Transporation Policies and Procedures CO 400.7: Purpose To provide a framework of Transportation policies and procedures that can be implemented at Morehouse College under the direction of the Physical Plant s Transportation Manager. Objective To both safely and economically manage the fleet of present and future vehicles obtained by Morehouse College, (used by faculty and staff for Morehouse business). To provide training as needed to comply with the National Highway Transportation Safety Administration driving policy and policy of Morehouse College. Also, to capture required maintenance data on all vehicles, verify insurance requirements and make recommendations regarding fleet requirements. Transportation Services Provided The goal of the Transportation Manager is to provide the following services for Morehouse College: Fleet management (e.g. maintenance, emissions testing, tag renewal, etc.) Vehicle acquisition (e.g. purchases, rentals, charters, etc.) Special event support (e.g. airport service, summer program, etc.) Manage fleet fuel accounts (e.g. gasoline, propane, etc.) Manage safety program (e.g. golf carts, forklift certification, defensive driving, etc.) Fleet usage authorization (e.g. valid driver license, department approval, etc.) Source 1
The College Policy. Policy Compliance with the rules, regulations, and guidelines established in this transportation policy for Morehouse College is mandatory and should also comply with the Morehouse College Purchasing Policy as outlined in BF 500.1 Purchase Requisitions and BF 500.2 Purchase Orders. Failure to follow said guidelines could lead to disciplinary action being taken, up to and including termination of ones employment. I. General Rules for Drivers: 1. All drivers must have a valid Georgia State driver's license for the appropriate type of vehicle operated. License must be validated annually. Suspension of driver s license must be reported to the Transportation Department within 48 hours. 2. All drivers shall be at least 21 years of age to operate Morehouse College vehicles. 3. All drivers shall operate Morehouse College vehicles in a manner that reflects concern for safety and courtesy toward the public. 4. Morehouse College vehicles shall be driven only by authorized persons. 5. No person may drive or ride in a Morehouse College vehicle unless properly restrained by the occupant restraint device (where applicable). It shall be the driver s responsibility to ensure that passengers use the available restraint devices. (Ga. L. 2000, pg. 763, Code 40-8-76.1, item B). 6. All traffic and parking laws shall be obeyed at all times. All violation fines shall be the responsibility of the driver involved. 7. The use of alcohol or drugs while operating a vehicle is strictly prohibited. 2
8. Smoking is not permitted in the fleet of Morehouse College vehicles. 9. All accidents are to be reported to ones supervisor and Transportation Department within 24 hours after the accident, even if another vehicle is not involved or there are no apparent injuries or damages. 10. A Vehicle Log Sheet shall be maintained in all vehicles (excluding golf carts). Logs must indicate destinations and commute mileage, even if driven by different individuals. 11. The driver shall secure the vehicle and take the keys, except in those instances where keys need to be left with a garage attendant. II. Accident Scene Procedures: 1. Stop at once. 2. Determine if anyone is injured or claims to be injured. If aid is necessary, assist in obtaining aid. 3. Notify local police, your supervisor, and Transportation Department. 4. Do not discuss the accident except with police or with appropriate Morehouse College representatives. The registration card for all vehicles should be in the glove compartment. Provide the authorities with this information at the scene. 5. Obtain a copy of the police report and forward to Transportation Department and Risk Management. 6. Do not sign anything unless issued a traffic citation by a law enforcement officer. III. Accident Reporting 1. All vehicle accidents of potential liability, loss, or damage shall be reported in detail directly to Risk Management and Human Resources by the vehicle operator, regardless of the degree of severity within 48 hours. 3
2. Once notified, supervisors are required to conduct an investigation of the incident and forward their findings to their Department Head within three (3) working days from the date of accident. 3. Repair of damaged vehicles should not be made until approved by the Risk Management and Transportation Department. IV. Out-of-State Use: Any driver planning to take a Morehouse College vehicle out-of-state should be aware that out-of-state travel requires the prior approval of the driver s Vice President, or Division Dean. IV. VEHICLE FUELING: The Transportation Department shall be responsible for the purchase of fuel for all Morehouse College vehicles. The Transportation Department is also responsible for tracking fuel usage. V. Fuel Authorization 1. Only individuals approved by their Department Head and the Transportation Department shall be authorized to purchase vehicle fuel. 2. Each department shall maintain records of all vehicle assignments including a Vehicle Fuel Log for each vehicle. An electronic report shall be forwarded to the Transportation Department by the end of each month. 3. The authority to purchase fuel in behalf of Morehouse College shall not be used to procure any other goods or services (e.g. food, drinks, cigarettes, etc.). VII. VEHICLE MAINTENANCE The Transportation Department is responsible for all Fleet maintenance of vehicles. 4
VIII. Maintenance Facilities: The Transportation Department will establish both primary and secondary vendors to handle the necessary vehicle fleet maintenance (e.g. oil changes, tires, etc.). No department or user is authorized to repair or perform any service to vehicles unless approval has been given by Department Head and Transportation Department. IX. VEHICLE REQUEST PROCEDURES: All requests for golf carts used by faculty and staff shall be processed through the Transportation Department. Vehicle Rentals and leases are coordinated in conjunction with the purchasing requisition and travel policy. X. Rentals: Renting vehicles is linked with the Purchasing Requisition process and is broken into two categories: Bus Rentals and Car Rentals. For Coach, Bus or Limousine Transportation in and out of state, the requestor must contact the Transportation Manager or Procurement Manager for recommended vendors to insure these vendors meet all criteria set by Morehouse. Then the requestor follows the Purchasing Requisition process (BF 500.1). XI. Lease and Purchase Process: To determine if a potential need for a vehicle is best suited for a lease or purchase, the Purchasing Department should be notified. The Purchasing Department will evaluate the request, and in turn, notify the requestor of the appropriate decision. XII. Loaner Process: The loaner process applies to carts only. Carts that are needed for more than 2 days must go through the Rental Process for carts. 5
1. Request for temporary use of carts should be submitted through the Transportation Department within 1 week of the time the cart is needed. 2. All requests must be communicated by email via the Transportation Request Sheet with the pertinent information requested. 3. Approval of the loaner cart must be authorized by the Department Chairperson. XIII. VEHICLE ACQUISITIONS: All vehicle acquisitions (e.g. golf carts, automobiles, etc.) shall be approved by Department Head, VP s, and the CFO of Morehouse College. 1. Vehicle Operators requirements/responsibilities: Operators of Golf Carts/Utility Vehicles must possess a valid Georgia driver s license. Operators must complete and pass the Golf Cart/Utility Vehicle training program before being allowed to operate a Golf Cart/Utility Vehicle. Operators must obey all state motor vehicle laws at all times. Operators shall not drive a Golf Cart/Utility Vehicle while under the influence of alcohol, illegal drugs, or medications that cause drowsiness Golf Carts/Utility Vehicles should be used to perform Morehouse business. Operators shall not be permitted to smoke while driving Golf Carts/Utility Vehicles. 6
Operators must not exceed 15 MPH per hour when driving a Golf Cart/Utility Vehicle. Operators must obey all safety standards for their protection as well as the safety of Students, Faculty, and Staff. All pedestrians shall be extended the right away. Operators and occupants shall keep hands, arms, legs, and feet within the confines of the Golf Cart/Utility Vehicle while it is in operation. A Golf Cart/Utility Vehicle shall not be overloaded with equipment or carry more passengers than it is designed for. If a Golf Cart/Utility Vehicle must be driven on a sidewalk or walkway, the speed limit must be reduced to 5 MPH and driver must yield to pedestrians. Operators shall not drive Golf Carts/Utility Vehicles on lawn areas. Operators must stop Golf Carts/Utility Vehicles at all blind intersections and proceed with caution at all times. Golf Carts/Utility Vehicles shall not be parked in a location where they can obstruct an entrance or exit to any facility. Golf Carts/Utility Vehicles shall be parked and or operated in a manner that they do not impede or interfere with normal pedestrian or vehicular traffic flow on roadways, ramps, or sidewalks. Golf Carts/Utility Vehicles must come to a complete stop before shifting gears from forward to reverse and vice versa. Keys shall not be left in a Golf Cart/Utility Vehicle while unattended. 7
All Golf Cart/Utility Vehicle maintenance issues shall be reported to the department supervisor immediately. Golf Carts/Utility Vehicles shall be securely stored in their designated location when not in use. 1. Supervisors Responsibilities: Supervisors shall ensure that all assigned operators of Golf Carts/Utility Vehicles in their department are properly advised of this policy. Supervisors shall ensure that all assigned operators of Golf Carts/Utility Vehicles in their department are licensed and trained to operate the Golf Carts/Utility Vehicles. Supervisors shall ensure that all assigned operators of Golf Carts/Utility Vehicles have read, understand, and signed the Golf Cart/Utility Vehicle Policy and Acknowledgement Form before operating a Golf Cart/Utility Vehicle. Supervisors will ensure that a signed copy of the Golf Cart/Utility Vehicle Acknowledgment Form is sent to the Physical Plant administrative office for filing. The Acknowledgement Form will be placed in the employee s file. 2. Maintenance Procedures: A Golf Cart/Utility Vehicle maintenance schedule will be provided to department supervisors. The Golf Cart/Utility Vehicle shall be transported to the designated service area for scheduled maintenance. Supervisors will be responsible for ensuring timely repair of Golf Carts/Utility Vehicles assigned to their area. If a Golf Cart/Utility Vehicle cannot be operated safely without repairs being made, the vehicle must be removed from service until repairs are made. 3. Accident Reporting: 8
Accidents involving a Golf Cart/ Utility Vehicle shall be reported to Campus Police immediately. The Supervisor and Department Director shall also be notified. This process should happen whether or not personal injury or property damage occurred. A detailed report shall be provided to Risk Management no later than 24 hours after the accident. In case of injury to an employee, a worker s compensation claim must be reported and provided to Human Resources within 24 hours of the occurrence. Revision History Last revision completed on 4.11.2011. 9
Physical Plant Golf Cart/ Utility Vehicle Acknowledgement Form I acknowledge that I have read and received a copy of the Golf Cart/Utility Vehicle Policy and I understand the contents of said policy. I hereby agree that I will abide by said policy in order to avoid injury to myself or other persons. I also understand that I must maintain a valid Georgia driver s license and if I do not have a valid Georgia driver s license or if my license has expired or is suspended, I will not operate a Golf Cart/Utility Vehicle until I can produce a valid Georgia driver s license. I understand that failure to comply with this policy could lead to disciplinary action or termination of my employment with Morehouse College. Employee Name: (please print) Morehouse ID Number: Department: Title: Employee Signature Date Supervisor s Signature Date Director s Signature Date Copy of Valid Driver s License 10