College Vehicle Policy 

Safety Policy
Members of the Westminster College community engage in activities requiring transportation to other locations.  To accomplish this transport safely, the College owns and maintains a fleet of vehicles.  When a fleet vehicle is unavailable, Plant Operations can provide an externally rented vehicle or a personal vehicle may be used.  The College is committed to protecting both the vehicles and especially the people involved in these trips.  Because of the hazards such transportation activities represent, the following procedures have been instituted to preserve from harm both persons and property and to provide fair and safe usage of all vehicles.

The following policies and procedures pertain to all college fleet vehicles, vehicle rentals, or privately owned vehicles used in the College's name and/or for use in the activities of Westminster College.

Reservations
Reservations and requests for college vehicles or vehicle rentals must be placed at the Plant Operations Office, or by calling them at extension 5018 during normal business hours.  Confirmation of the reservation is not complete until drivers are approved and a budget account number is provided to charge the cost of the trip.  Cancellations should be reported to Plant Operations as soon as the driver is aware the vehicle will no longer be needed.  Any charge for the cancellation of a rental vehicle will be charged to the budget of the individual making the request.

Vehicle Pick-Up and Return
Fleet and rental vehicles shall be picked up from the Plant Operations office immediately before departure for a trip and returned there immediately upon return.  If a vehicle is needed prior to 8:00a or after 5:00p Monday through Friday, or on a weekend, arrangements must be made to pick up keys and trip ticket information during regular office hours.  Pickup and return time must be followed closely to insure that each vehicle will be available for the next scheduled user.  If vehicles are returned before or after the normal business hours, you will receive instructions from the Plant Operations office in terms of returning keys and trip ticket information.

Trip tickets require accurate recording of departure and ending mileage in order to correctly charge the costs.

Plant Operations should be notified immediately if any vehicles appear to be damaged, defective, or in need for repair.  Prompt reporting of these situations can prevent deterioration of the vehicles and possible injury to employees or others.  Plant Operations can answer any questions about an employee's responsibility for maintenance and care of the vehicles.

Cost
Fleet vehicles - Departments will be charged a per mile rate consistent with the IRS's reimbursable mileage.

Rental vehicles - Departments will be charged the actual rental rate of the vehicle plus fuel.

Credit cards are issued for extended trips.  These cards should be used only for gasoline and oil.  If it is necessary to purchase gasoline or oil with a personal credit card or cash, receipts must be submitted along with the trip ticket form to the Plant Operations office at the conclusion of the trip.

When an employee uses her/his personal vehicle for College business, all vehicle expenses are to be paid by the employee using personal funds. Mileage reimbursement for use of personal vehicles for College business will be paid by departments at a rate consistent with the IRS's reimbursable mileage.

Regulations for all vehicles used on College business:

  1. Drivers may only accept the responsibility of driving if they are rested, healthy, and have no other conditions that will
    affect their ability to drive the vehicle safely.  No person shall drive more than three hours without a break or relief. 
    Students are not allowed to drive the large maxi-vans.
  2. On any trip with one or more passengers, drivers should
    make sure that the front passenger seat is occupied.  It is the front passenger's responsibility to ensure the driver stays alert and competent and to assist the driver with directions and maps, if needed.
  3. Seat belts must be used at all times when the vehicle is in operation.  Driver shall not begin operation of the vehicle until all passengers have complied.
  4. No modifications to the vehicles (bike racks, antennae, etc.) are allowed. 
  5. The use of radar or other speed monitoring equipment is highly discouraged.
  6. Talking on cell phones while operating a vehicle is highly discouraged.
  7. Smoking, drugs, alcoholic beverages and pets in College-provided vehicles are strictly prohibited.
  8. Defensive driving practices and observing traffic laws are required.
  9. Improper, careless, negligent, destructive, or unsafe use or operation can result in disciplinary action, up to and including termination of employment.

Accidents and Reporting Policy
In the event of an accident, always notify the legal authorities immediately and request an officer's presence.  This is to protect the College's interests in the event of liability claims.  The College's insurance identification card is located, and should remain in the glove compartment of the fleet vehicles.  If it is a rental vehicle, an insurance card will be included with the trip ticket/key packet.

Driver Qualifications and Approval
All drivers using College vehicles must be approved by the Plant Operations office in advance.  Approval must be requested at least one week prior to the trip in order to complete the approval process.  Once a driver is approved, his/her name is added to the approved drivers list, and it is not necessary to gain approval for subsequent trips.  Accidents and/or convictions after approval may result in approval being withdrawn.  The approval process will be annual.

Westminster College faculty and staff may drive College vehicles after approval as described below:

  • Drivers must be the age of 21 or over (25 or over if driving the 15 passenger vans) and have license information on file in the Plant Operations office.
  • Driver’s record will be checked with the state agency.
  • Results of the state agency check will be compared to Westminster College guidelines for approved drivers.  If the records check does not result in approval, driver is not eligible to drive a College vehicle.  The driver will be notified and this information will be held in confidence.
  • License must be appropriate for the type of vehicle to be used.  Fifteen passenger vans require a Type E Chauffeurs license.  Passenger cars require only a standard Type F license, so long as the driver is not getting paid to drive as part of their job.  Those with non-Missouri licenses must possess the proper equivalent license for their state.

Westminster College students may drive College vehicles (except the 15 passenger vans) for College business after approval as described below:

  • Drivers must be the age of 21 or over and have license information on file in the Plant Operations office.
  • Driver’s record will be checked with the state agency.
  • Results of the state agency check will be compared to Westminster College guidelines for approved drivers.  If the records check does not result in approval, driver is not eligible to drive a College vehicle.  The driver will be notified and this information will be held in confidence.
  • License must be appropriate for the type of vehicle to be used.  Those with non-Missouri licenses must possess the proper equivalent license for their state.
  • Students must be approved for driving by the Administrative Council member responsible for the department for which they need to drive.
  • Students may not drive without a faculty or staff sponsor with them on the trip.

Private Transportation Release/Consent Form Policy
At times it becomes necessary to use private vehicles to transport students to and from Westminster College activities.  Westminster College requires that all students sign a Private Transportation Release Consent Form, and the Westminster College Business Office must have this signed form in their possession prior to the date of the specified activity.

Policy on Approved Drivers
Purpose:  To emphasize Westminster College's continuing commitment to provide a safe work place for our employees, as well as to protect the safety of the general public. 

  1. Drivers must be the age of 21 or over and have license information on file in the Plant Operations office.
  2. Drivers must be current Westminster College employees who drive on College business.
  3. Students who drive college-provided vehicles on College business must be currently enrolled and in good standing, and must be approved for driving by the respective Cabinet member responsible for the department for which they need to drive.
  4. Students may not drive without a faculty or staff sponsor with them on the trip.
  5. Driver's record will be checked with the state agency.  Results of the state agency check will be compared to Westminster College guidelines for approval status.  If the records check does not result in approval, the driver will not be eligible to drive a college-provided vehicle.  The driver will be notified and this information will be held in confidence.
  6. License must be appropriate for the type of vehicle to be used.  Those with non-Missouri licenses must possess the proper equivalent license for their state.

By virtue of this policy, the above referenced individuals will be required to provide the College with their valid drivers license and social security number at intervals defined later in this policy.  Their license will be checked with the Missouri Department of Revenue, or appropriate state agency, and the report generated as a result of the check must reflect a point total that is below six (6) points.  If the total equals or exceeds six (6), said individual will not be eligible to drive.

Exceptions
Westminster College reserves the right to alter, change, amend or revoke this policy at any time and reserves the right to make exceptions to the policy in the event such an exception is deemed to be in the best interest of the accomplishment of the mission of the College, provided that nothing shall be done to authorize the operation of the College-provided vehicle or any vehicle on College business by an individual who does not possess a valid driver's license of the appropriate category.

Point System for determining eligibility:

  1. Number of Accidents (within last 3 years)
    1. None = 0
    2. 1 = 1
    3. 2 = 2
    4. 3 = 3
  2. Major moving violation (within last 3 years)
    1. Hit and run; leaving the scene of an accident = 6 each
    2. Any alcohol-related driving offense = 6 each
    3. Any felony, homicide, or manslaughter involving the use of a motor vehicle = 6 each
    4. Racing or excessive speeds (20 mph over limits) = 4 each
    5. Reckless, negligent or careless driving = 4 each
    6. License suspension or revocation for various violations = 3 each
    7. Speeding = 2 each
  3. Other moving violations (within last 3 years)
    1. None = 0
    2. 1 or 2 = 1
    3. 3 and over = 1 each.


This information received from the state licensing agencies will be kept confidential and used only to determine driver approval.  Revised 11. 21.06 DLH If you have questions about this information, contact Dan Haslag.