Roberts Wesleyan College 418 Policy and
The College provides College vehicles for
business use and allows employees with safe driving records to use
them. This policy outlines criteria for determining
eligibility to drive a College vehicle. The goal of this
policy is to prevent vehicle accidents and injuries.
Drivers: Employees who meet the Safe
Driving Standards and are approved to drive a college-owned
Frequent vehicle users: Employees who
drive a college-owned vehicle as a requirement of their employment,
as a provision of their employment, on nine or more instances per
year, or less than nine instances, but mileage exceeding 300
Occasional vehicle users: Employees
who drive college-owned vehicles on eight or fewer instances per
year and total mileage less than 300 miles per year.
Driver Review Board: Board made up of
the Director of Campus Security, and a representative from Human
Resources, Safety Team, and Staff Association.
A. Hiring Process for Positions
Requiring Frequent Vehicle Use
When a position is open that requires
driving as an essential job function, the driving record of final
candidates under consideration shall be evaluated. This rule
applies to full-time, part-time, and time-as-reported employees.
The following procedures shall be used:
- When recruiting for positions requiring driving as an essential
job function, job announcements will indicate the driving
requirement and make this policy available to applicants.
- Final candidates must submit appropriate information
necessary for the College to obtain a driver abstract from the
Department of Motor Vehicles.
- The candidate's driving history will be compared to the
College's Safe Driving Standard to ensure she/he meets the
standard. The College's Safe Driving Standard is
- If a final candidate does not meet the College's Safe Driving
Standard, she/he will not meet the qualifications for the position
and will be contacted by Human Resources. The candidate may
be considered for other open positions on campus for which she/he
B. Process to Determine if Current
Employees are Safe Drivers
- Employees who drive College vehicles must maintain a valid
driver's license and continue to meet the College's Safe Driving
- Employees shall operate College vehicles in a safe, legal and
courteous manner at all times.
- In order to continue to use College vehicles, current drivers
will need to complete the Driving Record Acknowledgment Form.
This entitles the College to request Driver Abstracts from
the Department of Motor Vehicles for these employees.
- Employees must also report any citations received while
employed that impact their driving record to their immediate
supervisor and the Director of Campus Security. This includes
moving citations for both College and personal vehicles.
Employees arrested or reported for a driving violation while
driving on College business may have their driving privileges
suspended and/or be subject to disciplinary action.
- The Driver Review Board will review the findings of the Driver
Abstracts and self-reported citations to determine which drivers
meet the Safe Driving Standards.
C. Process if Current Frequent Vehicle
Users are Determined Not to be Safe Drivers
- The Driver Review Board will meet to determine a course of
action. An immediate response will be the withdrawal of permission
to use College vehicles if frequent vehicle users do not meet the
- Driving privileges will also be withdrawn from employees who
have their driver's license suspended or cancelled for any
- In cases where driving is an essential function of the job, the
Driver Review Board will consider the following options in light of
the seriousness of the violation(s), number of violations, and
previous employment history with the College:
- employee's employment with the College may be terminated or
- driving privileges will be withdrawn until the employee again
meets the Safe Driving Standards
- driving privileges will be withdrawn and the employee will be
required to take a Safe Driving Seminar
- the Driver Review Board may also consider other options or a
combination of the above.
- Appeals of decisions made by the Driver Review Board must be
made in writing to the Human Resources Director within five
business days. The Human Resources Director will meet with
the affected employee's Department Head/Division chair and make a
final decision within ten business days.
D. Process if Occasional Vehicle Users
are Determined Not to be Safe Drivers
If an occasional vehicle user does not meet
the College's Safe Driving Standards, the ability to drive College
vehicles will not be granted. The Driver Review Board may
offer the opportunity for the employee to take a safe driving
seminar in order to be reconsidered as an occasional vehicle user.
The Driver Review Board will decide if this option is
available on a case-by-case basis.
E. Personal Mileage Tracking
The IRS requires that employees using
College vehicles provide an accurate accounting of the number of
miles traveled for personal use (i.e. commuting to and from work).
Vehicle users must maintain a mileage log each day a vehicle
is used. At the end of each quarter (March, June, September,
December) the log is signed by the driver and the driver's
supervisor, and then submitted to the Payroll Department.
Personal mileage will be converted into taxable income and
reflected in the employee's paycheck at the end of each quarter and
in the year-end W-2 form.
F. Signing Out a College Vehicle
Occasional vehicle users who wish to use a
College vehicle for a particular date must follow the sign-out
process outlined by the Transportation Department. For
details regarding this process refer to the Transportation
Department intranet page. Individuals who do not follow the
outlined process will not be allowed driving privileges.