1017: Vehicle Policy

Updated November 15, 2023

Purpose

The purpose of this Policy is to set forth the requirements for all drivers who operate  vehicles in connection with University business and/or sponsored activities, regardless of whether the vehicle is owned, leased, or rented by the University, personally owned by an employee, or otherwise, and regardless of whether the vehicles are licensed for road travel or are unlicensed special purpose vehicles such as Utility Vehicles or all-terrain vehicles. The Policy is intended to promote the safety of drivers, passengers and the public as well as to minimize losses, damages and claims against the University.

Scope  

This Policy applies to anyone who drives vehicles in connection with University business and/or sponsored activities. This Policy does not apply to CDL drivers.

Department Procedures

University departments using vehicles in the commission of University business and/or sponsored activities must adhere to the following:

• Designate an employee to serve as the Departmental Fleet Coordinator, who will manage vehicle use and Authorized Drivers.
• Ensure Department Fleet Coordinators have a reliable system for tracking department vehicle use, maintenance, Driver Authorizations, and Driver Safety Training.
  • The Office of Transportation is a resource for departmental vehicle maintenance. 
• Establish written procedures describing who may drive vehicles in connection with University business and/or sponsored activities, and under what circumstances. These procedures may be more restrictive than this Policy, but not be less restrictive. 
• Share financial responsibility for vehicle accidents involving Authorized Drivers in their units. Departments will be responsible for paying the deductible amount for any insurance claim arising from their operations.

Department Fleet Coordinator Designation
Department Fleet Coordinators will be responsible for coordinating the Driver Authorization process with Risk Management and serving as the point of contact for all vehicle matters. The Department Fleet Coordinator is responsible for ensuring compliance with the department’s vehicle use procedures and for implementing this Policy.  

Department Fleet Coordinator responsibilities:

• Ensure compliance with this Policy and its training requirements.
• Manage the application process for Driver Authorization. 
• Maintain a list of Authorized Drivers and vehicle inventory.
  • The University Fleet Manager and Fleet Shop Supervisor are a resource for departmental vehicle maintenance. 
• Report any change in license status of Authorized Drivers to Risk Management.
• Ensure proper maintenance of department vehicles including inspections.
• Review this Policy and any department policies and procedures related to vehicle use with Authorized Drivers.
• Report accidents involving department vehicles to Risk Management.

Driver Eligibility

Drivers must be at least eighteen (18) years of age, and have a valid US driver’s license for at least one (1) year issued by the Department of Motor Vehicles from their state of residence or the District of Columbia. Drivers must maintain a driving record that meets the Motor Vehicle Record (MVR) standards as set forth in this Policy. 

Drivers are required to report any change in license status (e.g., convictions, expirations, suspensions, medical restrictions, or revocations) to their supervisor, and Department Fleet Coordinator immediately.

Authorization Procedures 

In order to become an Authorized Driver, individuals must complete the following steps in their outlined order prior to driving:

• Complete University-sponsored Driver Safety Training.
• Complete a Georgetown University Driver Authorization Application.
• Agree to have an MVR check before driving and annually or, at the University’s discretion, a more frequent interval thereafter.

Motor Vehicle Record (MVR) Standards

Driver Authorizations may be denied or revoked for failing to meet or maintain the University’s MVR standards as described below or for any other reason deemed appropriate or necessary by the University.

Driver Authorizations will be denied or revoked if convictions for any of the following Type A violations appear in the driver’s MVR within the past five (5) years:

Type A Violations

• Aggravated assault with a motor vehicle.
• Negligent homicide with a motor vehicle.
• Driving while intoxicated or driving under the influence.
• Reckless, careless, and negligent driving (including racing).
• Hit and run or leaving the scene of an accident.
• Attempting to elude a police officer.
• Permitting an unlicensed minor to operate a vehicle.

Driver Authorizations will be denied or revoked if a combined total of more than three (3) of the following Type B violations appear in the driver’s MVR within the past three (3) years:

Type B Violations

• All moving violation convictions (not Type A). 
• At-fault accidents.

Driver Authorization will also be denied or revoked if an MVR review establishes that an individual’s US driver’s license has been revoked, suspended, expired, or is otherwise restricted (e.g., Ignition Interlock Device).

Upon notification of a failure to meet or maintain MVR standards, Risk Management will provide written notification to the driver, the driver’s supervisor, and University Human Resources of the denied or revoked Driver Authorization. 

Restoration of Driver Authorization

Driver Authorization may be restored once five (5) years have elapsed for Type A violations. For Type B violations, Driver Authorization may be restored provided the driver’s MVR has no more than three (3) Type B violations in the current three (3) year period.

Loss of Driver Authorization

In addition to the MVR Standards set forth in this Policy, the following actions may result in suspension or revocation of Driver Authorization:

• Operating a vehicle in an extracurricular capacity outside of University business and/or sponsored activities.
• Operating a vehicle in a reckless or unsafe manner, as determined by the University.
• Failing to report any vehicle or traffic-related accident, which occurs or occurred during the performance or commission of University business and/or sponsored activities, to the appropriate law enforcement agency, the Department Fleet Coordinator and/or supervisor, GUPD/DPS and Risk Management.
• Operating a vehicle while under the influence of alcohol or drugs.
• Citation or disciplinary action related to the operation of a vehicle.

These actions may also result in appropriate disciplinary action consistent with the University’s applicable policies and procedures.

Driver Safety Training & Guidelines

To become an Authorized Driver, individuals must complete a Driver Safety Training course.

Employees and volunteers who are Authorized Drivers are required to complete a Driver Safety Training course every three years. 

Driver Improvement

For Type B violations only, the University may allow an Authorized Driver to attend a Driver Safety Training program in lieu of losing their Driver Authorization following a combination of more than three accidents and/or moving violations (Type B) in the past three years. 

Repeat or supplemental training may be required for Authorized Drivers who have been involved in accidents and/or moving violations in order to maintain their Driver Authorization. 

Driver Safety Guidelines

All Authorized Drivers are expected to safeguard and maintain University vehicles in good condition. In addition to requirements placed upon drivers by departments, drivers of any University vehicle must also:

• Use University vehicles for authorized University business and/or sponsored activities only.
• Follow all traffic safety laws.
• Prevent any unauthorized person from driving a University-owned, -leased, or -rented vehicle, or any other vehicle during such time it is being used for the commission of University business and/or sponsored activities.
• Maintain in their possession a valid US driver’s license while driving on University business and/or sponsored activities.
• Not consume alcohol, drugs, or smoke while in operation of a vehicle.
• Ensure that under ALL circumstances the number of passengers does not exceed the seating provided. Drivers and passengers must use seat belts, if provided. Rear cargo areas are not to be used for seating.
• Not alter or remove components/seats from the vehicle.
• Not use handheld electronic devices (e.g., cell phones) while driving. Any use of handheld electronic devices is prohibited—including for texting, telephone or email—while driving. In an emergency, safely pull over and park before using a handheld electronic device.
• Inspect vehicles for safety issues, including tires, wipers, lights, brakes, reflectors and signage, steering, horns, seat belts, and other safety equipment, and report any issues immediately to the Department Fleet Coordinator and/or supervisor.
• Be aware and prepared for special weather and emergency situations and avoid driving in hazardous conditions unless necessary.
• Immediately report all accidents to the appropriate law enforcement agency, the Department Fleet Coordinator and/or the employee’s supervisor, GUPD/DPS and Risk Management.
• Travel at speeds that are consistent with the intended use of the path or road. Unless otherwise noted, the designated speed on University streets and roads is 10 MPH, and 5 MPH in garages. When moving through congested areas, speed should not be faster than pedestrians walking in the same area.

Towing Items

• Departments are responsible for:
• Students, including student employees, are not permitted to tow items with University vehicles.
• Personal vehicles may not be used to tow items on University business and/or sponsored activities. Only specific designated University vehicles may be used in towing, and only approved items may be towed.

Utility Vehicles

The term “Utility Vehicle” includes golf carts, utility carts, Cushmans, Gators and EzGos that are owned, rented, or leased by the University or University contractors. 

Department Fleet Coordinators are responsible for monitoring the safe and prudent use of departmental Utility Vehicles, and must ensure a copy of the Utility Vehicle Sidewalk Access and Parking Map is posted in each Utility Vehicle.

Driver Rules:

In addition to the Driver Safety Guidelines above, Utility Vehicles shall be operated in accordance with specific rules, including:

• All individuals must remain seated when a Utility Vehicle is in motion. Keep hands, legs, feet, and arms inside the Utility Vehicle. 
• Utility Vehicles are not to be used at night unless properly equipped with lights. 
• All cargo must be secured before driving. Utility Vehicles shall not be used to tow equipment unless they are properly equipped (e.g., trailer hitches). 
• All food and beverages must be in sealed containers. Eating and  drinking  are prohibited in vehicles.
• When not in operation, drivers must apply the parking brake and remove the key.

Restricted Areas

• Utility Vehicles are prohibited on any street or roadway that is located off campus property unless they have been properly equipped for this purpose and comply with D.C. Code, including valid D.C. tags. 
• Utility Vehicles are prohibited on sidewalks or other locations designed for pedestrian use unless the Office of Transportation Management has approved an operational need. Sidewalks must not be used as a shortcut or for convenience. If the driver is operating a Utility Vehicle on a sidewalk under an approved operational need, the vehicle must not be driven faster than pedestrians walking in the same area and must yield the right-of-way to pedestrians at all times. 
• Utility Vehicles managing deliveries to buildings that do not have street or loading dock access must coordinate their transport with the Office of Transportation Management.
• Utility Vehicles must operate on hard surfaces unless a job function requires driving in the grass and there is no available alternative.
• Utility Vehicles may not be parked where they block regular traffic paths or walkways, building exits or any other ingress/egress, fire department connections, wheelchair ramps or curb cuts, or any other location that may present a hazard or obstruction to any person, property, or University activity. 
• Designated Utility Vehicle parking areas have been provided throughout the campus. Refer to the Utility Vehicle Sidewalk Access and Parking Map for designated parking areas. 

Exceptions

• Utility Vehicles are allowed on any street or sidewalk during snow removal or de-icing activities occurring on University-owned property. 
• Utility Vehicles supporting athletic events are allowed access on the sidewalk from the south end of Yates Field House to the north end of Kehoe Field. 
• Utility Vehicles are allowed on University sidewalks during approved special event support such as Commencement activities.

Rental Vehicles

All vehicle rentals for University business and/or sponsored activities, with the exception of Utility Vehicles, must be purchased through Georgetown Travel Services, which ensures collision/damage coverage for drivers. Students renting or driving vehicles rented on behalf of the University must operate the vehicle on official University business, or in connection with University-sanctioned activities. More information on rental options and coverage can be found at travel.georgetown.edu. More information on the Master Rental Insurance program, including coverage, rules and restrictions is available in the MasterCard commercial Guide to Benefits.

Depending upon the rules of the individual rental agency, persons under the age of 25 may not normally be able to rent vehicles. Rental agencies may waive the age requirement if the University agrees to cover the individuals on its automobile liability policy and provide evidence of insurance coverage to the agency.

Rideshare

For local travel within the DMV area, the University permits use of ridesharing options like Uber and Lyft to support University-related travel. Per Policy FA-112 Business Travel and Entertainment, luxury options such as UberBlack or LuxBlack are not  approved for University-related travel.

Georgetown also maintains a business partnership with the carsharing service Zipcar, and Zipcars are available on campus for use by University departments. Zipcar allows users to rent cars by the hour as an option for faculty, staff, students, and volunteers who engage in occasional travel to and from campus.  

International Rentals

If Departments must rent vehicles in a foreign country for approved University functions or business on a short-term basis, the vehicle must be rented in the name of the University. In all cases when abroad, departments must purchase all available insurance provided by the rental agency.

Use of Privately-Owned Vehicles

Use of privately-owned vehicles is generally discouraged for conductingUniversity business and/or sponsored activities. It is recommended that individuals seek alternative transportation options such as rental cars, rideshare, public transportation, or charter services. 

Individuals who are required to drive and are using a privately-owned vehicle must be authorized as outlined in this Policy.

Individuals who choose to drive their private vehicles on  University business and/or sponsored activities are responsible for compliance with all generally applicable driving and maintenance requirements above, in addition to:

• Maintaining automobile liability insurance in accordance with state law.
• Maintaining current state vehicle inspections when required.
• Maintaining the vehicle in safe operating condition.

If an individual chooses to use a privately-owned vehicle, the individual’s personal automobile insurance will be primary at all times. The University will not reimburse an employee, or other private owner, or their insurer for any deductible or liability claim paid by their personal auto insurance policy or for any damage to the vehicle.

If any personal property is damaged or stolen as a result of being transported or stored in a privately-owned vehicle, the property is not covered by the University’s insurance. Employees should consult with their personal insurance provider to determine if coverage for property in vehicles is included in their insurance policy.

Authorized Drivers conducting  University business and/or sponsored activities in a privately owned vehicle shall be reimbursed for mileage at the annual Standard Rate found on the Financial Affairs/Payroll website, as well as parking and toll expenses.

Fifteen (15) Passenger Vans

Due to safety issues identified by the National Transportation Safety Board, fifteen-passenger vans may not be rented, leased, or purchased by the University and may not be used for University business and/or sponsored activities.

Accident Procedures

It is the responsibility of all Authorized Drivers to report all accidents and/or incidents that involve University vehicles, or personal vehicles used during the commission of University business or sponsored activities, regardless of damage. If an injury occurs, please seek immediate medical attention, and contact your Department Fleet Coordinator and/or immediate supervisor when practicable. 

All accidents and/or incidents that occur on campus – regardless of whether the vehicle is owned, leased, or rented by the University, personally owned by an employee, or otherwise – must be reported immediately to Georgetown University Police Department by calling 202-687-4343; accidents and/or incidents that occur on Law Center campus must be reported immediately to Georgetown University Law Center Police Department by calling 202-662-9325. Accidents and/or incidents involving University vehicles that occur off campus must be immediately reported to the nearest law enforcement agency. It is important that a police report is taken at the time of the accident and that all accidents and/or incidents are reported to the Department Fleet Coordinator and/or immediate supervisor, and to Risk Management (riskmanagement@georgetown.edu) as soon as possible.

Personal Use of University Vehicles

University vehicles are for authorized University business and/or sponsored activities, unless your individual employment contract specifies otherwise. 

Personal use of University vehicles is a taxable fringe benefit. See Policy FA-1013 Tax Treatment and Reporting of University- Provided Vehicles to Officers, Faculty and Staff Employees for more information on the tax treatment and reporting of University provided vehicles. 

Parking and Moving Violations

Parking tickets or similar fines and related penalties and interest are the personal responsibility of the Authorized Driver and should be paid promptly to the appropriate jurisdiction to avoid further penalties. If a parking ticket or moving violation is generated by photo or speed center and sent to the driver’s department, department heads and fleet coordinators must forward to the employee responsible for payment.

Policy Implementation and Modification 

Questions about the interpretation or application of this Policy should be raised with Risk Management, which shall update or modify the Policy as necessary and administer and oversee the implementation of the Policy in a manner that best achieves its goals. The Policy may be modified with the approval of the University President to reflect changes in the law, University processes, or as otherwise necessary.

APPENDIX

Responsibilities

The responsibilities each party has in connection with the Vehicle Use Policy: