POL 2.025 College Owned Vehicles

All college vehicles shall be used solely for college business and travel purposes.  A list of drivers who are authorized to drive fleet vehicles will be established and maintained by the human resources department.  Vehicles will be issued only to employees, independent contractors, or staffing agency employees who are deemed capable of driving them safely and responsibly.

The Facilities Department shall have the responsibility of scheduling the use of the college fleet vehicles.  Departments requiring the use of “special-use” vehicles (plow trucks, police cruisers, athletics, etc.) will receive priority in scheduling.  “Special-use” vehicles will not generally be available for scheduling outside of the departments of their primary use.

Individuals using college vehicles are required to complete a vehicle trip log and remove all trash and personal items from the vehicles before returning them to the college.  The law prohibits employees, independent contractors, or staffing agency employees driving college-owned vehicles from smoking any tobacco product that produces smoke, such as a cigarette, vape, cigar, or pipe, even if the employee is driving alone.  There are no exemptions to the law.

The Facilities Department shall be responsible for ensuring the maintenance and repair of vehicles are performed as needed.  Individuals/departments that use the vehicles are responsible for reporting any issues encountered during use.

Revised March, 1993
Revised June 8, 2006
Revised May 20, 2021
Revised November 9, 2023
Reviewed and Revised November 20, 2025

2.025 College Owned Vehicles Procedure

1. College vehicles are available for utilization by college employees, independent contractors, or staffing agency employees for business and college purposes only.
2. A list of college personnel authorized to drive college vehicles will be maintained.
   • Personnel, independent contractors, or staffing agency employees requesting authorization to utilize a college vehicle must complete a Motor Vehicle Screening Form prior to receiving approval.
   • Upon receipt of this request, the Human Resources Department will conduct the necessary screening to ascertain information regarding the individual’s driving record.
   • Individuals meeting any one of the following criteria will not receive authorization to drive college vehicles:
     1. Does not possess a current driver’s license.
     2. Has lost driving privilege through suspension as defined by Michigan Department of State driver’s license point system within the last 2 years.
     3. Conviction of driving while license was suspended or revoked within the last 4 years.
     4. Conviction of driving while under the influence of alcohol or drugs (this includes driving while ability impaired) within the last 4 years.
     5. Two or more convictions of reckless driving within the last 4 years.
     6. Accumulated six or more points on the driving record within the last 2 years.
     7. Conviction of civil infraction determination of 3 or more moving violations within the last 2 years.
     8. A record of 2 or more traffic accidents each resulting in a moving violation conviction or civil infraction determination within the last 2 years.
     9. Ineligibility as otherwise determined by College Administration.
   • Screenings will be conducted biannually to verify continued compliance and driving eligibility.
3. Vehicle Request Forms should be completed and sent to the Facilities Department.
   • Authorization from an appropriate college administrator is required.
   • Requests should be submitted at least a week prior to the date that the vehicle is requested to ensure availability and readiness.
   • Use of the vehicle must be within the intended use as identified on the Vehicle Request Form.
   • Vehicle keys and gasoline credit card will be picked up in the Facilities Department prior to departure.
     • The gasoline credit card must be utilized only for purchases for that specific vehicle for gasoline, oil or other fluids, or minor vehicle repairs.
     • Employees must immediately report loss of gasoline credit cards to the Facilities Department.
4. Vehicles should be returned to their assigned spaces at the time designated on the Vehicle Request Form, though exceptions may be cleared through the Facilities Department.
   • Vehicle keys, a completed trip log, and gasoline credit card receipts should be turned in to the Facilities Department when the vehicle is returned.
     • A drop box is located outside of the Facilities Department for return outside of regular business hours.
   • All trash and personal items should be removed from the vehicle.
5. Any traffic violation incurred while utilizing the vehicle will be the sole responsibility of the employee.
6. Accidents must be reported to local law enforcement agencies immediately, and within 48 hours a written report issued to the Facilities Department using the approved Accident Report Form.
7. Vehicle damage should be immediately reported to the Facilities Department.
8. Continued use of college vehicles depends on the employee’s adherence to the following conditions:
   • Maintaining name on authorized driver’s list.
   • Presentation of a valid operating license, upon request.
   • Properly requesting, utilizing, and returning the vehicle as indicated on the Vehicle Request Form.
   • Utilizing the gasoline credit card for indicated purposes only.
   • Reporting all vehicle accidents or damage to the Facilities Department immediately.
   • Utilizing the vehicle within intended limitations as designated on the Vehicle Request Form and for business and college purposes only.
   • Returning keys, completing a trip log, providing gas card receipts , and removing trash and personal items upon vehicle return to campus.
9. The President may assign a fleet car to a particular function (such as business, instruction, etc.) if, in his/her opinion, the situation warrants it. In such instances, additional rules and regulations for the use of that vehicle will be stipulated by the President.