1017: Vehicle Policy

Purpose

The purpose of this Policy is to set forth the requirements for drivers who operate licensed vehicles in connection with University-related activities. 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 all faculty, staff, students, and volunteers who drive vehicles in connection with University business and sponsored activities. This Policy does not apply to utility vehicles or CDL drivers. 

Department Procedures

University departments that use a University-owned, leased, or rented vehicle for their operations 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 University Fleet Manager and Fleet Shop Supervisor are a resource for departmental vehicle maintenance. 
• Establish written procedures describing who may drive vehicles in connection with University business, 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 set forth in Section Six of this Policy. 

Drivers are required to report any change in license status (e.g., convictions, expirations, suspensions, or revocations) to their supervisor, if applicable, and their 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 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 reason deemed appropriate 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, the Department Fleet Coordinator, if applicable, and the Department of 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 standards listed in Section Six, the following actions may result in suspension or revocation of Driver Authorization:

• Operating a vehicle in an extracurricular capacity outside of University-related activity.
• Operating a vehicle in a reckless or unsafe manner.
• Failing to report an accident involving a University owned or leased vehicle 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.

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 must also:

• Use University vehicles for authorized University business only.
• Prevent any unauthorized person from driving the vehicle.
• Maintain in their possession, a valid US driver’s license while driving on University business.
• Ensure that under ALL circumstances the number of passengers does not exceed the number of seat belts, if provided.
• Not use handheld electronic devices (e.g., cell phones) while driving. Any use of handheld electronic device is prohibited—including for texting, telephone or email—while driving. In an emergency, safely pull over and park before using a handheld electronic device.
  • Hands free devices (e.g., car mounts, headsets) are permitted and encouraged.
• Inspect vehicles for safety issues, including tires, wipers, lights, 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.
• Follow all traffic safety laws. 
• 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.

Towing Items

• Departments are responsible for:
  • Managing and implementing any policy related to using a University vehicle for towing items.
  • Ensuring that only employees authorized to drive University vehicles may use a University vehicle for towing items. Risk Management may review and approve all towing before it takes place.
• No students will be allowed to tow items with University vehicles.
• No personal vehicles will be used to tow items on University business. Only specific designated University vehicles may be used in towing, and only approved items may be towed.

Rental Vehicles

All vehicle rentals for University or sponsored activities must be purchased through Georgetown Travel Services, as it 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 encourages use of popular 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 permitted 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 and provides a good 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. Because of the difference in insurance requirements in other countries, departments must always purchase all available insurance provided by the rental agency.

Use of Privately-Owned Vehicles

Use of privately-owned vehicles is generally discouraged for conducting University business 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 will need to be authorized as outlined in Section Five.

Individuals who choose to drive their private vehicles on University business or sponsored activities are responsible for:

• Maintaining automobile liability insurance in accordance with state law.
• Maintaining current state vehicle inspections when required.
• Maintaining 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 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 or sponsored activities.

Accident Procedures

It is the responsibility of all Authorized Drivers to report all accidents and/or incidents that involve University vehicles, 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 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

Use of University vehicles is for authorized University business or sponsored activities only, 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 will 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: