/Institutions/Piedmont-College/json/2021-2022/Policies-and-Procedures-Manual-2021-2022-local.json

/Institutions/Piedmont-College/json/2021-2022/Policies-and-Procedures-Manual-2021-2022.json

3.26 Vehicle Policy

Piedmont University has fleet vehicles and vans available for faculty and staff to reserve for school-related travel. Employees are encouraged to use these vehicles whenever possible and practical. Facilities Management oversees those procedures established by this policy are followed by all who request vehicles.

 

Vehicle Request and Pick Up:

1. Vehicle Request Form: At least two weeks prior to date needed, a Vehicle Request Form should be completed for all sedans and vans.
   1. The form can be found on PilgrimNet under the Quick Links section at https://portal.piedmont.edu/facstaff/adminservice/Pages/default.aspx
   2. Request must list employee department account number for accounting purposes.
2. Drivers: All university faculty/staff drivers must be cleared to drive university vehicles through the background check process that takes place as a new hire.
   1. Van drivers must be 25 years or older.
3. Key Pickup: Pick up the vehicle keys from Facilities Management (Daniel Hall Room 208, Demorest Campus) or Director of Administrative Services (Athens) the day of (or afternoon prior to) vehicle use.

 

Fueling and Vehicle Return:

1. Fueling: Fill the vehicle locally with fuel before returning it to campus using the university-issued P-Card. Keep the receipt to use for P-Card payment.
2. Vehicle Return: Upon completion of school-related use:
1. Fill vehicle with fuel at a station close to the university so the gas tank is full when you return.
2. Clean out vehicle. This includes cleaning out all trash and crumbs that may have fallen in the seats or floor. A small broom and dustpan are in all new fleet vehicles. Please do not leave a mess for the next person.
3. Return vehicle and keys to campus. In Demorest, if it is after normal university hours, return keys to drop box outside of Campus Police office or return them to Daniel Hall Room 208 the next morning. In Athens, return the keys to the Director of Administrative Services.

 

Maintenance and Repairs:

All leased fleet vehicles have an Enterprise Maintenance Management Card in the glove compartment to be used for all service/maintenance transactions for the vehicle.

1. Provide this card to the repair facility for repair negotiations, approvals and authorizations.
2. For major repairs, including towing and car rental, please call Enterprise National Service Department at 800-325-8838. They will handle repairs and direct you accordingly.
3. It is important that you do not act independently of the Enterprise managed maintenance programs. Any personal expenses incurred from doing so will be reviewed and may not be reimbursed.
4. Scheduled routine maintenance of vehicles is also provided by Enterprise and will be coordinated by Facilities Management.

Safety Guidelines:

Safety is of the utmost concern to Piedmont University. You should consider all safety-related issues related to your vehicle including, without limitation, the following:

1. You are to comply with ALL motor vehicle traffic laws while operating a vehicle on company business or a company vehicle at any time.
2. All vehicle occupants must wear safety restraints while operating or riding in a university vehicle. The driver is responsible for enforcing use of safety restraints by all occupants.
3. No smoking is allowed in company-leased vehicles.
4. Driving is a full-time job. Avoid all distractions…concentrate on the other driver by assuming that person will not do what is expected. Roads are crowded… consider all vehicles as potential accidents looking for a place to happen.
5. Individuals are prohibited from operating any vehicle on company business or a Piedmont University vehicle at any time while under the influence of alcohol or any illegal substance.
6. Firearms and illegal substances are not permitted in Piedmont University vehicles at any time.
7. Individuals are prohibited from the transportation of hitchhikers or strangers.
8. Individuals are required to comply with all state and local cell phone laws applicable in your area of travel. The use of a cell phone or a similar device while operating a motor vehicle is prohibited unless hands-free.