Western Nevada CollegeWestern Nevada College Policies

Policy 6-2-1: Vehicle Usage Procedures

WNC Policy 6-2-1
Procedure: Vehicle Usage Procedures
Policy No.: 6-2-1
Department: Facilities Planning & Management
Contact: Director
Policy:

All Western Nevada College personnel (employees, work study students and volunteers) having a valid driver's license, must use an agency vehicle when conducting college business. If an agency vehicle is not available, a State Motor Pool or personal vehicle may be used under the stipulations indentified here-in.

  • Section 1: Usage Guidelines
    • A. Under specific conditions, an employee may request and obtain special exception from this policy through their appropriate department administrator to use a private vehicle.
    • B. All vehicles owned by the college are only for authorized official business use.
    • C. Agency vehicles are not used to drive between home and workstations at the beginning or end of working hours, or driving on personal business.
    • D. College employees using college and/or State motor pool vehicles should familiarize themselves with state vehicle use policies and procedures. They are located at http://nevadabudget.org/index.php/publications/sam/32-1300
    • E. All employees must successfully complete and hold a current National Safety Council Defensive Driver Training Certificate or State of Nevada Defensive Driving Course Certificate prior to use of campus/state motor pool vehicle or when using their personal vehicle for state business. Employees must successfully complete the course within 60 days of appointment. New employees must send the course completion certificate to the Carson environmental health and safety office. They will send a copy to the WNC motor pool. Maintain a copy of the defensive driver training certificate for yourself for when using a State auto from other State motor pools a copy of the certificate will be required. To take this training course, contact the college's Environmental Health and Safety office for class information, or click on the following for class locations and times http://www.risk.state.nv.us/SafetyTrainingClasses.htm, you also need to contact the State NEATS Defensive Driving Coordinator at 687-3188 to enroll in a class. On-line training through NEATS may be available soon. Both defensive drivers’ certificates valid are for four years.
    • F. Effective in 2011, the Nevada State Administrative Manual Section 1320 was revised to prevent texting while driving a state vehicle section reads as follows:

      A person shall not drive a State motor vehicle while using an electronic wireless communications device to write, send, or read a text-based communication. a) As used in this section “write, send, or read a text-based communication” means using an electronic wireless communications device to manually communicate with any person using a text-based communication, including, but not limited to, communications referred to as a text message, instant message, or electronic mail. b) For purposes of this section, a person shall not be deemed to be writing, reading, or sending a text-based communication if the person reads, selects, or enters a telephone number or name in an electronic wireless communications device for the purpose of making or receiving a telephone call. 2. This does not apply to a driver who is: a) Receiving messages related to the operation or navigation of a motor vehicle; safety-related information including emergency, traffic, or weather alerts; data used primarily by the motor vehicle; or radio. b) Using a device or system for navigation purposes. c) Conducting hands-free wireless interpersonal voice only communication that does not require manual entry, except to activate, deactivate, or initiate a feature or function.”
    • G. SStudents are not allowed to ride in an agency staff or private vehicle unless they are working for the college (e.g. volunteer or student government member).

      The only exception to this is an approved activity/ field trip approved by the appropriated WNC vice president (see Attachment “B” the “Request for Activity/Field Trip Approval Form”) whereby all employee, volunteer or work study drivers must have complied with Defensive Driver Training, “Employee Driver Acknowledgement form/Work Related Business”, and driver license requirements. In addition all students (except WNC employees) must complete Attachment “C” “Activity Waver, Release, and Indemnification Agreement.”

      In addition to the above if private vehicles are used for an activity/field trip. Private vehicle information must be stated on Attachment “D” the “Activity/Field Trip Private Vehicle Information” form.

      NOTE: Vehicle mileage for private vehicles will not be paid to owner drivers unless all vehicle usage procedures are followed.
  • Section 2: Procedures for Checking Out and Maintenance of an Agency Vehicle
    • A. On the Carson campus, a vehicle is checked out through Central Receiving/Mail Services; on the Fallon campus, arrangements for vehicle use are made through the main office.
    • B. In compliance with the Nevada Department of Motor Vehicles and Public Safety, all employees must show a valid driver's license when checking out a state vehicle or have a record of their driver's license on file with Central Receiving/Mail Services (Carson/Douglas) or the Fallon Campus office, and must have a valid driver's license in their possession while operating a state vehicle.
    • C. To comply with State Risk Management, which now handles the college’s vehicle physical damage (APD) insurance, all WNC personnel driving on NSHE business, whether in a state, WNC, or personnel vehicle, must complete and sign the WNC “Employee Driver’s Acknowledgement Form/Work Related Business” see Attachment “A” to this procedure. The purpose of or all campuses to the implementation of the use of the “Employee Driver Acknowledgement Forms” is twofold. First, this form establishes a method of consistently communicating all the rules related to vehicle use that the State has established and establishes best practices related to prevention of claims. Secondly, it provides documentation that the college has implemented a procedure to inform all employees and drivers of the vehicle use rules and thus preserves the ability to have claims accepted and reimbursed.

      In the event of an accident, the State’s claims adjustor will ask for documentation of the employee’s Defensive Drivers Training and documentation of the procedures in place to notify employees of the rules and requirements related to vehicle use. If this documentation cannot be provided, and one of the established rules was violated, the claim can be denied and/or the employee could be held personally responsible to reimburse the claim costs.
    • D. For in state travel (i.e. trips to meetings, conferences, travel to other college centers to teach etc.), employees should reserve a car at least two days prior to when it is needed. Realizing that the requested two days notice is not always possible, all efforts to reserve a state vehicle will be made, but because of limited numbers of vehicles, a choice as to vehicle type may not be available.
    • E. When checking out a car for out-of-state travel, employees should make a request at least three weeks in advance of a trip.
    • F. A gasoline credit card may be issued to college personnel using agency vehicles. Anyone using a vehicle should check to ensure that the vehicle used has at least one-half of a tank of gas when returning the vehicle to the college. Personnel who pay cash for gas purchases must have a receipt in order to be reimbursed.
    • G. If a driver notes problems with a vehicle, the problem must be reported to the college's motor pool immediately upon returning to the college.
    • H. Vehicle users must discard all trash upon returning the vehicles.
    • I. Smoking is prohibited in all college and state motor pool vehicles.
  • Section 3: NSHE Vehicle Insurance
    • A. The Nevada System of Higher Education (NSHE) is self-insured for vehicle liability through the State of Nevada Torts Claim Fund. The Office of the Attorney General administers the Fund. Claims are handled in accordance with Chapter 41 of the Nevada Revised Statutes. Under Chapter 41, claims against the state and NSHE are limited to $75,000 per cause of action. There is no per occurrence cap on claims.
      • 1. Liability insurance for NSHE owned vehicles - Liability includes bodily injury or property damage to others, including passengers in our vehicle, arising out of a NSHE driver's negligence. The NSHE employee is generally entitled to defense and indemnification in such situations.
      • 2. Liability insurance for Volunteers - A person, who performs volunteer service under the direct supervision and control of and for the benefit of NSHE, is considered an employee for liability purposes and is generally entitled to defense and indemnification.
      • 3. Liability insurance for student employees - Students cannot be defended or indemnified by the NSHE under Nevada law unless the student is also an employee and is acting as such at the time of the accident. Students performing required course work are not volunteers.
    • B. Uninsured motorist coverage (coverage for bodily injury to a vehicle occupant caused by an at-fault driver who does not have insurance or enough insurance) - NSHE does NOT provide uninsured motorist coverage. In this situation, an injured NSHE employee would have his medical bills and part of his lost wages (when eligible) paid by Workers Compensation.
    • C. Medical payments coverage - The coverage provides limited medical expense to anyone injured in a vehicle accident regardless of fault. NSHE does NOT provide medical payments coverage. An injured NSHE employee in this situation would have his medical bills and part of his lost wages paid by Workers Compensation.
    • D. Vehicle physical damage coverage for NSHE owned vehicles - Vehicles can be insured for Comprehensive and Collision (collectively known as Automobile Physical Damage coverage or APD) at your option through a self-insurance program funded by the State of Nevada, effective July 1, 2009. Claims will continue to be administered by NSHE Risk Management. This coverage is not provided unless requested by the department owning the vehicle. The department bears the cost of repairs or replacement of a damaged vehicle when coverage has not been requested. Insured vehicles are subject to a deductible of $300. The deductible will be waived when it is recovered from another party.
      • 1. NSHE owned vehicles insured with APD while being used "off-road, are subject to a $2,000 department deductible. For additional information, see the document "NSHE Vehicles Used Off-Road" on the BCN Risk Management website at: http://www.bcn-nshe.org/hr/riskmanagement/
    • E. Automotive Physical Damage Coverage and Liability Coverage, add, delete or change coverage - A request to have a vehicle covered must be made within 30 days of purchase. This request should be made by completing a URM-004 form. Once the form is completed, it should be submitted to the BCN Risk Management Office. Requests to delete a vehicle or change liability or APD coverage should also be made by completing a URM-004 form.

      The URM-004 can be located at:

      http://www.bcn-nshe.org/downloads/riskmgmt/urm004vehiclechangeform.pdf
      • 1. For more information on insurance and auto physical damage procedures see the BCN Risk Management office website at:
        http://www.bcn-nshe.org/hr/riskmanagement/
      • 2. Covered Vehicles: Any vehicle that is scheduled for automobile liability coverage with the State is eligible to have APD coverage. This includes busses, cars, trucks, dump trucks, motor homes, motorcycles, trailers, Gators and golf carts.
      • 3. Leased Vehicles: When the lease agreement requires that NSHE insure these vehicles, the same provisions will apply to these vehicles that apply to vehicles owned by NSHE.
    • F. All WNC motor pool vehicles have NSHE accident packets in the glove box. With-in 48 hours of an accident you must complete the accident report and file it with Business Center North and the Attorney General's Office. To meet this deadline it is important to notify your supervisor, as well as the Carson City motor pool and the WNC Carson Environmental Health and Safety Department for assistance.
  • Section 4: Personal/Privately-owned Vehicles
    • A. Personal/privately-owned vehicles - NSHE does not have insurance coverage on the personal vehicle of an employee. Persons using their privately owned vehicles for regular business use should inform their insurance agent. In some cases, a "business use rate" may be applied. In the event of an accident, the personal vehicle insurance carrier would be required to provide coverage for liability, physical damage to the vehicle and legal defense for NSHE.
    • B. Private Vehicle Use for College's Convenience - If a college employee is directed by his department administrator to use a private vehicle for the college's convenience, he/she shall be reimbursed at the current higher rate (see Travel Policy) allowed for reimbursement per mile and shall be entitled to reimbursement for meals and lodging enroute.
      • 1. An employee shall not be directed to use a private vehicle if a college vehicle is available unless the round trip is 75 miles or less. Use of a private vehicle is prohibited for transportation of students on official trips.
      • 2. A college employee must use a private vehicle when using Reno/Tahoe International Airport for a trip exceeding one day, and will be reimbursed at the current higher rate allowed for reimbursement per mile.
      • 3. Taxicab, bus fare and parking receipts are required for reimbursement of these expenditures.
      • 4. A college employee leaving from his/her college workstation and returning the same day must use a college vehicle, when available.
        • a. If a college vehicle is NOT available, the college employee may use a personal vehicle and obtain reimbursement at the current higher rate allowed for reimbursement per mile. Vehicle non-availability form must be obtained from appropriate college motor pool office.
        • b. If a college vehicle is available, and the college employee chooses to use their personal vehicle, he/she is reimbursed at the lower rate allowed for reimbursement per mile.
    • C. Private Vehicle Use for Employee's Convenience - If a college employee is authorized by their appropriate department administrator to use a private car for the employee's convenience for a trip to a city served by commercial airlines, he/she is reimbursed the round trip air coach ticket cost or at the current lower rate allowed for reimbursement per mile, whichever is less, to the destination city.
      • 1. When a college vehicle is available, and a college employee's request is authorized by an administrator to use his/her private vehicle for a trip to a city not served by commercial airlines, he/she is at the current lower rate allowed for reimbursement per mile.
      • 2. There shall be no reimbursement of meals enroute, or for any other enroute expenses. Reimbursement departure and return times should correspond to the airline departure and return times.
    • D. In all cases where private vehicles are used, reimbursement of mileage payments will not be made unless all vehicle usage requirements are followed including defensive drivers training, employee driver acknowledgment forms, and current driver's license on file.
  • Section 5: Vehicle Rentals
    • A. Rental Vehicles: Vehicles must be rented from companies with whom the State of Nevada's Purchasing Division has negotiated overriding agreements. This information is found on their website at: http://purchasing.state.nv.us/Vehicle_Rentals/Vehicle_rental.htm

      NOTE: Departments renting from car rental companies with whom there is no overriding agreement will be responsible for all APD claims and other contractual fees relating to those rentals. Should it be necessary to rent a vehicle outside of these agreements, the collision damage waiver must be accepted and paid for at the time of the rental.
    • B. NSHE has a rental agreement with Enterprise Rent-a-Car that provides primary automobile liability limits of $500,000 per claim. This insurance will pay damages to third parties that the NSHE would otherwise have to pay. The program also provides for a FULL LOSS DAMAGE WAIVER with no deductible (the rental company does not hold the renter responsible for damage to the rented vehicle). This means there is no charge to the NSHE or the driver for physical damages to a rental vehicle. This program can be accessed online at http://www.enterprise.com or by calling 1-800-593-0505. This program will be honored by all Enterprise locations in Nevada. The NSHE rental agreement account number and PIN number must be referenced to insure access to the insurance coverage. The NSHE rental agreement account number is on this web-site "http://purchasing.state.nv.us/Vehicle_Rentals/Vehicle_rental.htm" (this is the State of Nevada Department of Administration Purchasing Division. Please contact the BCN Risk Management Office at 775-682-6105 for the account and PIN number for they may change.)
    • C. NSHE can also use the State of Nevada Purchasing Department's four automobile rental agreements. These agreements provide primary liability insurance coverage for $100,000 per claim, $300,000 per accident, and $25,000 property damage. While these limits are not as good as those provided by Enterprise, they are much better than renting a vehicle without using them. These agreements also provide for a FULL LOSS DAMAGE WAIVER with no deductible. Current information on these agreements is available at http://purchasing.state.nv.us/rental.htm. The Vehicle must be rented in the name of the individual traveler, and the State of Nevada rental agreement account number and PIN number must be referenced to assure the contracted price and appropriate insurance coverage are provided. The State of Nevada account number is NA54621. (Please contact the BCN Risk Management Office at 775-682-6105 for the PIN number.)
    • D. There are exclusions under the Enterprise and State's programs for:
      • 1. Driving under the influence of alcohol or drugs
      • 2. Driving off road
      • 3. Vehicles rented principally for personal use
      • 4. Vehicles driven by non-employees (which means students cannot drive unless they are also paid employees and acting as such at the time they are driving)
      • 5. Anyone under the age of twenty-one.
    • E. Enterprise Rent-A-Car or the State purchasing programs must be used whenever they are available. The campus and renting department are responsible for all damages to a rented vehicle if the vehicle is rented from a rental agency other than those in the two programs above. Payment for damages to the rented vehicle in this situation may be available under the employee's personal insurance or by a Loss Damage Waiver if one was purchased from the rental agency.
    • F. Rental trucks and sport utility vehicles (SUVs) - If a truck or SUV is rented from anyone other than Enterprise Rent-A-Car, please call the BCN Risk Management Office prior to renting the vehicle to ensure that proper insurance coverage is obtained.
    • G. Long-term rentals - Long-term rentals requiring APD coverage must be reported to the NSHE's BCN Risk Management Office prior to the date of the rental. Coverage cannot be retroactive. The request for liability coverage must be made within 30 days of the rental.
    • H. Rentals in foreign countries - NSHE has no contracts with rental companies that apply to foreign countries. Employees renting a car in a foreign country should purchase the insurance offered by the rental company.
    • I. If a college employee is authorized by the appropriate administrator to rent a vehicle while conducting college business (i.e., out-of-state travel in conjunction with conferences, workshops, etc.), the employee will be reimbursed for the rental cost, excluding the insurance waived collision deductibles.
    • J. Fifteen-passenger vans may not be rented, leased or used in the transaction of college business.
  • Section 6: Vehicle Accidents/Claims
    • A. Accidents involving NSHE owned vehicles - All accidents involving another party must be reported to the BCN Risk Management Office and to the Tort Claims Manager in the Attorney General's Office within 48 hours. Details of the accident should be reported on the URM-002 (Vehicle Accident Report).
    • B. Claims for damages to NSHE owned vehicles with APD coverage should be reported to the BCN Risk Management Office as soon as possible. Reports should be made utilizing the URM-002 (Vehicle Accident Report) form and filled out as completely as possible. The department is responsible for obtaining three repair estimates. Reimbursement will be made based on the lowest estimate. There is a $300.00 department deductible. Claims will be adjusted by BCN or BCS Risk management.
    • C. If a third party is responsible for the damage to a NSHE vehicle, the BCN Risk Management Office will subrogate against the third party's insurer for the repair or replacement of the damaged vehicle. If the third party has no insurance or is not able otherwise to pay for the damages, the cost of repairs will be reimbursed through the BCN Risk Management Office if there is APD coverage on the vehicle. The $300.00 deductible will be applied.
    • D. Accidents involving rental vehicles - Damages to rental cars should be reported to the rental agency and the BCN Risk Management Office as soon as possible.
    • E. Glass Repairs - If the damage is such that a repair, rather than replacement, will take care of the damaged glass, departments are encouraged to make the repair. These repairs usually cost between $30 and $50 and are 100% reimbursable. Multiple estimates are not required for glass repairs and the usual $300 comprehensive deductible is waived.
    • F. Glass Replacement - NSHE Risk Management uses the contracts awarded by the State of Nevada. Departments utilizing these vendors will not be required to obtain competitive bids for automobile glass replacement. The URM-007 (Windshield/Glass Loss Report) form should be completed and submitted to the BCN Risk Management Office with a check for the $300 deductible. Attach the original invoice if BCN Risk Management is requested to pay the vendor directly. Go to the Windshield Repair Vendors form for a list of authorized vendors. Departments unwilling to utilize preferred glass replacement vendors must obtain three (3) estimates for vehicle glass replacement and have the glass replaced for the lowest available cost. Exceptions to this rule may be made on a case-by-case basis in rural areas where there are not three available vendors. Because of the nature of glass replacement claims, agencies may obtain telephone estimates for windshield and other vehicle glass replacements. However, these estimates should still be documented for the file. Reimbursement of claims not utilizing contracted vendors must also be made using the URM-007 (Windshield/Glass Loss Report) form, which also helps to document telephone estimates.
  • Section 7: State Motor Pool
    • A. A college employee, with the approval of the appropriate administrator, may use state motor pool vehicles, if an agency vehicle is unavailable.
    • B. All State-owned vehicles shall be used only for authorized official business and driven by qualified and authorized personnel in a safe and courteous manner. (State Administrative Manual, Twenty-Fourth Edition, page 80, State Vehicles, and Chapter 1300)
    • C. A partial list of potential abuses includes:
      • 1. Driving between home and work stations at beginning and end of shift or during lunch
      • 2. Driving by anyone other than authorized state employees
      • 3. Driving on personal business, visiting, shopping trips, etc.
      • 4. Carrying unauthorized passengers
      • 5. Excessive speed and poor driving habits
      • 6. Improper care and treatment of state property
    • D. Motor Pool Locations and Hours
      • 1. State motor pool information is available at the following website - http://www.motorpool.state.nv.us/
      • 2. Parking space for private vehicles is available.
      • 3. Motor pool vehicles may be assigned to other locations throughout the state.
    • E. Motor Pool Requisitioning
      • 1. College employees will present a completed Rental Request Form (vehicle requisition) signed by an authorized college administrator to the motor pool attendant. The Rental Request Form can be located at:

        http://motorpool.state.nv.us/Word%20Docs/MP-2%20Rental%20Request%20Form.pdf

        All employees who complete the approved defensive driving class will receive a certificate of completion. Employees with current certificates will be asked to attach a copy to the MP-2 form when submitting a request to Motor Pool. We understand that there will be unique circumstances for non-compliance and Motor Pool will not deny use if the certificate is not presented. However, Risk Management will be auditing the Motor Pool forms and initiate follow up if defensive driving has not been completed.
      • 2. The motor pool attendant will enter the vehicle number and starting mileage on the requisition. If the trip destination is away from motor pool service areas, credit cards, field requisitions and instructions are furnished to the driver. The pool will retain the vehicle requisition while the vehicle is in service.
      • 3. On the return, the driver will note in the remarks section of the requisition, any discrepancies encountered. Emergency service, if necessary, will be provided as instructed by the attendant.
    • F. Insurance and Accident Reporting
      • 1. Accidents must be reported promptly to the college motor pool and to risk management, as well as normal law enforcement agencies.
      • 2. In the event of an accident where driver neglect is apparent or where defensive driving practices are not used, the college motor pool shall follow-up with risk management and with the driver's supervisor. In such an event, the college employee driving the vehicle is required to complete recertification under the National Safety Council Defensive Driver Training program.
      • 3. Liability coverage on state vehicles provides insurance to the state, its officers and employees (or volunteers formally registered with an agency) when driving state vehicles.
Date Adopted and Dates Revised
Date Adopted July 1, 1983 Dates Revised September 6, 2011; November 3, 2009; September 2, 2008; November 20, 2007; May 11, 2004; September 1, 1998; October 1, 1993; June 1, 1993

Memo: March 27, 1992, from Randy Waterman to Edy Anderson
NRS: Chapter 41; Chapter 42; and Chapter 336;
State Administrative Manual: 0246.0; 0250.0; 252.0; 0254.0; 256.0; and 2900

Please direct comments about this page to the Assistant to the President
URL: http://www.wnc.edu/policymanual/6-2-1.php
Date Printed: October 25, 2014
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