Fleet Services Program Policy Manual For Drivers Updated September 2014
Introduction State vehicle drivers have a responsibility to their passengers, to the University of Washington, and to the general public with whom they share the road. This manual is intended to provide you with the information you need to operate this vehicle properly and safely. As an operator, the State of Washington requires that you: 1. Become familiar with the policies, procedures, and expectations described in this manual 2. Become familiar with your rental vehicle, consult the operator s manual and all vehicle related information located in the vehicle s glove box. Operator s of state-owned vehicles are continually under the scrutiny of the public and are vulnerable to criticism. University vehicles are considered high-profile vehicles and operators must adhere to all traffic laws and regulations at all times. Operators are responsible for abiding by the: OFM Chapter 12.30: State Motor Vehicle Driver Requirements University of Washington Administrative Policy Statement: 53.2 In addition to these guidelines, departments may have internal policies regarding the use of Fleet Services vehicles and should be consulted prior to your trip.
Rental Office Provides the following: Receives and confirms both short and long-term vehicle requests Processes billing for all University vehicles Handles complaints and collisions involving University vehicles Manages the purchase and disposal of vehicles for the University s fleet. Hours: Monday Friday, 7 a.m. to 4 p.m. (except University holidays) Phone: 206-221-3594 Fax: 206-543-3823 Email: fsrent@u.washington.edu Campus Mail: 354270 Maintenance Shop Provides the following: Vehicle maintenance Schedules vehicles for preventative maintenance Repair services Fuel, and car wash services for all University vehicles Hours: Monday Friday: 7 a.m. to 4 p.m. (except University holidays) Phone: 206-685-1564 Fax: 206-221-7755 E-mail: fsshop@u.washington.edu Campus Mail: 354270
Use of University Vehicles University vehicles may be used for official University business only, regardless of the source of funds. Daily Rentals May be rented for no longer then 30 consecutive days. Requests for rentals over 30 days must submit a long-term request form. http://www.washington.edu/facilities/transportation/fleetservices/forms UCAR Rentals Are available for reservations 24 hours/day, 7 days a week. May be rented for no longer then 30 consecutive days. Requests for rentals over 30 days must submit a long term request form. Off-Road Use The University s rental fleet contains 4-wheel drive vehicles that are available for off-road use. Other fleet vehicles such as passenger vans, sedans, compacts, cargo vans, and carry-all vans are not designed to be driven off-road and should only be driven on paved roads and highways. Operators may be responsible for vehicle damage resulting from negligence and/or unauthorized off-road use of a non-4x4 vehicle. Towing Capabilities Fleet Services Operations equips a certain number of vehicles with hitch receivers to tow equipment. If your department wishes to insure equipment, coverage may be obtained through the Equipment Insurance Program administered by the Office of Risk Management
Authorized Renters & Drivers Authorized Renters UW Faculty with valid UW identification card UW Staff with valid UW identification card Currently enrolled UW Student with valid UW identification card Student groups approved by the Office of the Director of Student Activities Authorized volunteers formally affiliated with an official UW program that is directly supervised by a UW employee and covered under Workers' Compensation. Departments employing volunteers are responsible for maintaining the names of all volunteers, and their dates and hours worked. Temporary employees with a letter of authorization from their sponsoring department Individuals under contract to the University with a letter of authorization from their sponsoring department Authorized Drivers UW Faculty with valid UW identification card UW Staff with valid UW identification card Currently enrolled UW Student with valid UW identification card Student groups approved by the Office of the Director of Student Activities Authorized volunteers formally affiliated with an official UW program and directly supervised by a UW employee Temporary employees with a letter of authorization from their sponsoring department Individuals under contract to the University with a letter of authorization from their sponsoring department Government employees (State, Federal, County, and Municipal) covered by a specific indemnification agreement
Authorized Passengers Authorized Passengers UW Faculty with valid UW identification card UW Staff with valid UW identification card Currently enrolled UW Student with valid UW identification card Student groups approved by the Office of the Director of Student Activities Authorized volunteers formally affiliated with an official UW program and directly supervised by a UW employee Temporary employees with a letter of authorization from their sponsoring department Individuals under contract to the University with a letter of authorization from their sponsoring department Government employees (State, Federal, County, and Municipal) covered by a specific indemnification agreement Research subjects unable to transport themselves Patients and patient's families requiring transport for patient care services Vendors and Business Partners in the course of University business Visiting dignitaries, speakers, scholars Recruits, prospective employees, and/or graduate school candidates Participants in UW programs - DOES NOT include conference attendees (see below) Disabled persons attending conferences sponsored by the University Not Authorized as Drivers or Passengers Conference attendees* (see Disables Persons above) Spouses, children, friends, and acquaintances of faculty, staff, and students Experimental College students and instructors Student groups not approved by the Office of the Director of Student Activities Work experience program participants
Transporting Minors The community standards for transporting minor children have been established as : Students may not be transported in multi-passenger vehicles which hold ten or more people, including the driver, unless the vehicle is a school bus. In keeping with this standard and recommendation, Fleet Services Operations, together with the UW Office of Risk Management, has adapted the following policy: Minors (persons under the age of 18) participating in UW sponsored programs shall be transported in vehicles which transport ten or fewer people, including the driver. Vehicles available for use when transporting minors include minivans, 4x4 vehicles, sedans, compacts, trucks, and cargo vans. Exceptions to this policy include the following: Part-time and full-time, formally matriculated UW students UW employees Authorized volunteers formally affiliated with an official UW program, supervised by a UW employee, and covered under the Worker s Compensation Program
Child Passenger Restraint Required RCW 46.61.687 Whenever a child who is less than sixteen years of age is being transported in a motor vehicle that is in operation and that is required by RCW 46.37.510 to be equipped with a safety belt system in a passenger seating position, or is being transported in a neighborhood electric vehicle that is in operation, the driver of the vehicle shall keep the child properly restrained as follows: a. A child must be restrained in a child restraint system, if the passenger seating position equipped with a safety belt system allows sufficient space for installation, until the child is eight years old, unless the child is four feet nine inches or taller. The child restraint system must comply with standards of the United States Department of Transportation and must be secured in the vehicle in accordance with instructions of the vehicle manufacturer and the child restraint system manufacturer. b. A child who is eight years of age or older or four feet nine inches or taller shall be properly restrained with the motor vehicle's safety belt properly adjusted and fastened around the child's body or an appropriately fitting child restraint system. c. The driver of a vehicle transporting a child who is under thirteen years old shall transport the child in the back seat positions in the vehicle where it is practical to do so. For more information please visit the RCW website: http://apps.leg.wa.gov/rcw/default.aspx?cite=46.61.687
Vehicle to Personal Residence University vehicles, whether on short-term or long-term rental may not be used for transportation between personal residences and the University of Washington campus or a University station (OFM 12.20.35). Special circumstances requiring a State vehicle to be taken home will need prior approval from Fleet Services. The vehicle to personal residence form may be accessed from our website: http://www.washington.edu/facilities/transportation/fleetservices/forms/personal-residence
Basic Driving Safety Requirements The Basic Driving Safety Requirements are applicable to all state drivers, authorized by the agency to operate a state or a privately owned motor vehicle for use on official state business, regardless of frequency of driving. 1. Operator must possess a license valid under Washington State laws per requirements of OFM Subsection 12.30.10. http://www.ofm.wa.gov/policy/12.30.htm#12.30.10 2. The operator must be at least 18 years of age and have two years driving experience. 3. The operator must report to their manager or supervisor by the next business day any time the applicable license-issuing authority notifies the driver their driver's license has been revoked, suspended, or otherwise determined to be invalid. Subsection 12.30.20.b (4). 4. Operators are to have access to Chapter 12 Transportation of the State Administrative and Accounting Manual (SAAM) online at http://www.ofm.wa.gov/policy/default.asp. to review and all other policies, as needed, pertaining to the authorized, safe, and efficient operation of vehicles used on official state business. 5. When driving a Fleet Services vehicle, or renting an Outside Agency vehicle through the Fleet Services, operators are required to review the Fleet Services Operations Program Policy Manual for Drivers. http://www.washington.edu/facilities/transportation/fleetservices/vehicle-policy/manual and all other policies, as needed, pertaining to the authorized, safe, and efficient operation of vehicles used on official state business. 6. If the operator turns over the vehicle to another authorized driver, the operator must ensure that the second party meets the Basic Driving Safety Requirements and must visually check the second party s drivers license.
Van Operator Requirements Full-size Cargo Van Training http://www.washington.edu/facilities/transportation/fleetservices/files/forms/van-training.pdf Two Required Forms: Take the signed and completed OFM Van Training Forms to your supervisor/administrator: Safe Driving Practices Acknowledgement: http://www.ofm.wa.gov/policy/safedriv.pdf Valid License to Drive and Driving Experience Statement http://www.ofm.wa.gov/policy/licdriv.pdf Required Reading/ On-line Training Basic Driving Safety Requirements Training: At the initial driving assignment and prior to vehicle operation, agency managers/supervisors/administrator must verify the following: 1. Operator must possess a drivers license valid under Washington State laws per requirements of Subsection 12.30.10. 2. The operator must be at least 18 years of age and have two years of driving experience. 3. The operator must report to their manager or supervisor by the next business day any time the applicable license-issuing authority notifies the driver their driver's license has been revoked, suspended, or otherwise determined to be invalid. Subsection 12.30.20.b (4). 4. Operators are to have access to Chapter 12 Transportation of the State Administrative and Accounting Manual (SAAM) online at http://www.ofm.wa.gov/policy/default.asp to review all other policies, as needed, pertaining to the authorized, safe, and efficient operation of vehicles used on official State business 5. When driving a Fleet Services vehicle or renting an Outside Agency vehicle through the Fleet Services, operators are required to review the Fleet Services Operations Program Policy Manual for Drivers. http://www.washington.edu/facilities/transportation/fleetservices/vehicle-policy/manual and all other policies, as needed, pertaining to the authorized, safe, and efficient operation of vehicles used on official State business. 6. If the operator turns over the vehicle to another authorized driver, the operator must ensure that the second party meets the Basic Driving Safety Requirements and must visually check the second party s driver s license.
Driving Safety Requirements for Specified Drivers Driving safety program requirements for specified drivers: Requirements of the driving safety program for specified drivers apply only to state drivers who (1) are state employees, (2) operate state vehicles, and (3) meet the high mileage driving OR frequent alleged state driver error accidents criteria described below. The driving safety program for specified drivers should be completed no later than one year from the effective date of this subsection or within the first year the employee meets the following criteria: High mileage driving - Operates state vehicles 1,000 or more miles per month at least six months out of the year (need not be consecutive), regardless if the mileage is generated by local or long distance driving. Frequent alleged state driver error accidents - Is involved in either, or both, of the following alleged state driver error outcomes, regardless of miles traveled or law enforcement actions taken. Two alleged state driver error accidents involving state or third party vehicle/property damage (other than damaged windshields) within a 24-month period. One or more alleged state driver error accidents resulting in injuries to the state driver, passenger(s), or third party within a 24-month period. For more information visit OFM Chapter 12 section 12.20.20 http://www.ofm.wa.gov/policy/12.20.htm#12.20.20
Operator Expectations Maintain a valid driver s license and UW Husky Card or letter of authorization from your department, and have it on your person when operating a vehicle. Inspect the vehicle upon rental and report any damage to the Rental Office prior to leaving the parking area. Wear a seat belt and ensure that all passengers also wear seat belts. Make sure there is a seat belt for each passenger in the vehicle. Practice defensive driving techniques. Stop the vehicle to make or receive cell phone calls. Obey all posted speed limits, taking into consideration road conditions, weather, traffic conditions, and pedestrians. Clean and wash the vehicle as needed to maintain a positive appearance. Keep a litterbag in the vehicle. Do not apply bumper stickers, miscellaneous decals, signs, or ornaments to University vehicles. Do not modify the vehicle in any way. Vehicle modifications must be approved and performed by the Fleet Services. Fee may apply for removal or repair for extraneous items. Keep the floors and steps of the vehicle free from items that could cause slips, falls, or could be tossed around. Secure all loads and do not remove installed partitions or gates. Fuel and service the vehicle at the Fleet Services. If necessary, contact the Fleet Services for information on obtaining services at an alternative site. Promptly respond to maintenance notices sent via email by scheduling an appointment with the Rental Office. The Fleet Services Maintenance Shop performs maintenance and safety inspections as recommended by the designated maintenance schedule. Do not smoke or consume alcohol while driving a University vehicle and do not transport alcoholic beverages. Do not drive a vehicle when feeling drowsy, or while taking medication that may cause drowsiness. Do not transport animals in a University vehicle with the exception of companions for the disabled and/or visually impaired. Assigned Vehicles Maintain a vehicle log of all long-term and/or assigned vehicle usage. http://www.washington.edu/facilities/transportation/fleetservices/files/forms/vehicle-log.pdf
Fueling Vehicles In the Seattle area, obtain all fuel and maintenance services from the Fleet Services. Comdata credit cards should only be used when travelling outside the Seattle area, when the Fleet Services is closed or in emergency situations. Daily Rentals: Vehicles should be filled at least ¾ tank when picked up, and do not need to be returned with a full tank of gas. UCAR: Vehicles must be returned with no less than a half tank of gas. Outside Agency Vehicles: Vehicles must be returned with a full tank of gas, unless the Rental Agreement states otherwise. Non-Fleet Services State Vehicles and Equipment: Fuel must be purchased ONLY at the Fleet Services using a six digit departmental budget number. A fuel transaction receipt is to be filled out in the Fleet Services Rental Office to record the transaction. Comdata: Comdata cards are assigned to specific vehicles do not use the card to fuel other Fleet Services or State vehicles, or to fill gas cans. All non-fuel transaction receipts for Comdata cards including oil, vehicle repair and car wash should be forwarded to the Fleet Services Rental Office.
Credit Card Use and Misuse The Comdata Credit Card is accepted at most major fuel stations across the United States and Canada. Comdata Credit cards are accepted at any fuel stations that accepts Mastercard, Credit cards may be used to purchase the following: Regular unleaded fuel Diesel fuel Oil Emergency service Necessary vehicle accessories such as windshield wiper blades Misuse of a gas credit card includes, but is not limited to the purchase of: Food or drinks Transactions coded as miscellaneous Maps Full service Premium or Super unleaded fuel Fuel additives Fleet Services will charge departments for misuse of credit cards. Drivers are responsible for repayment of these costs to the department. Authorization Codes: The Comdata credit card requires a PIN or Driver ID number. Each Vehicle has a Comdata pamphlet in the glove box that will reveal what the PIN number is. If you are picking up a Comdata card for an outside agency rental, the PIN will be revealed when you pick up the card from Fleet Services. Odometer Reading: When prompted to do so, enter the current vehicle mileage (not the trip meter reading) Outside agency rentals may only use Comdata Cards for fuel. Fuel Receipts: All receipts for fuel purchase are to be turned into Fleet Services either in person or can be mailed via campus mail Box 354270 Comdata brochures are available in the vehicle packets located in the glove box of all vehicles and are also available in the Fleet Services rental office
Insurance Coverage Collision The Fleet Services vehicles are insured through the University of Washington for vehicle collisions. A collision insurance fee of $1.00 per day, per vehicle is added to the rental rates. The assessment of this fee creates a fund to pay for damages to Fleet Services vehicles. However, real property damage sustained from a vehicle accident may be charged back to the responsible department. Liability The University of Washington maintains liability coverage for all University vehicles. This coverage protects authorized operators from claims of third parties for bodily injury or property damage, provided the vehicle was operated for and on behalf of the University, and was being operated within the scope of employees duties. Personal Injury University employees, student employees, and authorized volunteers traveling on official University business are insured for any injuries under the Worker's Compensation Program. Students and passengers who are not University employees are not insured by the Worker's Compensation Program and are responsible for providing their own medical insurance. Personal/UW/Grant Owned or On Loan Property The Fleet Services does not provide insurance coverage for personal/uw/grant owned or On Loan property. If your department wishes to insure equipment, coverage may be obtained through the Equipment Insurance Program administered by the Office of Risk Management
Collisions and Vehicle Damage University of Washington Fleet Services has teamed up with CEI to manage accident reporting for Fleet Services vehicles. The CEI accident report form replaces the current SF 137 accident report. The new accident reports will be located in the glove box of all University vehicles. If you have an old SF 137 version accident report, visit the Fleet Services Rental Office or Shop to get a copy of the new CEI accident report. In case of a collision or accident: Stop immediately. Take required precautions to prevent further collisions/accidents. Provide the other parties involved in the accident the UW Liability Insurance ID Card located in the glove box. If there is an injury call 911 and CEI at 1-877-443-5777. Contact CEI at 1-877-443-5777 to report incident. Identify yourself as a University of Washington employee. Fill out CEI accident report. Have your supervisor sign report and forward report to Fleet Services within 24 hours of incident. If necessary, CEI will tow the vehicle back to Fleet Services or a different repair shop if the vehicle is outside of the Seattle area. If necessary, CEI will provide a rental vehicle if the driver is away from the University of Washington campus or the accident takes place after Fleet Services office hours. In case of minor damage, or if no other vehicles are involved: Contact CEI to report incident at 1-877-443-5777. Identify yourself as a University of Washington Employee. Fill out a CEI accident report. Have your supervisor sign report and forward report to Fleet Services within 24 hours of incident. Bring the vehicle to Fleet Services for a damage assessment. State of Washington Motor Vehicle Collision Report, form 3000-345-161 (9/00) State law requires this form be filled out IN ADDITION TO the CEI accident report IF the damage exceeds $700 or there is a personal injury or death associated with the accident. Send the completed collision report to the agencies listed at the top of the form. These forms are kept in the glove box of Fleet Services vehicles. In Case of Damage or Vandalism: Any damage or vandalism to a vehicle must be reported to the Fleet Services even if a driver or witness is not present at the time of damage. An SF 137 form must be filled out per requirements stated above.
Fleet Services Client and Fleet Emergency Rescue Program If a vehicle breakdown occurs during Fleet Services business hours Our staff will coordinate alternative transportation and vehicle towing: Monday - Friday: 7 a.m. - 4 p.m. Contact Fleet Services Operations at 206-221-3594 or 206-685-1564 If a vehicle breakdown occurs after business hours Contact NAC Fleet Rescue 1-800-356-9316, to help transport you and the vehicle off the road and to the nearest applicable vehicle dealership. If there are no applicable dealerships in the area, request transport to the nearest maintenance shop. The contact information and contract number are located on the NAC Fleet Rescue brochure in the glove box. If the dealership or maintenance shop are unable to fix the vehicle in time to meet your schedule, contact any of our contract rental agencies for alternative transportation. Please inform the rental agency of Fleet Services' State Contact with the rental agency for billing purposes. Enterprise, 1800 Rent-A-Car Budget Rent a Car, 1800 527-0700 Thrifty, 206-878-1234 If you are unsuccessful with obtaining alternative transportation with the State contracted rental agencies listed above, please coordinate the safest travel alternative for yourself. Please send original receipts to the Fleet Services Rental Office for reimbursements. Keep a copy of the receipts for your records. Notify the Fleet Services Rental Office of the vehicle s breakdown as soon as possible at 206-221-3594.
Parking Fleet Services and UCAR Vehicles Fleet Services and UCAR Vehicles On Campus University vehicles may be parked in designated parking areas on campus without purchasing a UW parking permit. There are areas on campus where University vehicles are not authorized to park. Parking in these areas may result in a parking citation. These areas include: Areas with official signs prohibiting parking Within 15 feet of a fire hydrant In fire lanes Wheelchair and disability stalls and lots Lots and stalls specifically designated for other departments (e.g." University Police Vehicles Only ) Restricted stalls Service Vehicle Only stalls Load zones (over the posted time period) In front of any gate, ramp, or other area where parking would block access. In these situations, the vehicle may be towed. Areas not designated for parking If unsure of where to park a University vehicle, contact Transportation Services 206-221-3701. Fleet Services and UCAR Vehicles Off-Campus When parking a vehicle off campus, the department is responsible for all parking fees. University vehicles are not exempt from parking fees in privately owned parking lots. Operators are personally responsible for parking violations and towing and/or storage resulting from parking violations. In the City of Seattle, University vehicles are exempt from paying parking meters for the extent of the meter. For example, if the meter is a 2-hour meter, a University vehicle may park without paying for 2 hours.
Parking Personal and Outside Agency Vehicles Personally Owned Vehicles A personally owned vehicle may be parked at the Fleet Services while renting a University daily vehicle, for a maximum of seven days. The personally owned vehicle may be parked in the E2 parking lot or in stalls 20-40 along the Burke-Gilman Trail. A parking permit will be issued with the rental agreement at the time the vehicle is checked out from the rental office. Tear the Fleet Services Parking Permit portion off the Rental Agreement and place on the dashboard of your personal vehicle. Parking Personally Owned Vehicles During a UCAR Rental The UCAR confirmation email, which has the UCAR reservation information, includes a University of Washington parking permit for UCAR members to park a personal vehicle in a UCAR stall for the duration of their UCAR rental. The permit will be located in the lower portion of your email and should print on a separate page for you convenience. Outside Agency Vehicles Outside Agency vehicle rentals arranged through Fleet Services may be parked on campus with a valid parking permit. A one day parking permit, which is valid until 7:30 a.m. the following morning may be obtained from the parking gatehouse free of charge. To park an Outside Agency rental vehicle for longer than one day, you will need to pick up a long-term parking permit from the Transportation Services office. Long-term permits are not issued by parking gatehouse personnel. A rental agreement from the outside rental agency is needed to receive a parking permit. Note: Parking location designations will be determined by Transportation Services.
Fees and Penalties The vehicle operator is personally responsible for the following fees and penalties: Traffic or parking infractions, including penalties for late payments Impound fees Out-of-pocket charges for service calls due to operator negligence (e.g. delivery of fuel, retrieval of keys from locked vehicles, etc.) GPS charges on outside rentals. Clients are required to pay for this personally or on a discretionary budget The renting department/operator is responsible for the following fees and penalties: Rental charges are assessed by booked reservation request start and end times. Contact Fleet Services to report an early vehicle return to reduce booked reservation charges. Fleet Services will end the booked reservation at the time reported. Rental charges will not be assessed for reservation cancellations made before the start of a booked reservation. Reservation booked charges will be assessed in full for no show rentals Parking fees Ferry and bridge tolls Replacement fees for vehicle chains, ice scrapers, owner s manuals, etc. Vehicle damage resulting from negligence and/or unauthorized off-road use of a non-4x4 vehicle Damage incurred to University property resulting from a vehicle collision Cleaning services for unusually dirty vehicles Extra Dirty Fees to detail vehicles due to interior spills, smells (cigarettes), etc. $ 20.00 replacement fee for lost or stolen credit cards $ 20.00 administrative fee plus replacement costs for lost keys in some cases, a higher fine may be assessed to replace certain types of vehicle keys (e.g. keyless entry devices) Additional costs resulting from the misuse of a gas credit card will be charged to the renting department and reported to the department head and Internal Audit for possible disciplinary action. Operators will be held personally responsible for charges resulting from misuse.
Fleet Services Operator Acknowledgement I have read the Fleet Services Program Policy Manual for Drivers I agree to comply with the regulations stated herein Print Name Sign Name Additional driver information for departmental use: UW NET ID UW ID Number Drivers License Number and Exp. Department Date Fleet Services does not require a copy of the Operator Acknowledgement. This is meant for departmental use only. Operator Acknowledgement should be stored with the operator's home department.