and licenses as appropriate for vehicles in accordance with State policies and procedures.
3) Authorizes the issue of State Credit Cards, as well as commercial credit cards when circumstances are such that the issuance of a State Credit Card is not appropriate.
4) Advises and authorizes actions required in the disposal of Citadel-owned or leased vehicles in accordance with State policies and procedures.
5) Initiates actions to ensure proper liability insurance coverage for all Citadel-owned or leased motor vehicles and Interagency Vehicles, including advising on and the processing of claims and complaints alleging misuse of such vehicles.
F. Department/activity heads approve all vehicle requests, utilizing the Vehicle Request System, for their department/activity to ensure coordination, maximum utilization, and certify that travel is essential and for official business, funds are available for travel, and that the designated driver is authorized to operate a Citadel-owned or leased vehicle or Interagency Vehicle, of the type requested, possesses a valid driverís license and has demonstrated maturity and good judgment to the department/activity headís knowledge. The department/activity head will forward to the Director of Physical Plant all vehicle requests a minimum of two weeks in advance of the date on which a vehicle is required. Short notice requests will be considered on a case-by-case basis.
G. Drivers of pool vehicles will:
1) Sign for the vehicle upon dispatch and return completed dispatch/trip log upon completion of the trip.
2) Ensure assigned vehicle is used only for official business and that only designated drivers operate the vehicle.
3) Assume responsibility for assigned vehicles. Be careful not to overload the vehicle, as this is a dangerous practice. At frequent intervals, especially on long trips, inspect the tires and make the routine checks under the hood. Misuse of vehicles or use of vehicle for personal business will result in loss of offender's privileges to use Citadel-owned or leased vehicles.
4) Complete a South Carolina Traffic Collision Report Form (309 or Form TR-310) as appropriate in the event of an accident, regardless of the extent of damage, and return it to The Citadel dispatcher along with the Vehicle Checklist, Annex G and a written drivers statement as to the facts of the accident. These forms can be found in the glove compartment of the vehicle or can be obtained from the Department of Public Safety or the Dispatcher.
5) Obey all traffic laws.
6) Ensure the following are obeyed:
a) Do not utilize radar detection devices (Fuzzbuster type equipment).
b) Do not remove, cover up, or deface the South Carolina and institutional decals (it is unlawful to do so).
7) Return vehicle to the Physical Plant at the scheduled time. Failure to return vehicle at scheduled time may preclude a timely departure of a second dispatch of the same vehicle. In the event a second dispatch is required and cannot be effected due to failure to return an assigned vehicle on time; the sponsor may be denied future use of a vehicle and/or may incur additional charges. Vehicles returned after hours will be parked in the Physical Plant parking lot. KEYS AND TRIP LOGS WILL BE RETURNED AS INSTRUCTED BY THE DISPATCHER. Damages judged by the Chief of Operational Services to be excessive and/or attributable to abuse or negligence will be reported to the Director of Public Safety. Cost of repair due to negligence or abuse will be charged to the requesting department/activity or operator as determined by an appropriate investigation.
H. The Dispatcher or the Chief of Grounds and Operational Services will ensure that vehicles which require dispatch after duty hours or on weekends and holidays are placed in the Physical Plant parking lot. Should an emergency requirement occur, the Director of Public Safety Representative, in coordination with a Physical Plant Representative, will provide assistance to drivers with official travel requirements.
A. The priority for use of any pool vehicle will be for members of the faculty and staff, or student body, who have to perform official travel.
The priorities are as follows:
1) Members of the faculty and staff, or student body, who have an approved requirement to represent The Citadel at professional meetings, conferences, and seminars.
2) Support for visitors to The Citadel when approved by the President.
3) Academic graduate and undergraduate classes when such are conducted off campus.
4) Varsity sports recognized and supported by the Department of Athletics when in season.
5) Authorized club sports, clubs, committees, societies, religious and social functions on a first come, first served basis.
6) Varsity sports recognized and supported by the Department of Athletics when not in season.
7) Continuing education classes when such are conducted off campus.
B. No departure will be given preferential priority in the assignment of a pool vehicle. Each request, whether initially approved or disapproved, will be reviewed by the Dispatcher to ensure maximum, efficient utilization of motor vehicles in the support of all college activities and functions at the most economical cost.
C. Vehicles will not be delivered for dispatch, or picked up upon return, except when the assigned driver is the President or a Vice Presidential level staff officer.
5. CREDIT CARDS:
A. A State Credit Card will be provided drivers of Citadel Leased and Interagency Vehicles upon dispatch. CARDS ARE CODED FOR PARTICULAR VEHICLES AND ARE TO BE USED ONLY FOR THE ASSIGNED vehicle. State credit cards are honored by the following oil companies: TEXACO, AMOCO, SHELL, UNION, GULF/BP, UNOCAL, PHILLIPS, AMERICAN PETROFINA AND EXXON. However, the vehicle operator should check with the attendant to ensure acceptance before making a purchase. Credit cards are valid for the purchase of REGULAR UNLEADED gasoline, oil, lubricants, diesel fuel and other related petroleum products not to exceed the rated capacity of the vehicle. MID GRADE OR PREMIUM GASOLINE is not authorized to be purchased. Emergency repairs not to exceed $100 are authorized to charge the credit card. These cards are limited to use only when operating a Citadel-owned or leased vehicle. They WILL NOT be used when operating privately owned vehicles or to purchase MID GRADE OR PREMIUM GASOLINE. A guide to "Service Stations for Gasoline, Oil, Lubrication and Minor Repairs" is in the glove compartment of each Citadel pool vehicle.
Credit cards are not to be used to purchase food, drinks, MID GRADE OR HIGH TEST GASOLINE.
B. In the event two or more vehicles are dispatched together; individual credit cards shall be utilized for purchase. Purchases for each vehicle shall be charged to the proper credit card. Under no circumstances should charges for both vehicles be charged to one card.
C. It is the driverís responsibility to protect the credit cards against loss, theft and misuse. Lost credit cards must be reported immediately to the Dispatcher. When travel is completed, the person to whom the credit card was issued will immediately return the credit card along with duplicate receipts of purchases to the Dispatcher. Further, it is the driverís responsibility to verify all information on the delivery ticket (i.e., price, license number, and total price) before signing. When authorized minor services and/or repairs are made, the driver will obtain an itemized statement showing charges for parts, labor and/or incidental charges and return this statement to the Director of Purchasing immediately following completed travel.
A. SOP/The Citadel Motor Pool Maintenance Program
B. Vehicle Request Form
C. The Citadel Mini Bus Request Form
D. Central Pool Vehicle Charges
E. Daily Motor Vehicle Trip Log
F. Monthly Motor Vehicle Log
G. Driver Corrective Actions
H. Permission Form for Family Member to Travel
I. State Fleet Safety Program
General: The Citadel Motor Pool operates a vehicle maintenance program based on the required standards established by the State Fleet Motor Vehicle Management (SFM) as outlined in the Maintenance Facility Certification Program manual.
Purpose: The program is designed to provide efficient cost effective maintenance for all vehicles maintained by the motor pool. When cost effective repairs can no longer be performed then disposal and/or replacement will be recommended. In either case state guidelines concerning procurement and disposal will be observed. Additionally "downsizing" and further "pooling" will be emphasized when replacement of a vehicle is necessary. This program includes:
A. Purchasing of parts and supplies.
B. Inventory controls.
C. Policies and procedures for proper maintenance and record keeping.
D. Cost per mile program.
E. Safety and training.
General: Maintenance pertains to the service work performed to keep the vehicles in a safe and serviceable condition. This policy is established to define the program by which the vehicles are properly maintained.
A. Purchasing - The procurement of parts, supplies and services necessary to maintain the vehicle fleet. All parts and supplies will be purchased in accordance with the procurement codes and policies as established by The Citadel and the State of South Carolina. The vehicle ownership will dictate the agency that will provide purchase authority.
1. Leased vehicles - When service is necessary for these vehicles SFM Lease fleet services will be contacted for authority to purchase.
2. Citadel Vehicles - When service is necessary for these vehicle parts, supplies and services will be purchased by the motor pool utilizing the procurement policies as established by The Citadel. The following general guidelines will apply:
a. Parts, supplies and service less than $100. These items may be procured without competition utilizing Blanket Purchase Orders (BPO), State Credit Card or Purchase Order (PO).
b. Parts, supplies and services $100 - $1,500. These items may be procured by BPO, Credit Card, PO and competition by a minimum of two vendors is necessary.
c. Parts, supplies and services over $1,500 require purchase by PO and competition by three or more vendors is required.
d. Used parts are authorized when cost effective and in accordance with the state guidelines on cannibalization. Used parts are considered as cost effective when the procurement of the part is less than the cost of new, the expected service life is appropriate as compared to the expected life of the vehicle and safety is not an issue. Used parts shall not be authorized when vehicle or occupant safety could be jeopardized.
B. Inventory Control - All parts purchased will be tracked from receipt to installation. The purchase invoice will be noted to indicate the item(s) is/are one of the following: shop stock, service order, supply item or a tool and where that part was placed when obtained. Each part will be identified by proper description and not by brand name. All parts that are stocked in the motor pool for use on the vehicle fleet must be kept in accordance with the policies as established by SFM. Formal record cards will be kept on each part kept in stock new or used. Each card will show a description/name of the part (not brand name), location, price, additions, subtractions, balance and method of procurement. A formal inventory by a disinterested party will be performed on an annual basis. The stock room will be kept neat and organized with shelves and bins that are labeled with location identification. This area will be locked and access restricted.
C. Maintenance Policies and Procedures - The maintenance program is designed to provide efficient and cost effective service and repair to the vehicle fleet. The Citadel motor vehicle shop will perform all normal vehicle maintenance, servicing and repairs as are practicable. Commercial facilities will be utilized when these services cannot be performed in our shop or when cost effective. Practices to be utilized are:
1. Scheduled maintenance and inspection at regular established intervals.
2. Utilization of manufacturer warranty service and schedules.
3. Driver inspection on a daily basis.
4. Mechanic inspection at each fueling.
D. Types of maintenance - service intervals.
1. Scheduled - service that is to be performed at intervals established according to manufacturer and state guidelines. The intervals may be shortened when severe or unusual conditions may occur. These intervals are not to be exceeded.
a. Preventative maintenance - This service includes: oil and oil filter change, check of all fluid levels, check of all belts and hoses, inspection of exhaust system, inspection of tires for tread depth and pressure, check of all lights, check operation of brake and parking brake. The current scheduled maintenance intervals are:
(1). Sedans 6 months or 5000 miles Police veh. 3 months or 3000 miles
(2). Pickups 6 months or 5000 miles
(3). Vans 6 months or 5000 miles
(4). <10,000 GVW 6 months or 5000 miles
b. Full service - This service includes all items included in the preventative maintenance list plus: inspection of the brake pads, shoes, drums and rotors, and the rotation of tires. The current schedule for this service is every 12 months.
2. Unscheduled - service that occurs between scheduled maintenance periods due to unforeseen wear and tear, breakdown or vehicle damage.
E. Record Keeping - Work orders will be issued for all services and repair work. A service order will be completed for each work order indicating labor hours, parts, and supplies, outside repairs and will be signed by the technician performing the repairs. Attached to each service order will be copies of receipts for parts and supplies purchased. The parts required to repair or service the vehicle shall be issued and annotated on the service order. The quantity, part number, description and price are required.
The labor hours for repair times will be those as provided in The Flat Rate Time Guide* used by the repair shop. Each vehicle will have a folder containing all work orders, service orders and outside repair receipts to provide a history of that vehicle. In the shop will be kept a service order register of all repairs accomplished through the shop regardless of the vehicle ownership.
The service order register will include the work order number, tag number, year and make of vehicle, mileage, date in for repair, date repair completed, parts, labor, tires, total repair costs and a brief description of the repair work indicating any outside repair costs. A maintenance schedule book will be kept in the shop by the mechanic indicating the service schedule for the vehicles assigned to the shop. The book will indicate on a month-by-month basis, which vehicles are due for maintenance during each month of the year.
* - Motor, Chilton, Mitchell
Cost per mile program - The information for the computation of the cost per mile and maintenance cost per mile will be kept for each vehicle assigned a state license plate. This information is computed utilizing state-derived formulas in self-developed computer and manual methods.
F. Safety and Training - Shop safety and mechanic training are of the utmost importance to the success of the maintenance program. Periodic inspection of the facility by Physical Plant supervisory staff will be done to ensure compliance with SFM and OSHA requirements. All tools and equipment purchased for the shop will be OSHA and/or U.L. approved. The shop will be supplied with the necessary safety equipment. This equipment will be purchased or replaced as deemed necessary by the shop supervisor. Mechanic training will be accomplished as funding and availability occurs. All factory sponsored training bulletins received from SFM will be reviewed by the shop supervisor to determine their applicability. The shop supervisor is responsible for identifying necessary safety items and the necessary training for him and any other technicians assigned to the shop.
ATTACHMENT I - State Fleet Safety Program