CORPORATION VEHICLES | Administrative Guideline Manual

8670 - CORPORATION VEHICLES

The School Corporation owns and maintains a wide range of vehicles to carry out the mission of the Corporation. A large number of buses and other vehicles are used to transport individuals and/or groups to curricular and extracurricular activities, conferences, meetings, conventions and work sites. Vehicles are used to perform the operations of the Corporation such as maintenance, internal mail, technology functions and hauling.

The Corporation owns passenger cars/vans which are permanently assigned to the Administrative Services Center. The vehicles in our motor pool are available for temporary check out for trips of official corporation business.

Motor Pool Vehicle Use

A Corporation department head, principal or assistant principal may schedule use of the pool vehicles at the appropriate location. They are available for use as needed for in/out of Corporation travel. The requesting administrator is responsible for making sure the driver meets the requirements of this guideline regarding authorized operators.

The following regulations govern the use of pool vehicles:

Return the vehicle to the appropriate location immediately upon completion of trip.
Remove any trash and leave the interior clean.
Do not smoke in the vehicle.
Report any mechanical problems or accidents to the appropriate administrator.
Return the vehicle with a full tank of gas.

Take-Home Vehicles

A number of Corporation personnel are authorized to commute to and from work in corporation owned vehicles. This authorization is given by the appropriate administrator with vehicles in their charge when it is in the best interest of the Corporation both for operational efficiency and to reduce the potential for theft or vandalism due to lack of secure parking area. Corporation vehicles often contain tools and equipment that are more valuable than the vehicle. Risk is dispersed by having vehicles parked at employees’ homes.

The expectation for appropriate use of vehicles is clearly communicated to all employees by the employee’s supervisor. Failure to abide by guidelines may result in disciplinary actions.

The assignment of vehicles for take-home use may be made by the administrator with vehicles in their charge based on one (1) or more of the following criteria:

Vehicles are to be stored/parked at the employee’s residence or other approved location which is in Floyd County or not farther than five (5) driving miles from a School Corporation facility. The Superintendent may make an exception based upon position and necessity. (Employees hired before June 1, 2008 who do not meet this guideline will be grandfathered at their present home location until such time as they move from that location, at which time this restriction will apply.)
Begins and/or ends workday at varying work sites rather than a permanent location. Reduces time lost to travel in the morning and afternoon. Work time begins on arrival to first work site and ends each day at last work site.
Subject to after hours emergency calls to locations within the corporation where vehicle assignment reduces response time and travel costs.
Subject to after hours emergency repair calls to sites outside the corporation. Vehicle assignment reduces response time and travel costs. These calls usually involve attending to a group of students stranded a considerable distance from home.
Frequently represents the corporation at meetings and events within and outside corporation boundaries which may require early morning departure and/or after hours return.
Assigned to check roads and/or building conditions in inclement weather.
A condition of the employee employment.

Incidental Personal Use of Corporation Vehicles

Personal use of corporation vehicles is prohibited except in the following situations:

Where a stop may be made, on the employee’s personal time, en-route to or from the work site, with not more than a one (1) mile deviation from the normal route of travel. A stop duration of more than thirty (30) minutes must be approved by the employee’s supervisor.
Where an employee is driving to a Corporation related function immediately following the work day.
The transporting of passengers in corporation vehicles for non-corporation related business is discouraged, and such transportation must be approved by the employee’s supervisor.
To and from lunch.
Where the employee has a short duration appointment during the work day that is within five (5) miles driving distance from the workplace, with permission from the employee’s supervisor, and where there is no consequence to the employer. The employee’s supervisor will ensure that the workday is adjusted to account for the employee’s time.

Requirements for Eligibility to Operate Corporation Vehicles

The driver must be an employee or agent of the Corporation.
The driver must be twenty-one (21) years of age or older and also have been a licensed driver for at least three (3) years.
The driver must have a valid operator’s license applicable to the vehicle being driven.
Drivers may be subjected to records checks.

Driver Responsibility

The driver of a Corporation owned vehicle is to adhere to Corporation policy, administrative guidelines and applicable laws regarding vehicle usage. The driver of a Corporation vehicle represents the Corporation when on the road and is expected to drive courteously. Failure to comply will result in discipline and/or discharge.

Corporation Owned Vehicle Maintenance and Servicing

All routine service of corporation owned vehicles will be done at or scheduled by the responsible Department Administrators.

Revised 3/16/23