CONTROL POLICY FOR MD ANDERSON- OWNED, LEASED, OR RENTED VEHICLES

Transcription

1 CONTROL POLICY FOR MD ANDERSON- OWNED, LEASED, OR RENTED VEHICLES PURPOSE The purpose of this policy is to: Establish policies and procedures for the effective and efficient use of The University of Texas MD Anderson Cancer Center s (MD Anderson) fleet compliance and for the required components of the State Vehicle Fleet Management Plan. Establish take-home rules for MD Anderson-owned, leased, or rented vehicles. Clearly delineate accountabilities and guidelines for all individuals who drive or operate MD Anderson vehicles. POLICY STATEMENT It is the policy of MD Anderson to manage a safe, responsive fleet service to support the institution s mission. Fleet Management is a business unit within the Division of Operations and Facilities Management s Department for Administrative Facilities and Campus Operations (AFCO). Fleet Management oversees state vehicle usage and ensures all MD Anderson vehicle control guidelines, policies, and procedures are followed. Fleet Management also assists MD Anderson departments with vehicle concerns, such as purchasing economical, environmentally-safe vehicles. SCOPE Compliance with this policy is the responsibility of all faculty, trainees/students, and other members of MD Anderson s workforce. TARGET AUDIENCE The target audience for this policy includes, but is not limited to, faculty, trainees/students, and other members of MD Anderson s workforce. DEFINITIONS Applicant: An individual whose responsibilities require the operation of an MD Anderson vehicle. At-Fault Accidents: A moving traffic violation conviction that appears on a driving record along with an accident on the same date. This usually means that the driver was at-fault in the accident. Accident reports may be obtained from the Texas Department of Public Safety. Page 1 of 21

2 Capital Asset: A possession of the state that has a value of at least $5,000 and an estimated useful life of more than one year. The term does not include real property or improvements to real property or infrastructure. Controlled Asset: A secured and tracked possession of the state that is valued between $500 and $5,000 due to the nature of its use. The term does not include a Capital Asset, real property, and an improvement to real property or infrastructure. Driving Under the Influence or Driving While Intoxicated: A conviction or plea, receiving a probated sentence, or pleading no contest for driving a commercial or non-commercial vehicle under the influence of alcohol, drugs, or while intoxicated. Vehicle Custodian: vehicle(s). An individual responsible for the management of MD Anderson s assigned PROCEDURE 1.0 Fleet Manager Responsibilities 1.1 The fleet manager should ensure that all vehicles adhere to the Office of Vehicle Fleet Management (OVFM) policies and procedures. 1.2 Fleet Management is responsible for managing and monitoring the use of any MD Andersonowned, leased, or rented vehicle utilized by faculty, trainees/students, and other members of MD Anderson s workforce to carry out official business. 1.3 The fleet manager is responsible for the management of MD Anderson s fleet under the direction of the director for Parking and Transportation (P&T) in AFCO, which includes: A. Managing and monitoring the use of all MD Anderson-owned, leased, or rented vehicles. B. Enforcing UT System fleet management policies and procedures for all vehicles. C. Overseeing the state-approved institutional fuel card program. D. Monitoring vehicle usage, driver eligibility, and scheduled maintenance. Fleet Management will notify departments of any scheduled maintenance, insurance renewal, and driver eligibility. E. Reporting auto accidents involving state vehicles to UT System and the insurance carrier and reviewing inappropriate use of state vehicles and fuel cards. F. Assisting with new purchases and transferring or disposing of older vehicles. 2.0 Vehicle Custodian Responsibilities The Vehicle Custodian should monitor all activities related to MD Anderson-owned, leased, or rented vehicles under the direction of the fleet manager, including: 2.1 Ensuring vehicles have proof of insurance and proper maintenance and repairs. 2.2 Reporting (1) vehicle-use log sheet, (2) auto accidents, and (3) inappropriate use of state vehicles and fuel cards to the fleet manager. 2.3 Monitoring state-approved fuel card usage information. Page 2 of 21

3 2.4 Submitting a Vehicle Request Form for new or replacement vehicles to the fleet manager. 3.0 Vehicle Control Measures 3.1 The fleet manager will investigate opportunities on behalf of MD Anderson for consolidation or pooling of the institutional fleet. 3.2 The fleet manager will use the following components for vehicle control measures regardless of the purchasing funding source: A. Fleet size is the authorized fleet ceiling approved by the Institution Fleet Committee. To increase the fleet size, a Vehicle Request Form must be completed and approved by the Fleet Committee. B. Excess Vehicle Determination: The department must demonstrate a need for the state vehicle by achieving the minimum number of miles annually. If the mileage is not achieved, the vehicle can be reassigned or, when appropriate, the vehicle will be disposed of and cannot be replaced under the following circumstances: The vehicle is identified as excess. A waiver is not granted. Note: Vehicles with a manufacturer s Gross Vehicle Weight Rating of more than 8,600 pounds are exempt from this process. The determination of excess vehicles is based on minimum-use criteria measured in miles and established as: 2,750 miles every three months. 5,500 miles every six months. 11,000 miles annually. C. Fleet Management will have 60 days from the quarterly OVFM report date to submit written justification from the department for vehicles failing to meet minimum mileage criteria with documentation that answers the following questions: How does the vehicle help accomplish the mission of the agency? What services are provided? What is the core function of the vehicle and how does it relate to the agency core function? Is the vehicle campus-based or used primarily in a confined area, and how many trips per day or days per month is the vehicle used? How many passengers per month are carried? What is the cost to rent or lease a comparable vehicle for the same number of days or trips compared to the cost of ownership? Page 3 of 21

4 3.3 Minimum Vehicle Replacement Goals: A. The Institutional Fleet Committee (consisting of employees from Fleet Management, Finance Division, and The University of Texas Police Department at Houston (UTP-H) and chaired by the Associate Vice President for Financial Planning & Analysis) was created with the intent for the institution to monitor the usage of institutional vehicles for the purpose of developing utilization metrics and determining vehicle replacement and the purchase of new vehicles. B. The Institutional Fleet Committee will evaluate passenger vehicles to determine replacement for vehicles with ages of nine (9) years or greater or 100,000 miles. Cargo vehicles will be evaluated to determine replacement vehicles with ages ten (10) years or greater or 110,000 miles, whichever comes first. C. Fleet Management must determine if replacing vehicles with private-sector-developed models are in the best interest of MD Anderson. 3.4 Fleet Management Action Plan for Vehicle Replacement: A. Fleet Management should inspect all MD Anderson-owned state vehicles every two (2) years. B. The fleet manager should submit recommendations for new and replacement vehicles to the vehicle committee. Note: At a minimum, replacing a vehicle is determined by analyzing the overall condition of the vehicle, which includes: (1) lifetime maintenance repair cost records, (2) current and average mileage, and (3) the age of the vehicle. (See Grading Guidelines for Institutional Vehicles.) 4.0 Purchasing or Leasing a Vehicle 4.1 Fleet Management will purchase vehicles on the capital equipment account. Note: Fleet Management must assist with this task because it is required to make this purchase under the state procurement guidelines. 4.2 Fleet Management will issue purchase approvals after the final budget is approved. Note: The requisition is routed through the financial system for approval before a purchase order is issued. 4.3 Fleet Management and the department will solicit appropriate invitations to bid, evaluate, and award the contract for the purchase of the new vehicles not purchased on the State of Texas Contract. 4.4 Fleet Management will assist the department in requesting a waiver. Note: A waiver is only needed if the vehicle will increase the fleet size. 4.5 Fleet Management will acquire and obtain all original vehicle titles and registration documents. 4.6 Fleet Management and requestors must follow the following procedures for purchasing a vehicle: A. The requestor should complete the Vehicle Request Form and obtain the signature of the supervisor and the department head. When completing the form, the requestor Page 4 of 21

5 should justify the purpose of the vehicle, including specific metrics used in determining need. B. The requestor should forward the completed Vehicle Request Form to Fleet Management for review and approvals by the vehicle committee. C. Additional paperwork may be required, depending on the funding source and desired vehicle type (e.g., alternative or standard fuel). D. The vendor and Fleet Management should coordinate the delivery of the new vehicle. E. The fleet manager should conduct a general inspection of the new vehicle to ensure the accuracy of the acquisition at the time of delivery. F. Fleet Management should (1) arrange for insurance coverage and (2) have the vehicle graphics and unit number placed on the vehicle. 4.7 Fleet Management and requestors must follow the following procedures for leasing a vehicle: A. The requestor should contact Fleet Management to discuss leasing options. B. Vehicle Custodians must meet with the vendor to discuss the lease pricing. C. The requestor should submit copies of the contract to Fleet Management. 5.0 Rental Vehicle Controls 5.1 Texas Procurement and Support Services (TPASS) requires MD Anderson to rent a vehicle from one of the following companies: A. Enterprise Rent-A-Car: Enterprise will accept a purchase order number as a form of payment. B. Avis Rent-A-Car. 5.2 Faculty, trainees/students, and other members of MD Anderson s workforce will be allowed to use any vehicle rental company if they can meet one of the following exceptions, according to state rules: A. Lower total cost to the state: The use of a non-contract travel vendor results in cost that is less than the contract fare or rate that is offered to the general public, or all trip expenses are evaluated (including ground transportation, insurance fees, parking fees, taxes, and travel time) and the use results in a lower overall total state cost. B. Efficient use of services: The use of a non-contract travel vendor is necessary because the contract travel vendor: (1) is sold out, (2) is not able to provide services at the time, (3) is not available in the location necessary to accomplish the purpose of the trip, (4) has a real or anticipated labor disruption, or (5) is providing negotiated rates for group travel. Page 5 of 21

6 C. Health and Safety issues: The use of a non-contract travel vendor may be allowed when a state traveler finds that the accommodations provided by the vendor may reasonably present a risk to the state traveler or person under the state's custody in the following accommodation circumstances: May lack a reasonable amount of security or safety. May present a health risk based on the state traveler's individual needs. Fails to provide an adequate amount of services required for a person with disabilities. Has limited availability of medical emergency facilities. Lacks equipment that may be required by a state traveler or person under the state's custody. D. Faculty, trainees/students, and other members of MD Anderson s workforce must document the exception on a travel reimbursement voucher if they qualify for one of the exceptions above and uses a non-state contracted vehicle rental company. (Example: A vehicle rental company under the state contract was not used, because a non-contract rental vehicle offered a lower total cost.) E. Failure to list the reason on a travel reimbursement voucher will result in the voucher being returned to the faculty member, trainee/student, or other member of MD Anderson s workforce. 5.3 Vehicle rental companies must: A. Hold a manufacturer permit. B. Be a licensed Texas automobile dealer. C. Be the title owner of at least five motor vehicles that will be rented within a 12-month period. D. Offer exclusive use of the vehicle to another for a fee or other consideration. Rental for 180 days or less under a single contract exceptions are: A rental to another rental company that will rent to a retail customer. The owner is a manufacturer; in this case, the rental can be for any period of time. 5.4 Vehicle rental companies must follow the following adopted provisions and procedures on vehicle rental, clarify current procedures, and establish uniform practices in the use of rental vehicles: A. State rules forbid the operation of an institutional vehicle owned, leased, or rented for personal use or purposes other than to conduct official institutional business. B. The size of the rental vehicle should be the least expensive model consistent with the number of travelers and the business requirements of the trip. Unnecessary upgrades will not be permitted. C. All violations, including parking and speeding tickets, will be the responsibility of the drivers, not MD Anderson. Other non-reimbursable costs include, but are not limited to: Page 6 of 21

7 Vehicle repairs. Citations. Fines. D. Drivers who use cellular phones or radio communication should refrain from making or receiving business or personal calls while operating a State vehicle. 5.5 Vehicle rental insurance should be handled as follows: A. The option of supplemental liability coverage and other additional insurance options should be declined when renting a vehicle on the state contract. The insurance is included in the cost of the state contract rental vehicles. The driver will need to accept the vehicle insurance coverage option if using a non-state contract. B. Inspect the entire vehicle for damage before accepting a rental vehicle. Report found damages immediately to the rental counter. C. TPASS guidelines states that charges will be reimbursed if a non-contract rental is secured using a valid Loss or Damage Waiver. However, liability insurance charges will not be reimbursed. Many promotional rates (e.g., weekend, holiday) do not include insurance in the basic rental fee. 6.0 MD Anderson Logo and Unit Number 6.1 The state requires all MD Anderson vehicles to have graphics and a unit number before driving. 6.2 Leased or rental vehicles are required to have the magnetic logo on the vehicle. 6.3 Vehicle Custodians should contact the Sign and Art Shop, to schedule an appointment for signage. 7.0 Guidelines for Disposing of Vehicles 7.1 The requestor must contact Fleet Management to discuss MD Anderson vehicle disposal options and to ensure the vehicle is removed from the asset inventory. A. All vehicles transferred must be pre-approved by Fleet Management. The requestors should complete an Asset Transfer Form. B. The requestors should remove all property and trash from the vehicle before delivery and disclose all information about the mechanical condition of each vehicle on the Asset Transfer Form. C. The requestors should remove all graphics from the vehicle or contact the Sign and Art Shop, , for assistance removing the graphics. D. The requestor should deliver the cleaned vehicle to Fleet Management. Towing will be at the department s expense. E. Fleet Management will cancel the fuel card and auto insurance. F. Fleet Management will remove the vehicle from the state reporting system. Page 7 of 21

8 7.2 Asset Management will receive vehicles under the following requirements: A. All vehicles shipped to the Asset Management warehouse are subject to inspection to ensure that proper disposal procedures have been followed. B. A vehicle that is exposed to laboratory equipment or bodily fluids requires an Environmental Health & Safety (EH&S) safety inspection. C. Once the vehicle is received by Asset Management, the vehicle will not by reassigned back into MD Anderson s Fleet. D. Assets Management will handle all vehicle sales to ensure compliance with the Board of Regents Rules and Regulations. 8.0 Leased Vehicle Disposal 8.1 The driver should contact Fleet Management, Procurement, or the leasing company to discuss the vehicle lease termination process when a leased vehicle is identified for disposal. 8.2 Procurement and the department should maintain records of all leased vehicles and must be involved in lease terminations to manage the lease contract and ensure correct vendor payments. 9.0 Vehicle Transfers Within MD Anderson 9.1 The fleet manager should transfer vehicle at their discretion after an overall condition analysis. 9.2 The fleet manager must authorize and approve all department transfers before the transaction Taking Home Institution-Owned, Leased, or Rented Vehicles 10.1 The driver must have approval from Fleet Management before taking home an institutional vehicle Only faculty, trainees/students, and other members of MD Anderson s workforce scheduled to conduct official institutional business on weekends or those leaving the next workday from home to commute to the off-work or meeting site can take a vehicle home The supervisor must complete and submit a Vehicle Take-Home Request Form within 48 hours in order for Fleet Management to review the request form and, if needed, request new or current driving record before a driver may take home a vehicle The institutional vehicle can be used if the work site location is near the individual s home and if taking the vehicle home would save the institution and the individual significant time Drivers must drive directly to their home, off-work site location, or regular work location when taking a vehicle home The driver must ensure that the vehicle is parked off the street and secured when the institutional vehicle is at the individual s home and parked overnight Drivers are prohibited from using owned or leased institutional vehicles for personal purposes. Page 8 of 21

9 Note: The take-home vehicle should not be used for personal business, even for a stop on the individual s way home, no matter how short the distance and regardless if the individual has left his or her personal vehicle at the work site parking lot Drivers are allowed to respond to a personal emergency situation in an institution vehicle ONLY while at the off-site working location Detailed notes must be made explaining why the original directions were not followed if circumstances require deviation from the directions All individuals must maintain detailed records for all use of the institutional vehicle Drivers should follow and print out a map with directions from the internet to determine the distance between the work site locations and his/her home. Travel should be in the following order: A. Start at the regular work site location. B. Go to the individual s home. C. Go to the off-site location. D. Go to the regular work site The total round-trip mileage must be recorded on the mileage use report The Vehicle Custodian will reconcile the use report s ending mileage against the printed map directions at the end of each month Vehicle Use, Fuel, and Maintenance Reporting 11.1 Institutional policy requires the daily recording of the vehicle s uses, mileages, fuel consumption, number of trips, and number of passengers to be submitted monthly to MD Anderson s Fleet Management. Vehicles used for law enforcement purposes, including pursuit and emergency vehicles, are required to adhere to all data collection and agency report requirements of this policy. All state agencies continue to be required to submit to OVFM on a monthly basis through the Texas Fleet System (TXFS) in compliance with Texas Government Code Senate Bill 1179 eliminated the daily log book requirements and penalties for non-compliance, as described in Government Code However, Government Code requires the Comptroller of Public Accounts Office of Vehicle Fleet Management to maintain a vehicle reporting system to assist each state agency in managing its vehicle fleet and collection of the Reporting Requirements Data Elements Vehicle use and expense data must be recorded in the approved OVFM Vehicle Use Report The department manager must sign the monthly vehicle report and submit it to Fleet Management no later than the fifth calendar day of the following month. Note: Copies of all repair and maintenance bills must accompany this report Departments are responsible for ensuring all state vehicles are routinely maintained Preventative Maintenance programs should comply with the manufacturer s guidelines found in the vehicle owner s manual, and annual state inspections must be completed. Page 9 of 21

10 11.6 Fleet Management will maintain a maintenance database for all MD Anderson vehicles and track and report the timing of preventative service. Note: Preventive maintenance includes, but is not limited to: A. Change oil and fluids at manufacturer recommended intervals. B. Rotate tires at manufacturer recommended intervals. C. Drivers weekly tire pressure inspection. D. Replace brake pads and shoes before they wear disks or drums. E. Track vehicle and parts warranties to achieve maximum savings on maintenance and repairs. F. Never overload vehicles. Always stay within the manufacturer s gross vehicle weight guidelines. Overloading vehicles stresses body parts and can be dangerous, as well as harmful to the vehicle Fleet Management will ensure the following fleet fueling requirements: A. A state retail fuel contract is mandatory. B. Fuel cards will be issued for a specific vehicle. C. The fuel card may be used for purchasing fuel, vehicle repair, maintenance services, and car washes, limited to two per month. D. Do not exceed the established limit controls set by the department for an individual card. An attempt to use the fuel card for purchases in excess of the established limits will result in rejected vendor purchases. E. All state vehicles operating on gasoline will use regular unleaded gasoline unless specifically prohibited by manufacturer warranty or recommendations. F. Vehicles capable of using alternative fuels will use them exclusively except: Where and when alternative fuel is not available. The range of the alternative fuel is insufficient to complete a round trip, in which case the alternative fuel will be used first. When the alternative fuel costs more than conventional gasoline or diesel. When conversion equipment is not working or is unsafe to operate. (In which case timely repairs or inspections will be made so that the vehicle may continue to operate on the alternative fuel.) When operating an alternative fuel vehicle exclusively is contrary to the vehicle manufacturer or alternative fuel conversion equipment vendor recommendations. G. Self-service islands should be used when refueling, unless Americans with Disabilities Act (ADA) issues exist The fuel card should not be used for personal or unauthorized purchases. Page 10 of 21

11 11.9 The fuel card should only be used for fuel, vehicles repairs, maintenance services, or car washes purchased for MD Anderson business purposes The fuel card may not be used for personal vehicles, even if used for MD Anderson business The fuel card user must retain receipts to provide complete details to support each purchase charged to the fuel card The fuel card user must submit receipts to the vehicle s custodian who is responsible for the following: A. The retention of all original receipts to provide complete details for the purchase, including the number of gallons, cost of fuel, and repairs or maintenance services. B. Charges reflected on the fuel card statement match the receipts. C. Purchases are appropriate and within the institution s policies. D. Each transaction is noted on the use report, including number of gallons, cost of fuel, repairs, or maintenance services. E. Invoices must be reviewed, signed by the appropriate authority, and then submitted to Accounts Payable. The correct cost center number is included on the invoice. Accounts Payable will not process unless these items are noted on the invoice Driving an MD Anderson Vehicle 12.1 All departments that operate MD Anderson vehicles must ensure that members of their department comply with these guidelines Fleet Management should review driving records quarterly and notify the department supervisor of any status changes An acceptable point total range to drive an MD Anderson vehicle is between one and three. Note: Any individual whose total points equal four or greater will not be permitted to operate an MD Anderson vehicle Individuals who do not currently meet the qualifications by four points or greater within the previous three years may request to be reviewed by Fleet Management once their Motor Vehicle Record (MVR) has been resolved Applicants must possess a valid Texas driver's license and have no more than one moving violation or motor vehicle accident during the last three-year period before the application All MD Anderson vehicle drivers will have an MVR check and points assigned accordingly as indicated in the Driver Violation Points Table Fleet Management will obtain an MVR on all Applicants whose job duties or responsibility would include driving an MD Anderson vehicle: A. Prior to employment. B. Quarterly. C. If the individual has been involved in an accident. D. If the individual receives a moving traffic citation. Page 11 of 21

12 12.8 Fleet Management will maintain a list of all regular drivers submitted by various departments or units Fleet Management will conduct a quarterly driver s license check of all individuals who drive MD Anderson vehicles All MVRs will be on file and made available upon the request of the individual or the department s supervisor Driver negligence is subject to disciplinary action up to and including termination MD Anderson vehicle drivers must comply with the following: A. Use MD Anderson vehicle only for official business. B. Obey all local, state, and federal laws when operating an MD Anderson vehicle. The driver is liable for speeding and parking tickets, seat belt violations, towing violations, or any other type of citations. C. Possess a valid Texas driver's license. D. Take a driving course every three years. E. Ensure the vehicle has a current State of Texas inspection sticker before vehicle operation. F. Ensure that vehicle lights and safety belts are used at all times while operating the vehicle. G. Use reasonable care in operating and maintaining the vehicle. H. Ensure vehicle(s) interior and exterior are maintained in a clean and safe, serviceable condition. I. Secure the vehicle when it is unattended. J. Ensure that appropriate vehicle maintenance is performed. K. Report vehicle malfunctions or maintenance needs to the Vehicle Custodian. Drivers must notify the Vehicle Custodian of a vehicle failure. The custodian will advise and approve actions to take. L. Drivers who use cellular phones or radio communications while on MD Anderson business should refrain from making or receiving business or personal calls while operating a state vehicle. Park the vehicle in a safe location, out of traffic, and continue the call if a phone call must be made or received. M. The driver must obtain receipts for all reimbursable purchases that reflect the vehicle license number, description of the item purchased, and the cost of each item. Gasoline purchases must reflect the cost per gallons, the number of gallons, and the total cost on each receipt The department manager should maintain an individual list of all drivers, in addition to the list of drivers kept by Fleet Management. Page 12 of 21

13 12.14The Driver History Record should include notations of the following: A. Training the driver has received, including the date. B. A complete record of all accident and traffic violation history on each individual. C. Notations on any misconduct on or off the job with a vehicle. D. Reprimands concerning driving habits reported to Fleet Management. E. Positive remarks regarding safe driving The department manager may conduct an investigation of all driving incidents to determine fault, if not determined by law enforcement The manager may take appropriate action to assign points reflected in departmental records and its corresponding disciplinary actions up to and including the termination of employment The department manager cannot deduct points that are issued on the drivers record assigned by the Texas Department of Public Safety (DPS) MD Anderson requires driver training for each authorized driver of MD Anderson vehicles at least every three years Driver training may include, but is not limited to: A. Defensive driving. B. One-day seminars on driving improvement. C. Driver training videos on specific driving skills in which the driver may be deficient. D. Hands-on, behind-the-wheel training Operation of 12 and 15-Passenger Vans 13.1 Institutions should ensure the following requirements regarding the use of 12 and 15- passenger vans: A. Operated only by experienced, authorized drivers who understand and are familiar with the handling characteristics of the vans, especially when the van is fully loaded. B. All operators of 12 and 15-passenger vans should attend van-specific training, including behind-the-wheel on-the-road training. C. Specialized driver training for each driver of university-owned, rented or leased 12 and 15-passenger vans at least every three years. D. Not be used to carry more than nine occupants (including the driver) at any one time, except as provided at the discretion of the institution's CBO, an institution may use a 12 and 15-passenger van to carry between 10 and a maximum of 15 occupants (including the driver) on inner-campus, nonpublic streets only, provided that: (1) the van does not cross over or travel on public streets; and (2) the van is not driven at a speed in excess of the posted campus speed limit, or in excess of 15 mph if there is no posted campus speed limit. E. Require seat belt use at all times by all occupants of 12 and 15-passenger vans. Page 13 of 21

14 F. Require proper loading of vehicles. Consult the owner's manual to determine the maximum load for the vehicle and the proper distribution of that load. Passengers shall be seated only in recognized seats and in an arrangement designed to spread out the load. Luggage shall be placed in the rear behind the last seat and shall not be allowed on the roof when the van is being operated. G. Require that tires be inspected to assure they are properly inflated and not worn. H. Limit the number of total hours a driver may operate the vehicle to no more than 10 hours in any 24-hour period. Trips requiring more than ten hours driving time to reach a point of destination will require overnight lodging. I. Van drivers should take a mandatory 30-minute rest break every four hours. J. For trips scheduled for longer than two hours, an assigned a navigator should assist each driver. The navigator must stay awake while on duty Special 12-Passenger Van Provisions for Newer Vehicles: Institutions that purchase or rent a 12-passenger van that meets all of the following criteria may forgo the nine-passenger-only limitation: A. 12-passenger vans must not be a converted, modified, or otherwise altered 15- passenger van; B. 12-passenger vans must have a wheel base of approximately 135 inches or more; C. 12-passenger vans must not have the ability to seat more than 12 passengers including the driver and have assigned seatbelts for each seat; D. 12-passenger vans must be equipped with an Electronic Stability Control (ESC) or Traction Control System (TCS); and E. 12-passenger vans should also be equipped with other safety features, such as front and side curtain air bags, antilock brakes, and a tire pressure monitoring system Official Use of Vehicles 14.1 Personal use of an owned, leased, or rented MD Anderson vehicle is a violation of institutional policy Authorized faculty, trainees/students, and other members of MD Anderson s workforce who use vehicles for domicile-to-duty authority must not use these vehicles to conduct personal business in conjunction with official MD Anderson business Personal business includes, but is not limited to, trips to: A. The post office. B. Clothing or grocery stores. C. Fast food establishments. D. Laundries. E. Banks or credit unions. Page 14 of 21

15 Note: Transportation to a dining facility is an individual s responsibility. However, MD Anderson management may authorize individuals to take vehicles owned, leased, or rented by MD Anderson to local dining facilities when necessary to meet MD Anderson s mission. This authority will not be given for personal convenience, but rather to those individuals having emergency or rapid response requirements, such as law enforcement personnel Inappropriate Use of State Vehicles 15.1 All faculty, trainees/students, and other members of MD Anderson s workforce have an obligation to report suspected cases of vehicle misuse to Fleet Management. Note: State vehicles are used for official institutional business and should not be used to conduct personnel errands Drivers must refrain from the following: A. Using a state vehicle without the MD Anderson logo. B. Using a State vehicle as a means to and from lunch. C. Eating, drinking, and smoking in a state vehicle. D. Sitting or sleeping with the vehicle running while taking breaks or lunches Grounds for Disciplinary Action 16.1 MD Anderson vehicles are used only for official business Violation of this policy is subject to disciplinary action up to and including termination. Individuals whose total points equal four or greater will not be eligible to drive an MD Anderson vehicle Disciplinary action may include, but is not limited to: A. Attending a defensive driving course at the individual s expense. B. Suspension or revocation of driving responsibilities Disciplinary action may result in termination, unless otherwise determined by the department director if driving responsibilities are a regular requirement of the individual's job Individuals will also be subject to disciplinary action if he/she fails to: A. Notify the supervisor that he or she is taking medication that impairs the individual s driving ability. B. Report any traffic citation or motor vehicle accident Vehicle Insurance 17.1 State vehicles are exempt from carrying proof of liability; however, to prevent a citation from being issued, each vehicle assigned to the department should carry the proof of liability provided by Fleet Management. A. All State vehicles carry Liability Insurance B. Physical Damage Insurance coverage is typically purchased for the first five years of the newly purchased vehicles or when lease terms require physical damage insurance. Page 15 of 21

16 C. Insurance providing full coverage, which includes liability, uninsured motorist, underinsured motorist, physical damage, and personal injury protection coverage, is available to institutions as well. This coverage is most commonly purchased when a University-owned or leased vehicle is assigned to a particular employee or group of employees (e.g. Chief of Police, Physical Plant Director, etc.). Note: All leased vehicles require a copy of the liability insurance. For proof of insurance for rental vehicles, contact the rental agency Travel Outside of the United States of America: A. The Office of Risk Management has purchased an International Package Policy that provides coverage for autos used outside of the United States of America, its territories and possessions, Puerto Rico, and Canada. This policy provides liability and physical damage coverage for both owned private passenger vehicles and hired/non-owned vehicles. Most rental car agencies in foreign countries will require that their insurance be purchased in order to rent their vehicles. The international auto insurance would be excess over the coverage that is purchased from the rental agency. B. The Office of Risk Management has also purchased a Mexico Tourist Policy. When traveling into Mexico on official University business, U. T. System drivers must have in their possession a vehicle specific Mexico auto identification card and a copy of the Mexico Tourist Policy. These documents are required to be carried by Mexico law. The Mexico Tourist Policy provides liability and physical damage coverage for owned private passenger autos and hired vehicles, and liability for non-owned vehicles. C. Each year prior to renewal of the Mexico Tourist Policy, institutions must advise the Office of Risk Management of any University-owned vehicles that will be used for Mexico travel throughout the year. Institutions must provide the year, make, model, and vehicle identification number of the vehicles they want listed on the policy. These institutions will be given a Mexico auto identification card for these vehicles as well as a copy of the policy. If a University-owned vehicle that was not submitted for the renewal is being used, contact the Office of Risk Management and provide the year, make, model, and vehicle identification number of the vehicle. The Office of Risk Management will supply a Mexico auto identification card and a copy of the policy. D. Additionally, the Office of Risk Management has obtained approval from AVIS and Enterprise Rent-A-Car allowing the University to use its Mexico Tourist Policy to cover their rented vehicles when traveling into Mexico. When renting a vehicle in Texas for use in Mexico from either of these two vendors, the employee making the reservation for the rental vehicle should contact the Office of Risk Management with the name of the driver(s) and the dates they will be using the rental car in Mexico. The Office of Risk Management will provide the institution with a Mexico auto identification card. The spaces on the card for the vehicle description and identification number will be blank. The driver(s) needs to ensure that they enter the vehicle description and identification number of the vehicle they are renting on the Mexico auto identification card before leaving the rental agency. The Office of Risk Management will also provide the institution with a copy of the University s approval letter from either AVIS or Enterprise Rent-A-Car. The employee should take the Mexico auto identification card, the Mexico Tourist Policy, and the approval letter with them to the rental counter. The driver(s) should keep the rental contract, Mexico auto identification card, and Mexico Tourist Policy in the rental car at all times while in Mexico Personal (Non-University Owned) Vehicles Insurance: A. Individuals are strongly discouraged from using personal vehicles for conducting official MD Anderson business. Page 16 of 21

17 B. MD Anderson utilizes the "Hired/Non-Owned" policy that provides liability coverage only for individuals using their personal vehicles while conducting official MD Anderson business. C. The liability coverage in this case applies only as a secondary coverage to the individual s personal auto policy. D. Fleet Management must be notified to handle the reporting of a claim if an individual using his or her personal vehicle for official MD Anderson business is involved in an accident Vehicle Traffic Safety 18.1 Drivers must obey Texas Department of Public Safety traffic rules and local traffic ordinances while operating MD Anderson vehicles Motor vehicles must have an up-to-date state inspection sticker and be maintained in a safe working condition at all times Driver must possess a valid Texas driver license All vehicle occupants must not smoke in MD Anderson vehicles Drivers must refrain from making or receiving business or personal calls while operating a state vehicle All vehicle occupants must comply with the law regarding seat belts All vehicle occupants must wear seat belts Passengers riding in the bed of a pickup or on the back of trucks must be seated within the bed or built-in seats Passengers should not lean against the tailgate or sit on wheel wells, toolboxes, etc The recommended manufacturer s weight capacity must not be exceeded when transporting Trailer hitches and other towing equipment must be utilized according to the manufacturer s recommendations without alteration Reporting Vehicle Accidents and First Response 19.1 Faculty, trainees/students, and other members of MD Anderson s workforce must follow these procedures for INJURY auto accidents on or off site. A. Remain at the scene of the accident. B. Ask an observer to call 911 for Emergency Medical Services and the appropriate Police Authority. C. Contact The University of Texas Police Department at Houston (UTP-H) at if the accident occurs on the campus of MD Anderson. Provide the following information: Your name. Your location (Street and Block Number). Page 17 of 21

18 The type of emergency Auto Accident. Special directions (if any). D. Complete the Auto Accident Report, located in the vehicle glove box, or provide Fleet Management with the law enforcement crash report forms (CR3). Contact Fleet Management at with any questions. E. Get the names of all witnesses, if possible, including the occupants of all involved vehicles. F. Contact Davis Chevrolet, , or Russell-Smith Ford, , if towing is required Faculty, trainees/students, and other members of MD Anderson s workforce must follow these procedures for NON-INJURY auto accidents and drivable vehicles on or off site: A. Move the vehicle(s) to the side of the road or otherwise out of traffic. B. Call Houston Police Department, , or The University of Texas Police Department at Houston (UTP-H), , if the accident occurred within MD Anderson campus. Provide the following information: Your name. Your location (Street and Block Number). The type of emergency Auto Accident. Special directions (if any). C. Get the names of all witnesses, if possible, including the occupants of all involved vehicles. D. Complete the Auto Accident Report, located in the vehicle glove box or provide Fleet Management with the law enforcement crash report forms (CR3). Contact Fleet Management at with any questions. E. Do not admit negligence, fault, or guilt. F. Do not commit MD Anderson or the insurance carrier to pay for damages. The insurance carrier representing MD Anderson will make a fault determination Commercial Drivers License (CDL) Drug Testing 20.1 Drivers who operate commercial motor vehicles for official MD Anderson business must have a CDL. Note: A commercial vehicle is: A. A combination of vehicles with a gross vehicle weight rating of more than 26,001 pounds and the Gross Vehicle Weight Rating (GVWR) when towed of more than 10,000 pounds. B. Any vehicle with a gross vehicle weight rating of more than 26,001 pounds and the GVWR when towed of more than 10,000 pounds. C. Able to transport more than 16 passengers, including the driver. Page 18 of 21

19 D. Any size vehicle that is used to transport hazardous material Drivers holding a CDL must be tested for drugs and alcohol in accordance with the US Department of Transportation's Federal Motor Carrier Safety Regulations, 49 CFR Parts 40 and 382. Note: The regulations call for pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing. Page 19 of 21

20 ATTACHMENTS/LINKS Asset Transfer Form. Auto Accident Report. Driver Violation Points Table for Driving MD Anderson Vehicles. Grading Guidelines for Institutional Vehicles. Reporting Requirements Data Elements. Vehicle Request Form. Vehicle Take-Home Request Form. Vehicle Usage Report. RELATED POLICIES None. JOINT COMMISSION STANDARDS / NATIONAL PATIENT SAFETY GOALS None. OTHER RELATED ACCREDITATION / REGULATORY STANDARDS Government Code Vehicles Fleet Services U.S. Department of Transportation, Federal Motor Carrier Safety Administration, Rules & Regulations, REFERENCES None. Page 20 of 21

21 POLICY APPROVAL Approved With Revisions Date: 08/21/2013 Approved Without Revisions Date: Implementation Date: 08/21/2013 Version: 23.0 RESPONSIBLE DEPARTMENT(S) Administrative Facilities & Campus Operations Page 21 of 21