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POLICY 07:02:00

MOTOR VEHICLES

Please refer to Tennessee Board of Regents Policy No. 4:03:02:00

Purpose
The purpose of this policy is to establish the minimum regulations and procedures concerning the maintenance and operation of motor vehicles by Pellissippi State Community College (PSCC) and employees of Pellissippi State Community College. The purpose of the procedures is to provide structure to the assignment of vehicles under this policy.

Definitions

  1. State vehicle or motor vehicle – any motor vehicle owned by the Board or an institution or college of applied technology in the System, or purchased or leased from state funds.
  2. Employee – any person employed full or part-time by PSCC or any person serving as an ‘official volunteer’ at PSCC. An ‘official volunteer’ is defined as a person whom the institution has properly registered with the Tennessee Board of Claims pursuant to Tenn. Code Ann. § 8-42-101(3)(B).

Policy/Guideline

  1. General Provisions
    1. Motor vehicles are maintained at PSCC in the System to facilitate the official business of Pellissippi State. It is the responsibility of all employees who use PSCC state vehicles to ensure the efficient and economical utilization of such vehicles.
    2. All PSCC state vehicles shall be used in accordance with the provisions of this policy.
    3. All PSCC state vehicles shall be marked per TBR policy with a PSCC decal containing a minimum surface of sixty square inches to all licensed vehicles.
    4. The identifying emblem will be displayed on the passenger and driver’s door unless otherwise stated. Some vans will be marked on the side at mid-panel height, and may further identify the vehicle as security, maintenance, etc.
    5. Vehicles assigned the PSCC president will carry a regular series license plate and no decal identification.
  2. Motor Pools
    1. Pellissippi State is authorized to maintain a central motor pool from which vehicles may be dispatched by employees for official business.
    2. When motor pool vehicles are maintained, an employee who needs to use a motor vehicle on PSCC business shall use a pool dispatched vehicle if one is available.
    3. Motor pool vehicles shall be available for either trip assignments or special assignments.
      1. Motor pool vehicles available for trip assignments will be centrally controlled by PSCC and made available for specific trips and returned to the motor pool upon completion of trips and shall be used only for official business and not for personal use.
      2. Special assignment of motor pool vehicles may be made to a division or a person when necessary for use on a regular basis.
      3. Motor pool vehicles, including those used for trip assignments and special assignments may not be used for commuting purposes unless the employee:
        1. Is departing upon or returning from an official trip away from their headquarters or the employee needs the vehicle to conduct PSCC business after regular working hours or before usual working hours on the next day; or
        2. Has been approved by the president to be authorized to use the vehicle for commuting purposes.
  3. Authorized Operators and Passengers
    1. Only employees of PSCC with proper departmental authorization may be authorized to operate a state vehicle for official business. Authorization to use a state vehicle shall be limited to official use within the scope of employment of the employee.
    2. All employees must have a valid driver’s license prior to being authorized to operate a state vehicle.
    3. Passengers in state vehicles shall be limited to the following:
      1. Employees of the institution when within the scope of employment;
      2. Students of the institution engaged in institutional or school sponsored activities; and
      3. Other persons when it is necessary for them to accompany an employee on official business or as guests of the institution. The spouse and children of employees generally are not considered a guest of the institution unless their attendance is required at the event and they are listed on approved travel authorizations.
      4. This provision does not apply to the president’s assigned motor vehicle.
  4. Penalties for Misuse of Vehicles
    1. Employees who misuse vehicles will be subject to disciplinary sanctions, depending upon the magnitude of the misuse and the frequency with which it has occurred. Misuse includes any of the following:
      1. Utilization of radar detection devices in state vehicles;
      2. Violations of traffic laws; this includes exceeding posted speed limits, reckless driving, and illegal parking;
      3. Careless operation that results in damage to the vehicle or injury to persons or property;
      4. Use of a vehicle for personal business or unauthorized commuting purposes; or
      5. Use of a vehicle contrary to the provisions of this policy.
  5. Notice of Liability and Penalties for Misuse
    1. A notice of liability and penalties for misuse of motor vehicles shall be posted at the site where vehicles are normally checked out, and be contained in each vehicle for the benefit of drivers.

For Motor Vehicle Procedures, please refer to Vehicle Reservations on the Facilities Department webpage.

 


Approved: President’s Staff, April 4, 2005
Reviewed/Recommended: President’s Staff, March 29, 2010
Approved: President Allen G. Edwards, March 29, 2010
Reviewed/Recommended by President’s Council, September 28, 2015
Approved by President L. Anthony Wise, Jr., September 28, 2015
Reviewed/Recommended: President’s Council, May 23, 2022
Approved: President L. Anthony Wise Jr., May 23, 2022