Motor Vehicle Procedure

The USG has introduced a new Motor Vehicle Use Procedure. All USG employees who drive on institutional business regardless of frequency of driving and/or location of driving shall be subject to annual training.

What does this mean to you?

A. All Travel- Local or Otherwise

All employees who drive their own car, a rental car or a state vehicle while on university business must have annual training. This training will allow you to complete the required Driver Acknowledgement Form. Additional requirements are needed for those employees who routinely drive state vehicles.

If you drive your own car you must view the on line video accessed on eLearning

If you drive a rental car or non-routinely use a state vehicle you must view the online video accessed on eLearning

If you routinely drive a state vehicle you must take the Defensive Driving Course offered by Employee and Organizational Development

What does university business mean?

University business ranges from jumping into your car and driving to north campus to pick up a document to driving your personal vehicle to a conference out of state.

Any time you are performing an activity related to your position here at the university you are performing university business.

What does routine mean?

"Do you drive a state vehicle on a regular basis?" Ask your self these questions: Do you drive a state vehicle several days a week; one or two or more times a week? Do you drive a state vehicle almost every week? Is this activity reflected in your position description? Consult with your supervisor to determine if your use of state vehicle is routine.

B. Travel that requires a T-auth

Special Purpose Driving is defined as travel that you take when you fill out a travel authorization request. This type of travel usually includes travel for professional development, meetings, workshops, conferences

Employees who are approved for special purpose driving shall be subject to annual on-line training accessed on eLearning and must also complete the Driver Acknowledgement Form..

When you fill out a travel authorization request your supervisor will have to verify that you have completed the on-line training.

C. Routine use of state vehicles

Employees who routinely drive state owned vehicles must on an annual basis : complete the on-line training, fill out the Driver Acknowledgement Form complete the MVR History check and every three years take the Defensive Driving Course.

D. Non- routine use of State vehicles

Requires taking the annual online training and filling out the form on annual basis

Summary Chart

• What does this mean for Deans, Directors and Department Heads and other Supervisors?

Responsible to ensure all employees assigned to your area of responsibility receives and successfully completes the annual Motor Vehicle training.

When using a vehicle for travel ; The employee will need to present a eLearning Grade Report to their supervisor. A copy of this report will be maintained by the department.. The T-auth form will require that the motor vehicle use video and the acknowledgement form are completed

Ensures that employees compete the Driver's Notification Form (DOAS: RMS 101 Form 2) upon a change in their Driver's License status.

Complete a Supervisor's Accident Follow Up Checklist (DOAS: RMS 101 Form 3) for accidents occurring while employee was operating a vehicle to conduct state business.

• What does this mean when I have an accident?

Non -Compliance Issues

T-auths will not be authorized without complying with program.

An employee who has had one of the following occurrences during the 24-month period preceding their use or request for use of a State of Georgia vehicle or a vehicle rented or used for USG and/or Institution business will be considered a Disqualified Driver :

1. Accumulating more than 10 points on his or her driving record,
2. Receiving a citation (ticket or warning) while driving on Institution and/or USG business,
3. Having an at fault motor vehicle accident within the six (6) months preceding an assignment to drive on Institution and/or USG business, or
4. Having been convicted of one of the following offenses preceding an assignment to drive on Institution and/or USG business:
   • Driving Under the Influence (DUI)
   • Driving While Intoxicated
   • Leaving the scene of an accident
   • Refusal to take a chemical test for intoxication

Employees subject to completion of the Driver Acknowledgement Form shall be required to disclose to the institutionally designated officer if any of the above apply. A Disqualified Driver may not drive on Institution and/or USG business until: (a) his or her Motor Vehicle Record has been reviewed by the institutionally designated officer and (b) the Disqualified Driver has satisfied the corrective, preventative and/or educational measures specified by the Institution.

FORMS

Driver Acknowledgement Form (pdf)- complete during annual on line training in eLearning

Driver Notification Form (pdf)

Supervisors Accident Follow-up Checklist Form (pdf)

DOAS Driver Safety Tips (pdf)

See BOR Motor Vehicle Use for additional information.