Purpose:
Proper management of the college fleet vehicle will bring about the emergence of
an orderly and effective process for employees to use college vehicles to
conduct state-related business functions.
Policy:
Pine Technical College employees will follow a clear and concise sequence of
actions established in this College Fleet Vehicle Checkout Policy. This policy
will ensure the establishment of orderly conduct and consideration for others,
proper physical maintenance and repairs, and accountability in responsible
fiscal control when properly applied within the contents in its entirety. A
checkout calendar to reserve a PTC fleet vehicle is available through the
Administration Office. As a "self-service" center entity, its existence is
dependent upon the good faith efforts of its participants and the guidelines set
forth.
Procedure:
1. All drivers are required to possess a current driver's license and abide by
all traffic laws and regulations of individual states. Of utmost importance is
the practice of safe and responsible driving at all times. The Human Resources
Department will ensure, on an annual basis, that all staff and faculty have an
updated copy of their driver’s license on file.
2. Each vehicle is scheduled on a monthly calendar on Groupwise. When reserving
a particular vehicle, employees should find the available date and indicate
name, destination, length of time the vehicle will be off campus, and cost
center the funds should be taken from.
3. Employees must take the vehicle which they have reserved unless another is
available, at which time employee must make changes on the schedule.
4. When canceling vehicle usage – employee must cancel the reservation in
Groupwise, as this will free up the vehicle for others to use and prevent a
department from incurring fuel charges incurred by others.
5. To pick up a vehicle: Vehicles are located in the garage at the CE/CT
building. When picking up a vehicle, employee will come to the President’s
Office to pick up the key to the service door of the CE/CT building garage. The
vehicle keys and the garage door opener are located in the vehicles. The service
door key remains in the vehicle until return. After taking the vehicle out of
the garage, employee may park their own vehicle inside.
6. To return a vehicle: Employee should remove their personal vehicle and return
the college vehicle to the garage. The vehicle keys and the garage door opener
are to remain in the vehicle. After closing and locking the garage door,
employee must return the service door key to the President’s Office.
7. In the event that two or more employees need a vehicle for the same day, the
following priorities apply:
a. groups with the greatest number of passengers
b. employees traveling the longest distance
Should an employee need to use a vehicle that is already reserved, please
contact the President’s Office for assistance.
9. Faculty taking students on field trips must complete an Absence from Campus
form and complete Part II of that form which includes passenger information. In
addition, faculty must ensure that if students will be driving PTC vehicles,
that they submit a copy of the student’s driver’s license and proof of insurance
with the Absence from Campus form for college records. Faculty must receive
approval for off campus activities from the Vice President of Academic Affairs.
Upon approval by VPAA, a copy of the Absence from Campus form and the student’s
drivers license and proof of insurance will be placed in the College Fleet
Vehicle Checkout manual in the President’s Office. Upon return, the forms will
be destroyed.
10. If employee encounters vehicle problems en route, follow instructions below:
a Minor problems or difficulties: Employee should report vehicle difficulties to
the Maintenance Department via email or by completing a “Request for Repair”
form located in the glove compartment of the vehicle.
b. Major problems or difficulties: Employee must immediately contact the college
at 320-629-5100. The receptionist will contact the Maintenance Department who
will make arrangements for having the vehicle towed, picked up or repaired, and
arrange for employee’s transportation back to the college.
11. Vehicle must be re-fueled after each use, and returned with a full tank.
Attached to the keys of all college vehicles is a gas credit card. Use this card
at participating merchants only, if unsure, ask before fueling. In order to pay
for the gas employee must have the odometer reading and their ID code (ID code
is employee’s phone extension with a “0” in front). Upon return the employee
must forward signed receipts to the business office.
12. Employee must remove all personal items and clean garbage from the vehicle
upon return.
13. When maintenance work is required, the word SHOP will be indicated on
vehicle calendar.
14. The vehicles are smoke-free; no smoking is allowed in any PTC fleet vehicle.
Responsibilities:
It is the responsibility of all PTC employees who use college fleet vehicles to
conduct state-related business functions to follow the established policy set
forth in the above guidelines.
Dissemination:
Copies should be provided to all employees.
Reviewed by Leadership Team: 02/01/99, 11/17/03
Reviewed by Faculty Senate: 02/17/99, 12/01/03
Approved:_______________________________________Date:
Revision
Reviewed by Leadership Team: 4/3/06
Approved: ____________________________________ Date: ____________________
Robert L. Musgrove, Ph. D., President